BEDFORDSHIRE COUNTY POOL ASSOCIATION (BCPA) PRIVACY NOTICE

This Privacy Notice sets out how we use and look after the personal information we collect from you. We are the data controller, responsible for the processing of any personal data you give us. We take reasonable care to keep your information secure and to prevent any unauthorised access to or use of it.

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This policy complements the English Pool Association (EPA) Privacy Notice. A limited amount of personal information is required to complete your registration with the EPA and BCPA.

What personal data we hold

Personal data means any information about an individual from which that individual can be identified. We collect, use, store and transfer some personal data of our players, and other BCPA members. You provide information about yourself when you register with the EPA and BCPA or by corresponding with us by phone, e-mail or otherwise. The information you give us may include name, date of birth, address, e-mail address, phone number, gender, and the contact details of a third party in the case of emergency.

Where we need to collect personal data to fulfil BCPA responsibilities and you do not provide that data, we may not be able honour or administer your registration.

Why we need your personal data

We will only use personal data for any purpose for which it has been specifically provided.

The reason we need participants’ and members’ personal data is to be able to run leagues and competitions; to administer registration and provide the services you are signing up to when you register with the BCPA. Our lawful basis for processing this personal data is that we have a contractual obligation to anyone as a participant or member to provide the services they are registering for.

We have a legitimate interest to collect protected personal information about our members, to ensure that participants meet the appropriate criteria for specific competitions (e.g. age, gender).

We will only publish personal data in a public domain, including images and names, if we have your consent for us to do so. In the case of children under the age of 18 then we will also obtain written consent of a parent/guardian.

Who we share your personal data with

We may share personal data with selected third parties, suppliers and sub-contractors such as, coaches or match organisers. Third-party service providers will only process your personal data for specified purposes and in accordance with our instructions. For example, we pass limited personal data to our shirt and trophy suppliers in order for them to provide their services.

We may disclose personal information to third parties to comply with a legal obligation; or to protect the rights, property, or safety of our participants, members or affiliates, or others.

Our data processing may require personal data to be transferred outside of the UK (for example, when posted online). Where the BCPA does transfer personal data overseas it is with the sufficient appropriate safeguards in place to ensure the security of that personal data.

Protection of your personal data

We have put in place appropriate security measures to prevent personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed.

How long we hold your personal data

We keep personal data on our members and former members in order to maintain accurate historical records of BCPA activity. We may need to retain some personal data for legal or regulatory purposes but will delete data if specifically requested and we are able to do so.

Your rights regarding your personal data

As a data subject, players may have the right at any time to request access to, rectification or erasure of their personal data; to restrict or object to certain kinds of processing of their personal data, including direct marketing; to the portability of their personal data and to complain to the UK’s data protection supervisory authority, the Information Commissioner’s Office about the processing of their personal data.

As a data subject, players are not obliged to share their personal data with the BCPA. If they choose not to share their personal data we may not be able to register them with the BCPA.

We may update this Privacy Notice from time to time and will inform you to any changes in how we handle personal data.

If you have any questions about this Privacy Policy or you wish to access or update your information, then please write to the BCPA County Secretary.