Your privacy is really important to us, and we understand how important it is to you. Our aim is to be as clear and open as possible about what we do and why we do it. Outlane Golf Club (hereafter called the Club) is committed to the protection of privacy of all its users and customers. References to “we”, “our” adn “us” are references to the Club.
All such information is processed securely by Outlane Golf Club which endeavours to comply with all applicable Data Protection and consumer Regulations and will treat all your personal information as confidential.
INFORMATION WE COLLECT
We may collect the following information:
- Name and address
- Email address
- Telephone Numbers
- Date of Birth
- Join Date
- Handicap ability
- Central Database of Handicaps Number (CDH)
- Member or non-member
When you join or visit our Golf Club we collect only the information required from you to be able to fulfil our contractual obligations which may include being able to contact you to be able to send you a subscription renewal notice, AGM notices and to administrate your visit or competitions at the club.
With your permission, we may also collect further consent which allows us to contact you regarding events and offers at the club.
HOW THE INFORMATION ABOUT YOU IS USED AND WHAT WE DO WITH IT
When you join as a member or enter into a society event or open competition we will share your information with external and internal data processors (BRS Golf & Club Systems). Your personal data is controlled internally by the clubs Data Protection Compliance Manager who adheres to the Golf Club’s internal data protection policies & procedures.
At the time of collecting your data you have the right to object to the Club holding certain information about you.
We want to make sure that your personal information is accurate and up to date you may ask us to correct or erase information that you think is inaccurate.
We would like you to be the first to receive offers and news about the golf course and clubhouse. We do this in various ways including email, post and social media but only if you have opted in and would like to receive our communications.
Your privacy is very important to us which is why we make sure you’re always in control of what we do with your personal information.
Keys of our Contact Policy:
- We will never pass your personal details on to any third party other than our data processors BRS Golf, Club Systems & Club Professional “P”.
- We do not share your data with external marketing companies.
- We’ll always comply with the Data Protection Act 1998 and General Data Protection Regulations (GDPR).
- Club Professional “P”. The current P is Robert Booth who is a self-employed, sub-contractor, who provides services to the Club.
- As part of his role, the P has access to the Club’s databases to undertake the daily requirements as the Club P.
VISITORS TO OUR WEBSITES
When someone visits our website we use a third party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to the various parts of the site. This information is only processed in a way which does not identify anyone. We do not make, and do not allow Google to make, any attempt to find out the identities of those visiting our website. If we do want to collect personally identifiable information through our website, we will be up front about this. We will make it clear when we collect personal information and will explain what we intend to do with it.
We do not use a third party provider.
Cookies are small files placed on your computer’s hard drive or in the memory of your web browser when you visit a website. They do not store or collect any personal or private information, but they do allow us to monitor how effectively different parts of our website are working.
Cookies help improve the way our website works for you, the visitor. For example, if you buy something from our online shop, a cookie will record what you have placed in your shopping basket. Cookies do not store any personal or confidential information about you.
DATA COLLECTION AND PURPOSE SPECIFICATION
We collect the personal data that you may volunteer while using our services. We do not collect information about our visitors from other sources, such as public records or bodies, or private organisations. We do not collect or use personal data for any purpose other than the specific services provided.
STORAGE OF DATA
We will not store your personal information for any longer than we need to, however we may be obliged by law to store your communications and personal information including activity logs and we may need to show details of these to government or authorised officials upon request. Like many websites, we use log files to monitor the effectiveness of our website.
The data we collect from you will be stored within the EU. By providing us with this data, you agree to this storing and/or processing.
All our data is stored on our secured servers or on secure servers that are operated by a third party.
If we have provided you with a password which enables you access to our website, you are responsible for keeping this password confidential.
All our employees and data processors, who have access to, and are associated with the processing of personal data, are obliged to respect the confidentiality of our members’ and visitors’ personal data. We ensure that your personal data will not be disclosed to any authorities except if required by law, other regulation or for funding purposes.
ACCESS TO THE PERSONAL DATA WE MAY HOLD ABOUT YOU
You can ask us whether we are keeping personal data about you upon request, which you can indicate by:
Sending an email to email@example.com
Post: The Secretary, Outlane Golf Club, Slack Ln, Huddersfield HD3 3FQ
We will provide you with a readable copy of the personal data which we keep about you, within one month of receipt of this request – although we will before releasing a copy to you require proof of your identity. This can be extended by two months where the request for rectification is complex. We will provide this information free of charge.
We will however charge a reasonable fee when a request for information is manifestly unfounded or excessive, particularly if it is repetitive. We may also charge a reasonable fee to comply with the requests for further copies of the same information. This fee is based on the administrative cost to provide this information.
