Privacy Policy

Last Updated: Sunday 25th January 2026 4:53pm

General Data Protection Regulation (GDPR) PRIVACY POLICY
(Updated for compliance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018)

1. Introduction

This Privacy Policy explains how the Kent County Ladies Indoor Bowling Association (KCLIBA) collects, uses, stores, and protects your personal information in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

KCLIBA is committed to protecting your privacy and ensuring that your personal data is handled fairly, lawfully, and transparently.

We collect and process personal information necessary to manage Club affiliations, individual memberships, and our Association’s activities. This may include your:

  • Given and last names
  • Address and postcode
  • Telephone and/or mobile numbers
  • Email address
  • Date of birth (where necessary for administration or eligibility purposes)

The advice given is that “GDPR states that Personal Data can be held, without the need for consent, if it is adequate/relevant/non-excessive”. This means that as long as the County Association reasonably considers the storage of Personal Data to be relevant and non-excessive, they can continue to hold it without the need for consent.

For the purposes of this Policy, “personal data” means any information relating to an identified or identifiable individual, such as a name, contact details, or other identifiers.

KCLIBA processes personal data only when it is adequate, relevant, and limited to what is necessary for our legitimate purposes, in accordance with Article 5 of the UK GDPR.

2. Data Controllers

The Data Controllers for KCLIBA are the following officers:

  • County Secretary
  • Treasurer
  • League Secretary
  • Match Secretaries
  • Competition Secretary
  • Under 25 Secretary

KCLIBA has not formally appointed a Data Protection Officer. The above officers are responsible for ensuring compliance with data protection obligations.

3. How We Collect and Use Personal Information

We collect personal information directly from:

  • County and Club Officers
  • Members of affiliated Clubs
  • Individuals who contact us in relation to our services or activities

We only process personal information where it is necessary and proportionate for the following purposes:

  1. To administer KCLIBA activities, including competitions, leagues, and matches.
  2. To manage Club affiliation and individual membership records.
  3. To maintain accurate contact information for communication purposes.
  4. To share relevant details with affiliated Clubs, the English Indoor Bowling Association Ltd (EIBA), and other governing bodies, where required for legitimate administrative purposes.
  5. To publish limited information (e.g., competition results) on our website or in printed media.

Details regarding what data is held, where and how it is stored, who can access it, and with whom it may be shared can be obtained upon written request to the County Secretary.
If we intend to make any significant changes to how we collect, use, or share personal data, we will inform affected individuals in advance.

4. Data Retention

Personal information will be retained in electronic and/or paper form for as long as your Club remains affiliated with KCLIBA or you remain a current member of an affiliated Club.

Once you or your Club are no longer affiliated, personal data will be retained for no longer than three months before being securely deleted or destroyed, unless retention is required for legal or regulatory reasons.

5. Your Rights and Opt-Out Options

Under the UK GDPR, you have the right to:

  • Access your personal data held by us;
  • Request correction of inaccurate or incomplete data;
  • Request deletion of your data, where applicable;
  • Object to processing or request restriction of certain uses;
  • Withdraw consent where processing is based on consent.

You can exercise any of these rights by contacting the County Secretary in writing or by email.
If you no longer wish to receive information from KCIBA, please inform the County Secretary. Requests will be processed within three weeks of receipt.

6. Data Security

KCLIBA takes appropriate technical and organisational measures to safeguard your personal data against unauthorised access, alteration, disclosure, or destruction.

Data may be held on officers’ password-protected computers and secure backup systems. Emails sent to multiple recipients will use the BCC option unless explicit consent for alternative communication is given.

While we take reasonable steps to protect your information, no data transmission over the internet can be guaranteed as completely secure. You acknowledge the inherent risks of electronic communication and agree that KCLIBA is not liable for any unauthorised disclosure unless proven negligent.

7. Photographs and Media

Photographs may be taken during matches, competitions, and events for publication on the KCLIBA website or in printed materials.
Where individuals are identifiable, names will only be published where there is a legitimate reason (e.g., competition results, prize winners).

If you do not wish for your image to be used, please inform the County Secretary in writing.

8. Access to Information and Updates

You are responsible for notifying the County Secretary of any changes to your personal information.
You may request a copy of the personal data we hold about you by submitting a written request to the County Secretary. Requests will be responded to within one month, in accordance with UK GDPR.

9. Changes to This Policy

This Policy may be updated periodically to reflect changes in legislation or KCLIBA practices.
Any significant changes will be communicated via our website and, where appropriate, by email or post.

Contact

For any questions, requests, or concerns regarding this Privacy Policy or your personal data, please contact:

County Secretary
Mrs Wendy Borer

07900 393298