Holt Bowls Club – Safeguarding Policy

Introduction

Holt Bowls Club has been active in the Holt Community since 1988.  The club house is based in the Fields in Trust ground.  It prides itself as being a friendly club, welcoming all members of the community and in developing an interest and enjoyment in bowls.

Corporate Governance

Holt Bowls Club is an Associated Member of Bowls England (EBA) and English Bowls (EBF).  The Club is fully compliant with the policies, procedures and protocols as set by the National Bodies.  It will ensure that all matters of business and process are enacted within the guidelines of Corporate Governance.

Safeguarding

If a matter of dispute arises, in the fist instance the Club will try to resolve the issue in a friendly and supportive manner.

Both bowls Association and Federation, are committed to ensuring all those who participate in bowls, can do so in a safe, positive and enjoyable manner.  Nobody associated with bowls should never have to worry about abuse, bullying, either physical, verbal or emotional, or harassment.

The Club will not tolerate such behaviour and such matters will be subject to investigation, following the National and Club Procedures.

Safeguarding  at Holt Bowls Club

The Club will ensure that Safeguarding is at the forefront of Club and Committee Business.  The Safeguarding Officer is a member of the Committee and Safeguarding will be a standing item on all Committee Agendas.  The emphasis will be directed to supporting children and vulnerable adults.

Safeguarding and the members

The members are, by definition the ears and eyes of the Club.  All members are required to be watchful and vigilant in ensuring that Club matters are conducted in an appropriate manner.  Appropriate training and the implementing of appropriate procedures will be instigated by the Safeguarding Officer from time to time.

Sharing Issues of concern

The Safeguarding Officer(s) and Committee are aware that discussing an issue / problem with a ‘friend‘ may be a way of considering an issue / problem.  Whilst this is acceptable and may prove helpful, they cannot be ‘protected conversations‘ and are subject to disclosure to the Safeguarding Officer and may be used as evidence.

A range of appropriate action are available to the Safeguarding Officers, including discussion and follow up with Bowls England, through to reporting matters to statutory bodies and law enforcement agencies.

Suspension

The use of suspension is regarded as a neutral act.  It is used to protect individuals, whilst an investigation is taking place.  It may be that a suspension of a member of the Club is deemed appropriate.  The Safeguarding Officer reserves the right to instruct the Chair of the Committee to suspend a member with immediate effect for a period of no longer than 30 days, but may be subject to renewal, if an investigation is taking longer to conclude.

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___________________