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Privacy Policy - Rykneld Bowling Club

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Privacy Policy

1. Introduction
Rykneld Crown Green Bowling Club is committed to protecting the privacy and security of our members’ personal information. It complies with the UK General Data Protection Regulation (UK‑GDPR) and the Data Protection Act 2018 - and we ensure that personal data is handled lawfully, fairly, and transparently at all times.
 
This Privacy Policy explains what personal information we collect, how we use it, how long we keep it, and your rights under UK‑GDPR.

2. The personal information we collect
We collect and process the following categories of personal data:
  • First name and surname
  • Postal address
  • Date of birth
  • Telephone number(s)
  • Email address
  • Bowling‑related information (e.g. BCGBA registration number, league participation)
  • Attendance information where required by governing bodies or public health regulations
  • Website login details for the ‘members‑only’ area (if applicable)
We do not collect special category data unless legally required (e.g., COVID‑19 attendance logs).

3. How we collect your personal information
We collect personal information directly from you through:
  • Membership Application Forms
  • Email or telephone correspondence
  • Website registration for the ‘members‑only’ area
  • Updates you provide to the Club Secretary or Committee.

4. How we use your personal information
We use your personal information for the following purposes:
a) Club administration and communication
To provide you with information about bowling fixtures, competitions, social events, and Club notices via telephone, post, email, or Club notice boards.
b) League and association requirements
To share your name and BCGBA registration number with:
  • SDCGBA
  • Belper & Midlands CGBA for the purpose of processing league results and verifying membership.
c) Member‑to‑member contact
To provide basic contact details in the Green Book kept in the Clubhouse Bar and in the 'Members-only' section of the website
d) Compliance with legal or regulatory obligations
To provide attendance information to SDCGBA or public authorities.
e) Website operation
To manage access to the ‘members‑only’ area and ensure website functionality.
We do not use your personal information for automated decision‑making.
 
5. Our lawful bases for processing your information
Under UK‑GDPR, we must identify a lawful basis for each processing activity:
  • Legitimate Interests – Club administration, communication, Green Book contact details, safeguarding, and website access
  • Contract – Managing your membership, competition entry, and league registration
  • Legal Obligation - financial records, and compliance with governing bodies
  • Consent – Optional communications, photography for publicity, and any non‑essential processing.
You may withdraw consent at any time by contacting the Club Secretary.

6. Who we share your personal information with
We share personal data only when necessary:
  • SDCGBA and Belper & Midlands CGBA for league administration
  • Other Club members (Green Book and website ‘members‑only’ area)
  • Public authorities when legally required (e.g. Track & Trace)
We never sell personal data or share it for marketing purposes.
We do not transfer personal data outside the UK unless required by third‑party service providers (e.g., Google Analytics). Where this occurs, standard safeguards apply.

7. How long we retain your personal information
We retain personal information only for as long as necessary:
  • Membership records: Minimum 12 months, reviewed annually, and deleted when no further contact is expected
  • League registration data: Duration of membership
  • Emails: 2 years unless needed longer
  • Website login details: Deleted when membership ends
  • Financial records: 7 years (HMRC requirement).
Retention periods are reviewed annually by the Management Committee.

8. Website privacy and cookies
a) Data collection
No personal data is collected from public areas of the website.
b) Cookies
The website does not use cookies except Google Analytics, which collects anonymous usage data such as:
  • Number of visits
  • Pages viewed
  • Device/browser information. (Google Analytics does not identify individuals, and we do not use it to track personal behaviour).
c) Links to external websites
Our website contains links to external sites. We are not responsible for the content or privacy practices of those sites. You should review their Privacy Policies before providing any personal information.

9. Your rights under UK‑GDPR
You have the following rights:
  • Right to access your personal data
  • Right to rectification
  • Right to erasure
  • Right to restrict processing
  • Right to object
  • Right to data portability
  • Right to withdraw consent
  • Right to lodge a complaint with the ICO.
To exercise any of these rights, contact the Club Secretary.

10. How we protect your information
 We take appropriate technical and organisational measures to protect personal data, including:
  • Restricted access to membership records
  • Secure storage of digital and paper records
  • Controlled access to website ‘members‑only’ areas
  • Annual review of data protection procedure.
 
11. Changes to this Privacy Policy
We review this Privacy Policy regularly and update it on our website when changes are made.
Last reviewed: 9 September 2026.

12. Contact information
For questions, updates, or requests relating to your personal data, contact:
The Club Secretary, Rykneld Crown Green Bowling Club (See “Contact Us” page on the website).
 
13. Complaints
If you have concerns about how we handle your personal information, please contact us first so we can resolve the issue promptly.
You also have the right to complain to the Information Commissioner’s Office (ICO): Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF.
Telephone: 0303 123 1113 or 01625 545 745.
https://ico.org.uk/

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