T&C’s

Smokin Aces Poker Club needs to keep certain information on its members and representatives to carry out its day to day operations, to meet its objectives and to comply with legal obligations. by playing in the league from 1/4/18 you are agreeing to GDPR compliance of this policy. The organisation is committed to ensuring any personal data will be dealt with in line with the Data Protection Act 2018. To comply with the law, personal information will be collected and used fairly, stored safely and not disclosed to any other person unlawfully. The aim of this policy is to ensure that everyone handling personal data is fully aware of the requirements and act in accordance with the data protection procedures. This document also highlights key data protection procedures within the organisation.

• In line with the Data Protection Act 2018 principles, Smokin Aces Poker Club will ensure that personal data will:
• Be obtained fairly and lawfully and shall not be processed unless certain conditions are met
• Be obtained for a specific and lawful purpose
• Be adequate, relevant but not excessive
• Be accurate and kept up to date
• Not be held longer than necessary
• Be processed in accordance with the rights of data subjects
• Be subject to appropriate security measures
• Not to be transferred outside the European Economic Area (EEA)

The definition of ‘Processing’ is obtaining, using, holding, amending, disclosing, destroying and deleting personal data. This includes some paper based personal data as well as that kept on computer. The Personal Data Guardianship Code suggests five key principles of good data governance on which best practice is based. The organisation will seek to abide by this code in relation to all the personal data it processes, i.e.

Accountability: those handling personal data follow publicised data principles to help gain public trust and safeguard personal data. Visibility: Data subjects should have access to the information about themselves that an organisation holds. This includes the right to have incorrect personal data corrected and to know who has had access to this data. Consent: The collection and use of personal data must be fair and lawful and in accordance with the DPA’s eight data protection principles. Personal data should only be used for the purposes agreed by the data subject. If personal data is to be shared with a third party or used for another purpose, the data subject’s consent should be explicitly obtained. Access: Everyone should have the right to know the roles and groups of people within the organisation who have access to their personal data and who has used this data. Stewardship: Those collecting personal data have a duty of care to protect this data throughout the data life span.

Smokin Aces Poker Club processes the following personal information: NAME, DATE OF BIRTH, ADDRESS, POSTCODE, EMAIL ADDRESS AND PHONE NUMBER of which this Personal information is kept in the site database and at no other location. The stewardship and groups of responsible people within the organisation who will process personal information are Daniel Mitchell, Ian Swanson, Matthew Taylor and Emma Keaveny. Under the Data Protection Guardianship Code, overall responsibility for personal data in Smokin Aces Poker Club rests with Daniel Mitchell. Smokin Aces Poker Club delegates tasks to the Data Controller. The Data Controller is responsible for:

• understanding and communicating obligations under the Act
• identifying potential problem areas or risks
• producing clear and effective procedures
• notifying and annually renewing notification to the Information Commissioner, plus notifying of any relevant interim changes

All responsible persons with access to the site database who process personal information must ensure they not only understand but also act in line with this policy and the data protection principles. Breach of this policy will result in immediate expulsion from all Smoking Aces Poker Club activities. to meet the requirements of this policy all responsible persons will:

• Ensure any personal data is collected in a fair and lawful way;
• Explain why it is needed at the start;
• Ensure that only the minimum amount of information needed is collected and used;
• Ensure the information used is up to date and accurate;
• Review the length of time information is held;
• Ensure it is kept safely;
• Ensure the rights people have in relation to their personal data can be exercised

We will ensure that:

• Everyone managing and handling personal information is trained to do so.
• Anyone wanting to make enquiries about handling personal information, whether a member of staff, volunteer or service user, knows what to do;
• Any disclosure of personal data will be in line with our procedures.
• Queries about handling personal information will be dealt with swiftly and politely.

Anyone whose personal information we process has the right to know:

• What information we hold and process on them
• How to gain access to this information
• How to keep it up to date
• What we are doing to comply with the Act.

They also have the right to prevent processing of their personal data in some circumstances and the right to correct, rectify, block or erase information regarded as wrong. Individuals have a right under the Act to access certain personal data being kept about them on computer and certain files. Any person wishing to exercise this right should apply via email address [email protected], a fee of £25 will be charged at every point of request. We may also require proof of identity before access is granted. Queries about handling personal information will be dealt with swiftly and politely. By signing up as a member of Smokin Aces Poker Club individuals confirm they have read and understood this Data Protection Policy and will act in accordance with it. This policy will be reviewed annually. Last updated 01/01/2020