We allow you to challenge the data that we hold about you and, where appropriate, you may have the data erased, rectified or amended if it is incorrect or inaccurate. We reserve the right to refuse to provide our visitors with a copy of their personal data if the request is manifestly unfounded or excessive, but we will give reasons for our refusal. We do, however, allow you to challenge our decision to refuse to provide you with a copy of your personal data. You have the right to complain to the supervisory authority and to a judicial remedy without undue delay and at the latest within one month.
ERASURE OF DATA
You have a right to have your personal data erased to prevent processing in the following specific circumstances:
- Where the personal data is no longer necessary in relation to the purposes for which it was originally collected/processed.
- If you wish to withdraw consent.
- If you object to the processing and there is no overriding legitimate interest for continuing the processing.
- The data was unlawfully processed in accordance with the GDPR.
- The personal data has to be erased in order to comply with a legal obligation.
- If yoy are a parent or guardian of a child and object to the holding of data in relation to that child.
KEEPING YOUR INFORMATION SECURE – HELP US KEEP PROTECT YOUR INFORMATION:
- Keep your password secret.
- Never distribute the website addresses for pages that you have looked at while logged in as a registered member or visitor.
- You should choose a password that is not obvious or known to anyone else. You should never give a third party your password, as you will be responsible for all activity and charges incurred through use of your password whether authorised by you or not.
- If you forget your password, you can request a new password, which will be emailed to the address we hold for you. Should we think that there is likely to be, or has been any breach of security, we may change your password and notify you of the change by email.
The Club uses CCTV to capture images of individuals or information relating to individuals for Health and Safety and crime prevention.
Data is processed fairly and lawfully and images of people and the information which is derived from images – for example vehicle registration numbers, are covered by the Data Protection Act.
Recorded material is password protected and stored for a maximum of 30 days.
Advisory signs are positioned around the premises.
The Club complies with the security requirements of the credit card Payment Card Industry Data Security Standard (PCI DSS) programme and compliance is validated annually.
PCI DSS requirements apply to our electronic payment service providers who process and/or transmit cardholder data. Electronic storage of cardholder data is not conducted or permitted.
CHANGES TO POLICY
If you have any questions regarding this policy, or you wish to update your details or remove your personal data from our records then please inform us. If you do not want to receive marketing communications from us, you can select your choices by ticking the relevant boxes situated on communications from the Club.
Email – firstname.lastname@example.org
Write to us at – Outlance Golf CLub, Slack Lane, Outlane, Huddersfield, HD3 3FQ
REVIEW OF THIS POLICY
We keep this Policy under regular review and the latest policy is accessible from the footer of every page on our website. This Policy was last updated in January 2020.
We try to meet the highest standards when collecting and using personal information. For this reason, we take any complaints we receive about this very seriously. We encourage people to bring it to our attention if they think that our collection or use of information is unfair, misleading or inappropriate. We would also welcome any suggestions for improving our procedures.
Golf – World Handicap
System (WHS) Privacy Notice
This privacy notice explains how England Golf collects and processes personal data of its members. The organisation is committed to being transparent about how it collects and uses that data and in order to meet its data protection obligations. Where this notice refers to “we”, “our” or “us” this is a reference to the English Golf Union Limited (company no. 5564018) with registered office at The National Golf Centre, The Broadway, Woodhall Spa, Lincolnshire, LN10 6PU, trading as England Golf. For the purpose of data protection laws, we are the controller of the personal data processed for the purposes set out below and we are responsible for looking after it.
What information does England Golf collect?
If you are a member of England Golf, we collect the following information about you:
• your name, date of birth, email address, phone number, membership number, membership type (18 or 9 hole), home club, gender and age;
• information about the courses you play, dates you play, your scores and information relating to your handicap;
• information about competitions you play and your results from such competitions;
• your England Golf member login details; and
• we may also automatically collect information and personal data about your computer for system administration including, where available, your IP address, operating system and browser type. We do this to help us analyse how members use the member login area (including behaviour patterns and the tracking of visits across multiple devices), to establish more about our website users and to assist us in managing your account and improving your online experience.
How we collect personal data?
We collect some of your information directly from you, either through information that you give to us or information that we collect through your communications with us. We also obtain some information from your golf club.
Information that you give us You may share personal data about yourself and your circumstances by:
• registering to use our member’s login area via www.englandgolf.org, and continuing to use the member’s login area;
• completing a form in relation to a competition organised by us whether in person or online; and
• making enquires or interacting with us directly whether in person, by telephone, or email.
You are not obliged to provide your personal data to us. However, if you do not provide your personal data to us, we will not be able to provide all services to you, respond to your queries, or allow you onto access the member’s login area.
For example, if you do not provide us with your email address and date of birth we will not be able to provide you with a handicap.
Information that we collect about you
We collect personal data about you when you:
Information that we receive from other sources
We receive personal data about you from golf clubs which are affiliated to us, from relevant county golf organisations, or via software providers acting on behalf of those clubs or counties.
Why do we need your personal data?
The main purpose for which we use your information is to provide you with your membership services.
