Horam Bowling Club Outdoor Section Rules
Horam and District Bowls League Rules
Horam Bowling Club Short Mat section Rules
Wealden S. M. B. A. Short Mat Rules
World Bowls’ the Laws of the Game of Bowls
HORAM BOWLING CLUB
CLUB POLICY ON GENERAL DATA PROTECTION REGULATIONS (GDPR)
INTRODUCTION:
This policy concerns the personal information (data) held by The Horam Bowling Club (hereafter referred to as The Club), its security and use.
The policy is written in response to the GDPR, in force from 25 May 2018. It defines the people involved, the data collected by The Club, how it is stored and used internally and externally, and members’ rights over their data.
The Club uses this data solely for the purposes of the effective running of The Club. It does not share the data with anyone except Bowls England (BE), ESMBA, ESSMBA, Sussex County Association, England Short Mat and associated Leagues for some specific post holders.
The Data Controller for the purposes of the GDPR will be The Club through The Club Committee (please refer to the Club Constitution for a description of The Club Committee). They will be responsible for the implementation and review of this policy. Given the nature of data held and Club size, the appointment of a Data Protection Officer is not seen as required; any concerns relating to data protection should be addressed to The Club Chairman who will fulfil this role.
The Data Processor will be The Club Secretary who will hold The Club membership database on their computer. The Secretary will be responsible for the collection of the data, its security, ensuring that permission for the data to be held, used, and shared as described below is given, and updating of The Club records including deletion where required.
WHAT DATA IS COLLECTED AND WHY
It is necessary for the personal information to be collected for the effective running of The Club as tabulated below:
Data Collected Reason for Collection
Name This is necessary for legal, insurance and licensing purposes. In addition, The Club is entitled to be aware of who is permitted to be on its premises.
Address Required so that club information can be sent to members, not all of whom have an e-mail address. In addition, it facilitates shared transport arrangements. Included in Club handbook.
Phone Number(s) Home and mobile numbers are for competitions, contact purposes and the Club handbook.
E-mail address The prime means of communication with members over competitions, teams, events and general matters relating to the Club and bowls.
Date of Birth Club fees are age dependent. Date of birth is therefore required to establish the correct fees. In addition, some competitions have a specified age range for entrance.
Gender Some competitions are gender specific.
Date of Joining Club To enable long-serving members to be identified and recognised.
Photographic Images As a record of trophy and competition participating / winning club members.
The Club does not collect or hold any ‘sensitive data’ for a member such as health issues.
WHEN IS THE DATA COLLECTED AND REVIEWED
This data is captured when a member first joins The Club through a Club Membership Application form. The accuracy of the personal information will be reviewed annually when a member renews their membership.
WHO COLLECTS AND HOLDS THE DATA
The data is collected by The Club Secretary. To ensure the security of the data held, The Club requires that access to their computer is password protected and that any file holding the information is also individually password protected.
WHAT DATA IS SHARED OUTSIDE THE CLUB
Bowls England – BE publish an annual handbook which contains contact information for The Club, namely:
➢ Club Secretary – name, phone number and e-mail address.
The holder of this post will be required to confirm that they agree to the sharing and publication of this data.
The Club will require that BE does not further share the data or use it for any purpose except communications and publications as specified above. The Club will not release the data to any other organisations for marketing or other purposes. The data is not used in any form of automated decision making or profiling.
Members are also asked to provide some personal information on entry to County Competitions. This area is not a Club matter and is therefore dealt with separately by the appropriate Divisional Secretary.
No data is shared by the Secretary within The Club except e-mail addresses with a team captain so that they may arrange teams for games and contact members over a match should the need arise.
The Club will not publish any personal data on The Club website (except an email contact with their permission if this is a personal one) unless this is in a separate members-only area which is password protected.
MEMBER’S RIGHTS TO THEIR PERSONAL DATA
All members have the right to be provided with a copy of the data held on them by The Club. Any request for this should be made in writing (including e-mail) to The Club Secretary. The Club has one month to reply to any such request. There will be no charge for such access to data. The data held on a member will be deleted within one month of notice that the member has left or is not re-joining the Club.
