Data Protection Act

SCBC Privacy Policy

The data we routinely collect includes members’ names, addresses, email addresses and telephone numbers. We collect this data directly from our members when they join the club.

Your data is held by Pianola on a "secure" server. You will see a padlock in your browser that shows that data is being encrypted as it passes over the internet.

Each user chooses their own username and password. All passwords are stored using one-way encryption so it is impossible for anybody (even us and Pianola) to read them.

Each user can control how much information to share with other players. By default all contact information is hidden from view to other players. You have to make a positive choice to make this visible.

We collect the scores from games you play, which are displayed on our results pages and used in maintaining the EBU’s National Grading Scheme (NGS) and the Master Point scheme.

Personal data is used for the following purposes:

We use members’ data for the administration of your membership; the communication of information, and the organisation of events. We provide your data to the English Bridge Union (EBU) for their use as explained in the section below.

This data is shared with:

Your membership data is passed on to the EBU and GCBA (Gloucestershire County Bridge Association). You become a member of the EBU when you join SCBC. The EBU shares data with its associated charity, English Bridge Education and Development (EBED), since it shares offices and data systems with them.

Information from your results is also passed on to the EBU for use in its master point and NGS schemes.

Some of your data will be available for use on Pianola acting as a Data Processor on our behalf. They are not free to pass this on to other organisations that are not connected with SCBC.

Your personal data is not passed on by us to organisations other than those indicated above, whether or not connected with bridge unless otherwise legally obliged to do so.

Source of Data

Data for most of our members comes from them when they join SCBC or when they update their information either directly or via their EBU record.

The information held by the EBU may be updated by your club if you have given it permission to change your record. You can change this permission on My EBU by going to Account -> My Details.

If you are a direct member of the EBU, you will also be asked to provide your personal data directly to us when you join SCBC, or when you update your record with us.

Scoring data comes directly from the results of the club games in which you play.

Data Storage

This information is mainly stored in digital form on computers and in the form of written documents held by the Membership Secretary.  We use an encrypted data base file, Bridgewebs and Google Drive as our data processor for this purpose.  Any information that is stored remotely is in compliance with the GDPR.

Access to Your Data

The Chair, Membership Secretary and the Minute Secretary have access to members’ data in order for them to carry out their legitimate tasks for SCBC.

If you wish to see the basic membership data we hold about you, please contact the Membership Secretary.

Collection of any “Special” Data

The GDPR refers to sensitive personal data as “special categories of personal data”.  

We do not record any such special data, of these categories, the only data we record relates to mobility and medical issues which you have explicitly asked us to record to assist us in supporting your comfort and safety. If you wish to change this data on your record you can do so at any time by contacting the Membership Secretary.

Data Retention and Reason:

We normally keep members’ data after they resign or 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 bridge games, continues to be necessary in relation to the purpose for which it was originally collected and processed, results from events are not deleted by SCBC or the EBU.

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.

In Case of a Members Death:

We normally keep members’ contact 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.

We would also request that the club is notified of the death of any member so that records can be updated and possible distressing attempts at contact avoided.

Members Access to Data for other Purposes

Your session data is held by the EBU and can be downloaded as a csv spreadsheet. You can do this by logging on to My EBU and in your Sessions list, clicking on “Download as CSV”.  Similar session data is available from Bridgewebs.

Responsibility for Compliance with the relevant laws and regulations

Under the GDPR (General Data Protection Regulation) we do not have a statutory requirement to have a Data Protection Officer. The person who is responsible for ensuring SCBC discharges its obligations under the GDPR is the Membership Secretary.


March 2023


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