Privacy Statement

Privacy Policy – Colchester Indoor Bowls Club (CIBC)

In Safe Hands

At Colchester Indoor Bowls Club (CIBC), we take your privacy seriously. This Privacy Policy explains how we collect, use, store, and protect your personal information. We are committed to ensuring that your data is handled responsibly, securely, and in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Your Data

We will never sell, swap, or provide your data to any third-party organisations. The only exception is where limited contact information may be shared internally with other CIBC members, solely for the purpose of Club-related activities such as the Annual General Meeting (AGM), Half-Yearly Spring Meetings, or other official Club communications.

What We Collect and How We Use It

When you apply to join the Club, or when your details change during membership, we collect relevant personal data and your communication preferences. This may include your:

  • Name
  • Postal address
  • Email address
  • Telephone number

By providing this information, you give your consent for the Club to contact you about Club matters using your preferred method(s) of communication (post, email, phone, or text message).

Legal Basis for Processing

Under UK GDPR, we can only process your personal data where a legal basis exists. This includes:

  • Consent – you have freely given permission for us to contact you about Club matters.
  • Legitimate Interest – where it is in the Club’s genuine interest to process your data (for example, keeping you informed about Club events), and where this does not override your rights.

Consent

When you joined the Club, you provided consent for your personal data to be used solely for Club-related communications. We will only contact you using your preferred method(s).

You may withdraw consent at any time by contacting:

The Club Manager
Colchester Indoor Bowls Club
Fitzgilbert Road
Colchester
CO2 7XB

Withdrawal of consent will not affect the lawfulness of any processing carried out before your withdrawal.

Where consent cannot practically be sought, we may process data under another lawful basis, such as Legitimate Interest, in line with GDPR requirements.

Legitimate Interests

We believe members wish to remain informed and engaged with Club activities. Therefore, unless you instruct us otherwise, we may process your data under Legitimate Interest for purposes such as:

  • Sending postal or electronic communications relating to Club activities
  • Ensuring communications remain relevant to your membership
  • Improving the security and functionality of our website and systems

We will never process your information if doing so would harm your rights or interests. You may ask us to stop at any time by contacting the Club Manager.

Data Analysis

We may occasionally review non-sensitive membership data (such as attendance or event participation) to improve communications and support Club activities.

Data Sharing

We do not sell, trade, or share your personal information with any external organisation.
However, certain Committee Members may be granted restricted access to personal data when required to fulfil their official Club responsibilities. This access is carefully managed and limited.

Keeping Your Information Up to Date

From time to time, we may contact you to confirm the accuracy of your details. You may update or change your preferences at any time by contacting the Club Manager at the address above.

Legal Disclosures

In some cases, we may be required to disclose personal data to comply with legal obligations (for example, to law enforcement or tax authorities). Any disclosure will only be made in accordance with the law and with proper documentation.

Your Rights under UK GDPR

You have the right to:

  • Access the personal data we hold about you
  • Request correction or deletion of your data
  • Object to or restrict certain types of data processing
  • Withdraw consent at any time (without affecting previous lawful use)
  • Lodge a complaint with the Information Commissioner’s Office (ICO)

If you believe your privacy rights have been violated, please contact us immediately.

Policy Updates

This Privacy Policy was last reviewed on 18th March 2026.
We may update it from time to time to reflect changes in the law or Club procedures. The latest version will always be available on request or via our website.