The General Data Protection Regulation (GDPR) came into force on 25th May 2018, replacing the old Data Protection Act. This affects clubs of all sizes as well as commercial organisations.
With regard to Daventry Town Bowling Club, we comply fully with the current DPA so we do not need to make wholesale changes to conform with the new regulations. We have, however, reviewed our systems and processes to ensure we are equally compliant with the new act.
Key areas relating to the GDPR and its impact on this Club:
For the purpose of compliance, the club includes personal details such as name, address, telephone, email, date of birth, previous clubs/experience as ‘sensitive information’. Details relating to medical conditions, ethnicity, family, employment or other do not form part of the club’s information or application process.
Data Protection Officer.
We are not large enough or handling sufficient sensitive data to warrant such a position. The web administrator and club’s Hon. Sec. will ensure that the club follows its policy guidelines and GDPR regulations are complied with.
The club website, together with its associated data, is hosted within a secure environment, behind multi-faceted firewalls, designed to prevent unauthorised access. The site operates a multi-tier access policy, allowing varying levels of administrative and viewing access, which are all password protected and controlled through a master administrative process. Hosting servers are replicated to ensure continuity of operation and remove the risk of data loss. Offline files are stored on personal computers, which require protected logon to use. Reasonable care is taken with the storage of paper documentation, to ensure it is not accessible by unauthorised personnel.
Collecting and storing of information.
All personal information about members has been freely provided by the members and not obtained through online or mass mailing, collection techniques. Each member has the right to determine what information is held or available to other members. Member contact information is held in files by the Secretary and web administrator. All such files are password protected to open and separately protected for editing. Information within the online member directory is only available to active members, who have to log on with a unique user name and password. Each member has full control over the content of their online profile and what information can be viewed. All members will be asked to proactively confirm that they agree to their inclusion in membership database documents and files as well as the member directory. Any member has the right to request that their inclusion or ‘profile’ be removed completely. New applicants who complete a paper or online form will confirm their agreement to be included as above and the data they provide will be protected in the same way as existing member data. Any member leaving the club will be removed from the active directory and will no longer have access to the restricted areas of the website.
Photographs – Match Reports – Press Release.
Photographs are only taken with the permission of those involved. Photographs are published on the web site but contain no information that identifies the individuals. Members may from time to time submit photographs for inclusion in the club website or some other publication. The member making such submissions confirms that permission is granted to publish such images, including permission from other individuals included in the images. The exception to this is in ‘general view’ type images which include numbers of people as part of an overall scene. Should, however, any person included in such an image request that it be removed, then the picture will be edited or taken off completely. No pictures of children will be published in any form without correct parental or guardian permission obtained by written parental consent. Members have the option of including a photo as part of their profile, but this is totally within their control. Match reports and press release may contain people’s names. Requests for them to be removed will be considered but DTBC reserves the right not to do so. Requests should be sent in writing, to the Chairman.
Ensure you have set up your password and checked/edited your profile for adding to or updating results.
Confirm your agreement to be included within the member directory.
Ensure that any documents you create, such as minutes, reports, etc. and which include sensitive information are correctly protected.
If you believe there has been a security breach or the club has not conformed to GDPR regulations, report it to the secretary or web administrator.
What are Cookies.
Cookies are small files saved to a website users computer / device that track, save and store information about the user’s interactions and usage of the website. This allows the website to provide the users with a more tailored experience. Users are advised that if they wish to deny the use and saving of cookies from this website on to their computers hard drive they should take necessary steps within their web browsers security settings to block all cookies from this website and its external serving vendors or use the cookie control system if available upon their first visit.
Website Visitor Tracking
This website may use tracking software to better understand how it is being used. The software will save a cookie to your computer’s hard drive to track and monitor your engagement and usage of the website, but will not store, save or collect personal information.
Adverts and Sponsored Links
Any downloadable documents, files or media made available on this website are provided to users at their own risk. While all precautions have been undertaken to ensure only genuine downloads are available, users are advised to verify their authenticity using third party anti-virus software or similar applications. We accept no responsibility for third party downloads and downloads provided by external third party websites and advise users to verify their authenticity using third party anti-virus software or similar applications.
Contact & Communication With Us
Users contacting us through this website do so at their own discretion and provide any such personal details requested at their own risk. Your personal information is kept private and stored securely until a time it is no longer required or has no use. Where we have clearly stated and made you aware of the fact, and where you have given your express permission, we may use your details to send you additional information through a mailing list system. This is done in accordance with the regulations named in ‘The policy’ above.
Email Mailing List & Marketing Messages
We intend to operate an email mailing list program (‘Email Alerts’), which will be used to inform subscribers about events, services and/or news we supply/publish. Users can subscribe to Email Alerts through an online automated process where they have given their explicit permission. Subscriber personal details are collected, processed, managed and stored in accordance with the regulations named in ‘The policy’ above. Subscribers can unsubscribe at any time through an automated online service, or if not available, by other means as detailed in individual messages sent. The type and content of marketing messages subscribers receive is clearly outlined at the point of subscription.
External Website Links & Third Parties
Although we only look to include quality, safe and relevant external links, users are advised to adopt a policy of caution before clicking any external web links mentioned throughout this website. Shortened URL’s – URL shortening is a technique used on the web to shorten URL’s (Uniform Resource Locators) to something substantially shorter. This technique is especially used in social media and looks like this (example: http://bit.ly/zyVUBo). Users should take caution before clicking on shortened URL links and verify their authenticity before proceeding. We cannot guarantee or verify the contents of any externally linked website. Users should therefore note they click on external links at their own risk and we cannot be held liable for any damages or implications caused by visiting any external links mentioned.