YOUNG PEOPLE’S DATA
GDPR will set an age for a young person to give their own consent to the collection and storage of their personal data. However, given the BE requirements concerning young people, if any club member is below 18, permission for the collection and use of their data will be sought from the parents / guardians of the young person. Any member requiring contact with a young person should approach The Club Secretary to seek agreement for the release of contact details.
BREACHES OF DATA SECURITY
If at any point a breach of data security is suspected or identified, then that suspicion or fact must be reported immediately (verbally if necessary and confirmed in writing) to The Club Chairman who is responsible for investigating breaches of security, determining the resultant degree of risk and deciding on the action to be taken, reporting this at the first opportunity to The Club Committee.
Where a breach is likely to result in a serious risk to the rights and freedoms of individuals (say involving financial issues), The Club Chairman has 72 hours to report the incident to the Information Commissioners Office (ICO).
The Club recognises that the requirements of the GDPR apply as much to paper files and records as it does to digital ones and will ensure that any paper records are similarly securely treated. As security issues are much more problematic for paper records, The Club will seek to reduce the use of paper files to the minimum possible.
Membership lists containing personal data such as names, phone numbers and email addresses will be displayed on notice boards. Certain contact details such as those of The Club Secretary and The Membership Secretary will be made available on The Club website for public viewing.
CONSENT ON THE HOLDING AND USE OF THE DATA
On applying to join The Club, a member will be given a copy of this policy and asked to confirm that they have read and accept it and that The Club may contact them through mail, e-mail and/or phone as outlined. Such communications will be restricted to matters such as: club meetings, minutes and events; availability for and selection of teams; and other such club related material.
The Club will seek to always use a bcc system when any e-mails are sent to multiple members.
REVIEWS
It is expected that a member will update their personal information if it changes during the year. At the annual subscription, members will be asked to confirm the accuracy of the data held on them. At least every four years, members will be asked to reconfirm their consents as described above.
Revised: February 2025, September 2023
Health & Safety – General Policy
Horam Bowling Club is committed to encouraging our members to take part,in the health, well-being and safety of each individual. The Health and Safety of all members and guests who use the Club facilities is a major concern of the Club. The Management Committee recognises that achieving and maintaining high standards of safety requires that the Club’s Management Committee, members, visitors and contractors are aware of and discharge their respective responsibilities. The Health & Safety at Work Act 1974 requires all members, including contractors working on the Club premises, to conduct themselves in such a manner as to ensure that they pose no risk to their own or any other person’s health & safety
To support our Health & Safety policy statement we are as far as is reasonably practicable committed to the following duties:
To provide and maintain a safe place of work, safe systems of work, safe equipment and a healthy and safe working environment.
To ensure that hazards are identified and regular assessments of risks are undertaken.
To provide information, instruction and training as is necessary to ensure personnel are assured of a safe and healthy working environment.
Promoting the awareness of health and safety and encouraging health and safety best practice throughout the club.
To ensure we are taking the appropriate protective and preventative measures.
To ensure that we have access to competent advice and are able to secure compliance with our statutory duties.
In order that we can achieve our objectives, and ensure our Members recognise their duties under health and safety legislation whilst at work; we must ensure that they inform them of their duty to take reasonable care of themselves and others that may be affected by their activities.
Adopted by Club Committee 19th January 2023
Club Safeguarding for Vulnerable Adults And Children Policy Statement
Notice Of Child And At Risk (Vulnerable) Adult Protection Policy
Horam Bowls Club fully accepts its legal and moral obligation to exercise its duty of care and to protect all children and Vulnerable adults participating in its activities, and to safeguard their welfare.
We are committed to do this by acknowledging that:
- The welfare of the individual is paramount;
- Each individual irrespective of age, gender, religion, race or disability has the right to protection from abuse;
- Each individual has a right to be safe, and to be treated with respect and dignity We shall use our best
- Endeavours to ensure that:
- All allegations of abuse are taken seriously;
- The response to them is swift and appropriate;
- The effectiveness of our policy is reviewed annually;
- A responsible person shall be appointed annually as Welfare Officer to whom members can address any concerns.
Jean Groner
Club Welfare Officer
Adopted by Club Committee 19th January 2023