(updated June 2022)
About this policy
This policy explains when and why we collect personal information about UKBGF members. It also details how we use this information and keep it secure, as well as members’ rights in relation to it. We will collect, use, and store personal data as described in this Data Protection Policy when people engage in activities at events organised by, or affiliated with, the UKBGF. Normally this will be through some level of membership, but it may involve non-members who participate in UKBGF-affiliated events.
We reserve the right to amend this Data Protection Policy from time to time without prior notice. You are advised to check this statement for any amendments.
We will only share your personal data with any third parties as outlined below.
We will always comply with the General Data Protection Regulation (GDPR) when dealing with your personal data.
Data Controller
For the purposes of the GDPR, the UKBGF Membership Secretary will be the “controller” of all personal data we hold about UKBGF members and others. He/she will review personal data every year to establish whether we are still entitled to process it.
Members’ rights
As a UKBGF member, or as a participant in a UKBGF-affiliated event, you have rights under the GDPR:
- To access your personal data
- To be provided with information about how your personal data is processed
- To have your personal data corrected
- To have your personal data erased (when you cease to be a member)
- To object to or restrict how your personal data is processed in certain circumstances
For more details, please address any questions, comments and requests regarding our data processing practices by email to the Membership Secretary at: contact@ukbgf.com
HOW WE PROTECT YOUR PERSONAL DATA
Who manages the data?
The Data Controller for the UKBGF is the Membership Secretary.
When is data collected?
Personal information is collected from members when they join the UKBGF, either by completing the online ‘Join’ form or (for some classes of membership) by supplying information by email. This data may be updated from time to time either by individual members or by the Membership Secretary.
Personal information is collected from non-members when they register for an event organised by, or affiliated with, the UKBGF.
Where is the data stored and who has access?
The Membership Secretary will process membership information electronically and all information is available in password protected files on UKBGF websites (the main site and the two ratings sites). Only website ‘Administrators’ have full access to these files, and ‘Renewals Managers’ have partial access, each by means of an individual password. These persons are either UKBGF Board members or other UKBGF officials who require access to the information to ensure the smooth administration of the UKBGF.
A backup of information will be held securely by Harrogate Web Solutions who are contracted to provide maintenance for the main UKBGF website.
In the unlikely event of a breach of the security of data we will notify members promptly.
We will never pass on your personal data outside of the UKBGF without your explicit consent.
Accuracy and retention of data
Each individual member is responsible for keeping the Membership Secretary informed of changes to their data. If a member wishes to withdraw their consent to any/all data being held they should contact the Membership Secretary by email: contact@ukbgf.com.
Such withdrawal of consent may, of necessity, result in termination of UKBGF membership.
With whom may we share your data?
Subject to written consent, UKBGF may share your personal data with any other member of the UKBGF or with an organiser of, or participant in, a UKBGF-affiliated event. The sole purpose of such data sharing is to assist with the administration of events that you have entered by enabling event organisers to communicate with participants, and for those participants to arrange their matches with each other.
What data is held & why?
Subject to consent, the UKBGF may hold the following data on current and former members:
Type of personal data held
- Name
- Email Address
- Phone number(s)
- Website/platform usernames and nicknames
- Full or partial postal address, including postcode and country
- How you found out about the UKBGF
- Reasons for joining the UKBGF
- For membership billing purposes, financial details are processed by Stripe: https://stripe.com/
Their GDPR policy can be accessed here: https://stripe.com/gb/privacy
Reasons for holding personal data
- For the purposes of administration of memberships including processing of renewals and contacting members in the event of queries
- To contact members for other reasons such as providing information about past and future backgammon events in regular ‘Update Emails’ (from which members may unsubscribe), and other information likely to be of interest
- To enable all players who participate in UKBGF-affiliated events to have their match results entered under their names in the UKBGF National Player Ratings lists (live and/or online)
For any further information about this policy please email: contact@ukbgf.com
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