Privacy Policy

Privacy Policy for Wernley Bowling Club

Wernley Bowling Club Privacy Policy
Effective date: 14 April 2026
Last updated: 14 April 2026

1. Who we are

Wernley Bowling Club is a crown green bowls club based in the Midlands, United Kingdom.

For the purposes of UK data protection law, Wernley Bowling Club is the data controller for the personal information it collects and uses in connection with club membership, club administration, safeguarding, emergency welfare, and operation of the club website.

If you have any questions about this Privacy Policy or how your personal data is used, please contact:

Wernley Bowling Club
Club Secretary: David  Davies
Email: secretary@wernleybowlingclub.co.uk

You may also contact the club through:

• the Safeguarding Officer

• the Digital Communications and Systems Officer

2. What this policy covers

This Privacy Policy explains how Wernley Bowling Club collects, uses, stores, shares and protects personal information relating to:

• members

• prospective members

• parents and guardians of junior members

• visitors to the club website

• people who contact the club

• players, volunteers and officials involved in club activities, competitions and events

3. The personal data we collect

Depending on your relationship with the club, we may collect and use the following personal information:

Membership and contact details

• full name

• home address

• telephone number

• email address

• date of birth or age category

• emergency contact details

• membership status and subscription records

Sporting and club administration details

• team or captain allocation

• availability and participation in matches, leagues, competitions and events

• records of attendance, selection or results

• communications relating to club activities

Welfare, safeguarding and emergency information

• relevant medical information you choose to provide, such as allergies, medical conditions, medication needs or emergency health information

• safeguarding-related information where necessary to protect children or adults at risk

Website and communications data

• information submitted through website contact forms or membership enquiry forms

• records of emails, messages or WhatsApp communications sent to the club

• limited technical data collected automatically through the website or its platform provider, such as IP address, browser type, device information, and usage logs

Photographs and media

• photographs or videos taken at club events, matches, presentations or social activities

• where under-18s appear in photographs, we will take additional care and, where appropriate, seek consent from a parent or guardian before using identifiable images publicly

4. How we collect personal data

We collect personal data in the following ways:

• directly from you when you join the club or contact us

• from a parent or guardian where the player is under 18

• through membership forms, website forms, emails, phone calls, WhatsApp messages and other club communications

• from team captains, committee members or league organisers where relevant to fixtures and participation

• through photographs taken at club events

• automatically through the club website or website platform provider

5. Why we use your personal data

We use personal data for the following purposes:

• to manage club membership and renewals

• to communicate with members about fixtures, events, meetings, subscriptions and club news

• to organise teams, competitions and bowling activities

• to maintain club records and administer the running of the club

• to respond to enquiries submitted through the website or other channels

• to protect the welfare of members, including juniors and adults at risk

• to hold emergency contact and relevant health information where needed for player safety

• to share relevant emergency information with club captains or officials where necessary for a player’s wellbeing

• to publish club updates, results, event reports and photographs

• to maintain and improve the club website and digital communications

• to comply with legal, safeguarding and regulatory obligations

6. Our lawful bases for processing

Under the UK GDPR, Wernley Bowling Club relies on the following lawful bases for processing personal data:

Contract

We process personal data where it is necessary to administer membership or provide club-related services you have asked for.

Legitimate interests

We process personal data where it is necessary for the legitimate interests of running and promoting the club, arranging fixtures, managing communications, keeping records, supporting members, and operating the website, provided those interests are not overridden by your rights and freedoms.

Legal obligation

We may process personal data where necessary to comply with legal obligations, including safeguarding, health and safety, financial, or insurance-related requirements.

Consent

We rely on consent where appropriate, particularly for:

• certain uses of photographs and videos

• identifiable photographs of children for public use

• optional communications or uses of data not otherwise covered by another lawful basis

• collection and use of health information where explicit consent is appropriate

You may withdraw consent at any time, although this will not affect the lawfulness of processing carried out before withdrawal.

