Total Leisure Bowls Privacy Policy

Last Updated: June 2026

Introduction

Total Leisure Bowls App is committed to protecting your privacy and handling your personal information responsibly.

This Privacy Policy explains what information we collect, how we use it, and your rights regarding your personal information when using the Total Leisure Bowls application.

Information We Collect

The App may collect and store the following information:

Account Information

• Name

• Email address

• Telephone number

• Club membership information

• User role and permissions

Legal Basis for Processing

We process Account Information because it is necessary to perform our contract with you and provide access to the App and its services. We also process certain account details based on our legitimate interests in administering club activities, maintaining accurate membership records, managing user permissions, and ensuring the secure operation of the App.

Club Administration Information

The App may store information relating to:

• Fixture availability (RSVP responses)

• Team selections

• Team assignments

• Competition entries

• Club administration records

• Communications sent through the App

Legal Basis for Processing

We process Club Administration Information because it is necessary to provide the club management services requested by clubs and members, including organising fixtures, competitions, and communications. We also rely on our legitimate interests and those of participating clubs in efficiently administering club activities, maintaining records, and facilitating member participation.

Technical Information

The App may collect limited technical information necessary for operation, including:

• Device type

• Operating system version

• Application version

• Diagnostic and error information

Legal Basis for Processing

We process Technical Information based on our legitimate interests in maintaining the security, reliability, performance, and functionality of the App, diagnosing technical issues, and improving user experience. Where required by applicable law, we will obtain consent before collecting or processing technical information that is not strictly necessary for these purposes.

How We Use Your Information

We use personal information solely to:

• Provide access to the App

• Manage club membership records

• Organise fixtures and competitions

• Manage team selections

• Communicate important club information

• Improve system reliability and performance

• Provide support when requested

Photos and Camera Access

If enabled by your club, the App may request access to:

Camera

Camera access is used only to allow users to capture photographs for use within the App.

Legal Basis for Processing

Camera access and any photographs captured through the App are processed based on your consent, which is granted when you choose to allow camera permissions on your device. You may withdraw this consent at any time by changing your device settings.

Photo Library

Photo library access is used only to allow users to select existing photographs for use within the App.

Legal Basis for Processing

Photo library access and any photographs selected through the App are processed based on your consent, which is granted when you choose to allow photo library permissions on your device. You may withdraw this consent at any time by changing your device settings.

Photos are never accessed without your permission.

Information Sharing

We do not sell, rent, or trade personal information.

Information may be visible to authorised club officials and administrators where necessary for the operation of the club and its activities.

We may share information when required by law.

Data Storage and Security

We take reasonable measures to protect personal information against unauthorised access, disclosure, alteration, or destruction.

Data is stored using secure cloud-based systems and access controls.

Data Retention

We retain personal information only for as long as necessary to provide club management services, fulfil contractual obligations, comply with legal requirements, resolve disputes, and maintain appropriate business records.

Account Information

Account Information is generally retained for the duration of a user’s active membership or account. Following account closure, resignation from a club, or removal from the App, Account Information will normally be retained for up to 24 months to allow for account recovery, audit requirements, and continuity of club records, unless a longer retention period is required by law or a legitimate operational need exists.

Club Administration Information

Club Administration Information, including fixture records, team selections, competition entries, communications, and related club records, is generally retained for up to 7 years after creation or the end of the relevant season. This retention period supports historical club records, competition administration, dispute resolution, and compliance with legal or governance obligations that may apply to clubs.

Technical Information

Technical Information, including diagnostic and error logs, is generally retained for up to 12 months from collection. Aggregated or anonymised technical data that can no longer identify an individual may be retained for longer periods for statistical analysis, security monitoring, and service improvement purposes.

Deletion and Anonymisation

When personal information is no longer required for the purposes described in this Privacy Policy, we will securely delete it or anonymise it so that it can no longer be associated with an identifiable individual. Anonymised information may be retained indefinitely for reporting, analytics, system performance monitoring, and historical record purposes.

Club administrators may remove member records when appropriate. Users may also request deletion of their personal information by contacting their club administrator or the privacy contact listed below. Clubs may request deletion of club-related data by contacting us directly.

We will assess deletion requests and respond within a reasonable timeframe. In some circumstances, we may be unable to delete certain information immediately or at all where retention is necessary to comply with legal obligations, maintain security records, resolve disputes, enforce agreements, protect the rights of clubs or members, preserve backup systems for a limited period, or establish, exercise, or defend legal claims.

Your Rights

Depending on your location, you may have rights to:

• Access your personal information

• Correct inaccurate information

• Request deletion of your information

• Restrict processing of your information

• Receive a copy of your information

Requests should be directed to the contact address below.

Children’s Privacy

The App is intended for use by bowls clubs and their members. We do not knowingly collect personal information from children without appropriate consent.

Changes to this Policy

We may update this Privacy Policy from time to time. Any updates will be published through the App or associated services.

Data Controller

The data controller responsible for the processing of personal information collected through the Total Leisure Bowls App is:

Total Leisure Bowls
Registered Address: 111a Station Road, West  Wickham, Kent, BR4 0PX
Email: bowls@totalleisure.com

At present, no Data Protection Officer has been appointed. For any questions regarding this Privacy Policy, the processing of your personal information, or to exercise your data protection rights, please contact our privacy representative at:

Privacy Contact: Wayne Sayers
Email: bowls@totalleisure.com

Contact

For privacy-related enquiries, data protection requests, or questions about this Privacy Policy, please contact:

Privacy Contact: Wayne Sayers
Email: bowls@totalleisure.com

You may also contact your club administrator regarding information held by your club through the App.

© Total Leisure Bowls. All rights reserved.