HOLT BOWLS CLUB

GDPR Privacy Notice
(Part of the Club Constitution Pack)

This Privacy Notice forms part of the official Constitution and Governance Documents of Holt Bowls Club. It sets out how the Club complies with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and the requirements of Bowls England and the Norfolk County Bowls Association.

1. Status of This Document

This Privacy Notice is adopted by resolution of the Management Committee and is binding on all members, officers, volunteers, and visitors.

2. Data Controller

Holt Bowls Club, acting through its Committee, is the Data Controller for all personal data processed.

3. Scope

This policy applies to members, former members, visitors, volunteers, officials, competition entrants, and all other individuals whose personal data is held by the Club.

4. Personal Data Collected

The Club may collect and process names, addresses, email addresses, telephone numbers, dates of birth, membership and affiliation records, competition results, team selections, emergency contacts, financial records, disciplinary and safeguarding information, and photographs.

5. Purposes of Processing

Personal data is processed for membership administration, affiliation, eligibility checks, competition management, communication, financial administration, insurance, safeguarding, disciplinary procedures, and compliance with governing body regulations.

6. Lawful Basis

Processing is carried out under the lawful bases of consent, contract, legal obligation, legitimate interests, and vital interests, in accordance with UK GDPR.

7. Data Sharing

Personal data may be shared with Bowls England, Norfolk County Bowls Association, league organisers, insurers, safeguarding authorities, and regulators where required.

8. Security of Information

All personal data is stored securely in password-protected electronic systems and locked filing cabinets. Access is restricted to authorised officers.

9. Retention of Records

Personal data is retained only for as long as necessary. Membership and financial records are normally retained for up to seven years after membership ceases.

10. Individual Rights

Individuals have rights of access, rectification, erasure, restriction, objection, and data portability, subject to legal obligations.

11. Communications and Consent

Consent will be obtained where required. Members may withdraw consent at any time.

12. Photography and Media

Images and recordings may be used for Club and federation purposes. Individuals may opt out in writing.

13. Safeguarding and Special Category Data

Sensitive data relating to safeguarding, welfare, or discipline is handled confidentially in line with governing body policies.

14. Data Breaches

Breaches will be reported promptly to the Committee and, where required, to the Information Commissioner’s Office and governing bodies.

15. Complaints

Data protection complaints should be submitted to the Club Secretary.

16. Review and Amendment

This Privacy Notice shall be reviewed annually and amended as necessary.

17. Adoption

This document was adopted by the Management Committee of Holt Bowls Club and forms part of the Club’s official Constitution Pack.

Approved by the Management Committee of Holt Bowls Club

Date of Adoption: _1^st January 2026___________________

Review Date: _1^st January 2028___________________