7. Special category data

Some of the information the club may hold, such as medical conditions, allergies or safeguarding information, is treated as special category data under UK data protection law.

The club will only process this information when it is genuinely necessary and when an additional lawful condition applies, such as:

• your explicit consent

• safeguarding reasons

• protecting someone’s vital interests in an emergency

• other conditions permitted by law

This information will only be accessed by those who need it for legitimate club, welfare or emergency purposes.

8. Sharing personal data

We do not sell personal data.

We may share personal data, where necessary, with:

• the Club Secretary

• the Safeguarding Officer

• the Digital Communications and Systems Officer

• team captains, but only where relevant to team organisation, welfare or emergency planning

• league organisers or governing bodies, where required for fixtures, registration or competition administration

• emergency services or medical professionals if there is an urgent health or welfare concern

• website, cloud storage or communication service providers used by the club, where needed for administration and operations

Emergency contact details and relevant health information will only be shared with captains or other responsible club officials where reasonably necessary to protect a member’s welfare or respond to an incident.

9. Children and under-18s

Although Wernley Bowling Club is primarily an adult sports club, some under-18s do participate.

Where we collect or use personal information relating to children, we take extra care to protect it. In particular:

• membership and emergency information for junior players may be collected from a parent or guardian

• safeguarding information will be handled on a strict need-to-know basis

• identifiable photographs of under-18s will be handled carefully and, where appropriate, only used with the agreement of a parent or guardian

• any parent or guardian may ask the club not to use a child’s image in future website or promotional material

10. Photography and club media

The club may take photographs or short video clips during matches, presentations, social events and other club activities for purposes such as:

• celebrating club achievements

• reporting on matches and events

• promoting the club

• updating the website, noticeboards or club communications

Where individuals can be identified from an image, that image may amount to personal data.

The club will act reasonably and respectfully when using photography. We will take particular care with images of children and with any safeguarding concerns that have been raised. Anyone who has concerns about the use of an image should contact the Club Secretary or Safeguarding Officer.

Where consent is the basis used for a particular image, consent may be withdrawn for future use.

11. How we store and protect personal data

The club stores membership and related personal data in secure formats controlled by authorised club officers.

Personal data is stored and processed under UK GDPR by the following authorised role holders:

• Club Secretary

• Safeguarding Officer

• Digital Communications and Systems Officer

The club takes reasonable technical and organisational steps to protect data from loss, misuse, unauthorised access, disclosure or alteration. Access is limited to those who need the information for legitimate club purposes.

Where digital systems or third-party platforms are used, the club will aim to use reputable providers with appropriate security measures in place.

12. How long we keep personal data

We keep personal data only for as long as reasonably necessary for the purposes set out in this policy.

In general:

• membership and contact records are kept for the current membership period and for a limited period afterwards for administration, accounting and record-keeping

• safeguarding records may be kept longer where necessary

• emergency and health information is reviewed regularly and should be updated or removed when no longer needed

• photographs may be retained as part of the club’s historical archive unless an objection or withdrawal of consent applies

• website enquiries are kept only as long as needed to deal with the enquiry and maintain basic records

The club may retain information for longer where required by law, insurance, safeguarding obligations, or to establish, exercise or defend legal claims.

13. Your data protection rights

Under UK data protection law, you may have the right to:

• ask for access to the personal data we hold about you

• ask for incorrect or incomplete data to be corrected

• ask for your data to be erased in certain circumstances

• ask us to restrict how we use your data in certain circumstances

• object to processing based on legitimate interests

• withdraw consent where consent has been used

• ask for transfer of your data in limited circumstances

To exercise any of these rights, please contact the Club Secretary.

14. Complaints

If you have concerns about how Wernley Bowling Club handles your personal data, please contact the club first so the matter can be reviewed.

You also have the right to complain to the Information Commissioner’s Office:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

15. Changes to this policy

We may update this Privacy Policy from time to time to reflect changes in the law, club procedures, or how we use personal data.

The latest version will always be published on the Wernley Bowling Club website.