Gourock Bowling Club

Privacy Notice

Introduction
Gourock Bowling Club is a Community Amateur Sports Club affiliated to Bowls Scotland, The Renfrewshire Bowling Association and the Greenock and District Bowling Association. It is run by a Management Committee consisting of a President, Vice President, Immediate Past President, Honorary Treasurer, Honorary Secretary and seven Conveners of various club activities. The membership consists of Honorary, Life, Full, Limited and House members.
Gourock Bowling Club will be a controller of the personal information that the members have provided or, in the case of new member applications, will provide. All members or prospective members will be asked to provide the following personal details:

i) Name
ii) Address
iii) Telephone number
iv) Email address
In addition to the above personal details, employees will also be asked to provide National Insurance Number and Date of Birth

Why we need this information
a) To manage and maintain the membership register
b) To communicate with you on matters pertaining to the activities of the club.
c) To provide the basis of your entry in the annual members handbook
d) To provide contact details of appropriate members on the club web site
e) To provide information to governing bodies if required for you to play in their competitions.
f) To pay staff wages.

If you fail to provide the information requested or fail to confirm that the information we currently hold is correct it may impact on our ability to offer the full range of member services and benefits e.g. competition dates, social events, meetings.

Where we process your personal information in pursuit of our legitimate interests you have the right to object to us using your details for the above purposes. You objection must be lodged in writing or by email with the club Secretary clearly stating the grounds for your objection If your complaint is upheld this could affect our ability to undertake the above tasks for your benefit as a member.

Who we share your personal information with

Your personal information may be shared with statutory or regulatory bodies including but not restricted to:

  1. Police Scotland
  2. Health and Safety Executive
  3. Disclosure Scotland
  4. Inland Revenue for the purposes of paying staff wages
  5. Inverclyde Council
  6. The Club’s bankers for those members who are bank signatories

Additionally we may share personal information with professional, legal and insurance advisers.

Gourock Bowling Club employs an external contractor to print the annual members’ handbook. For this purpose the contractor is acting on our behalf as a data processor and will be required to agree in writing or by Email to only process the information instructed by us and to ensure that the information is protected.

In the event that we do share personal information with external third parties, we will only share such personal information strictly required for the specific purposes and take reasonable steps to ensure that recipients shall only process the disclosed personal information in accordance with those purposes.

How we protect your personal information

Your personal information is stored on the Club laptop computer which is only used by the Directors. In the case of staff members the information required to pay wages is stored in a different file on the same laptop computer.

How long we keep your personal information

We will keep your personal information for as long as you remain a member subject to your rights under para b. below. We will retain your information for one year after you cease to be a member for whatever reason.

Your rights

Your rights in relation to your personal information are:

  1. To access the personal information we hold about you by making a subject access request.
  2. To ask that we correct or complete any of your personal information you believe is inaccurate or incomplete.
  3. To request that we restrict the processing of your personal information for specific purposes.
  4. To request that we delete your personal information from our records

Where you wish to exercise any of the above rights you should write to the Honorary Secretary with your request. If your request is not met to your satisfaction you have the right to complain to the Information Commissioner’s Office at www.ico.org.uk