Colchester Belle Vue Social Club

Privacy Policy

Belle Vue Social Club

Privacy Notice

What personal data does the Belle Vue Social Club collect?

The data we routinely collect includes members’ names, addresses, email addresses, telephone contact numbers and date of birth. This data is obtained directly from our members when they join the club in the form of a membership form

We collect the annual amount of membership fees paid initially in the form of a share and the annual amounts paid per year in subscription fees. We also use the information to calculate the length of time a member has been a member with the club.

For some of our members we may have additional information such as those on the Managing Committee, and others who help run activities within the Club such as Darts & Crib.  We will also keep information relating to any disciplinary matters including suspensions and expulsions of any members.

We collect the scores from games played, which may be displayed on the internal notice board, Belle Vue Social Club Facebook page or Belle Vue Social Club website. Some information from these games will be made available to the CIU for either the National or Branch games held each year.

Information relating to guests is also “personal data” and covered by the same requirements as that of members, though likely to be more limited in scope

What is this personal data used for?

We use members’ data for the administration of your membership; the communication of information, and the organisation of events. We may provide your data to the CIU, which the Belle Vue Social Club is affiliated.

Who is your data shared with?

Your personal data is not passed on by us to any organisation other than CIU as indicated above.

Where does this data come from?
Data for our members comes from the membership form when you join the Belle Vue Social Club.
Scoring data comes directly from the results of the club games in which you play.

How is your data stored?

This information is mainly stored in digital form on computers and in the form of written documents these are stored at the premises of the Belle Vue Social Club, 1 Colne Bank Avenue, Colchester, CO1 1UU. Any information that is stored remotely is stored in the EU/ in compliance with the GDPR.

Who is responsible for ensuring compliance with the relevant laws and regulations?

Under the GDPR (General Data Protection Regulation) we do not have a statuatory requirement to have a Data Protection Officer. The persons who are responsible for ensuring Belle Vue Social Club discharges its obligations under the GDPR is the Club Managing Committee.


Who has access to your data?

Members of the Club Secretary and Managing Committee of the Belle Vue Social Club have access to members’ data in order for them to carry out their legitimate tasks for the Club.


What is the legal basis for collecting this data?

The Belle Vue Social Club collects personal data that is necessary for the purposes of its legitimate Club interests as a membership organisation and is affiliated to a recognised and regulated union the CIU.

For some data, such as that relating to financial matters, the basis for its collection and retention is to comply with our legal obligations.

Similarly, personnel data is kept in compliance with our legal obligations.

How you can check what data we have about you?

If you want to see the basic membership data we hold about you, you should contact the Club Secretary.

You can contact us with a “Subject Access Request” if you want to ask us to provide you with any other information we hold about you. If you are interested in any particular aspects, specifying them will help us to provide you with what you need quickly and efficiently. We are required to provide this to you within one month.

There is not usually a fee for this, though we can charge a reasonable fee based on the administrative cost of providing the information if a request is manifestly unfounded or excessive, or for requests for further copies of the same information.

How can you ask for data to be removed, limited or corrected?

There are various ways in which you can limit how your data is used.

  • ·         You could maintain your club membership with your correct name but with limited contact details. However, we do need to have at least one method of contacting you. You could for example simply maintain an up-to-date email address, but of course this would limit what we are able to provide you with in the way of written information.
  • ·         You do not need to provide us with your date of birth, if you are over 18 years old, unless you wish to enter age-limited (junior or seniors) events or gain concessions based on age.
  • ·         You may choose not to receive information through Facebook from the Belle Vue Social Club Facebook page. (We do not send any out on behalf of other organisations).

·       Any of these options can be implemented for your club membership by contacting the Club Secretary.

How long we keep your data for, and why?

We normally keep members’ data until their membership lapses in case they later wish to re-join. However, we will delete any former member’s contact details entirely on request.

Since underlying statistical data, like scores from games, continues to be necessary in relation to the purpose for which it was originally collected and processed, results from events used for the CIU are not deleted by Belle Vue Social Club or the CIU although they will no longer be attributed to a player who does not want their data to be kept.

Historical ranking lists and prize lists are required for archiving purposes and names cannot be removed from them.

Other data, such as that relating to accounting or personnel matters, is kept for the legally required period.

What happens if a member dies?

We normally keep members’ information after they die. If requested by their next-of-kin to delete it we will do so on the same basis as when requested to remove data by a former member.