We use your information:
• to provide you with your membership services;
• to calculate your handicap;
• to run golf competitions;
• to provide you with information that you request from us or which may be of interest to you;
• to notify you about changes to our services;
• to provide member support;
• for research about our members’ behaviour and our services generally, and to report to bodies such as Sport England; and to develop and improve our services, website and platforms.
Basis for using your personal data
Legitimate business interests
• provide you with and improve our membership services;
• administrate and maintain the integrity of the handicapping system;
• maintain appropriate membership records;
• maintain records of disciplinary, anti-doping or safeguarding cases and operate a safe and lawful business.
Where we rely on legitimate interests as the legal basis for processing your personal data, we have considered whether or not those interests are overridden by your interests, fundamental rights and freedoms. We won’t use your information if we believe your interests should override ours, unless we have other lawful grounds to do so (such as if we have a legal obligation to process your personal data). If you have any concerns about our processing please refer to details of “Your rights” section below. As we outline in “Your rights” section below, you will have the right to object to our using your information for our legitimate interests. However, please keep in mind that your objection to this sort of processing will affect our ability to carry out the tasks that we have set out above.
Performance of a contract
Processing may also be necessary for the performance of our contract with you. In order for us to fulfil our obligations under such contract (e.g. to provide you with the benefits of being a member of England Golf), we will need to collect, process and share (as further detailed below) your personal data.
Compliance with a legal obligation
Processing of your personal data may be necessary for compliance with our legal obligations.
Who do we share your personal data with?
We may share your personal data with:
• your home club and the relevant county golf organisation, or contractors or suppliers acting on behalf of those organisations;
• competition organisers and officials involved in competitions in which you take part, including contractors or suppliers acting on behalf of those organisations;
• other organisations involved in the calculation of your handicap, for example where you play at a club other than your home club we may provide them with your current handicap;
• carefully selected third parties which supply us with products and services, such as website and platform developers and cloud computing services.
We will only share your information with these suppliers where it is necessary for them to provide us with the services we need;
• our professional advisors (including without limitation tax, legal or other corporate advisors who provide professional services to us);
• organisations with whom we have a legal obligation to share your data, which may include regulators, fraud prevention agencies, police, the courts or law enforcement agencies; and
• HMRC or other tax bodies or agencies to comply with our legal and regulatory obligations.
Where is your personal data stored?
Your personal data will be stored and processed in the UK and / or the European Economic Area. Your data may be transferred to our platform developer which is based in New Zealand, a country that the European Commission has deemed to provide an adequate level of data protection.
How long will we keep your data?
We will retain your data for as long as it is necessary to fulfil the purposes set out in “Why do we need your personal data?” in this privacy notice. This means that we will keep your personal data for the duration of your membership with us. We also keep your personal data for a period of time following your membership
ceasing. Once the data is no longer required for the purposes set out above, the period of retention will be calculated in accordance with our Data Protection Policy. When determining the relevant retention periods, we consider guidelines issued by relevant data protection authorities, as well as the time periods needed to comply with applicable regulations or laws, to meet regulatory and financial reporting obligations, for tax, accounting and audit purposes, and to fulfil and protect our contractual obligations and rights.
We place great importance on keeping your personal data safe and secure. As such, we put in place appropriate technical and organisational measures / industry standard technology to protect it from unauthorised access and unlawful processing, accidental loss, destruction and damage.
The security measures we use are designed to provide a level of protection security appropriate to the risk of processing your personal data. You are responsible for protecting your online membership account login details and must not share them with, or disclose them to anyone. Where you have chosen a password which allows you to login to the member’s login area, you are responsible for keeping this password confidential. We advise you not to share your password with anyone and to use a unique password.
You have the right to
• obtain access to, and copies of, the personal data that we hold about you;
• require us to correct the personal data we hold about you if it is incorrect;
• require us to erase your personal data in certain circumstances;
• require us to restrict our data processing activities in certain circumstances;
• receive from us the personal data we hold about you which you have provided to us, in a reasonable format specified by you, including for the purpose of you transmitting that personal data to another data controller;
• object to our processing of personal data held by us about you; and withdraw your consent, in circumstances where we rely on it to use your personal data. We want to make sure that your personal data is accurate and up to date. You have the right to ask for inaccuracies in your data to be corrected, and in certain circumstances for us to stop processing your data or for your data to be erased.
Some of these rights are not automatic, and we reserve the right to discuss with you why we might not comply with a request from you to exercise them.
If you wish to access or amend your data please contact us
If you are not satisfied with how we are processing your personal data, you can complain to the Information Commissioner’s Office (ICO). You can also find out more about your rights under the GDPR (and other data protection legislation) from the Information Commissioner’s Office website available at: www.ico.org.uk.
If you have any queries about this privacy notice or how we process your personal data you may contact our data protection officer:
• Data Protection Officer, England Golf, The National Golf Centre, The
Broadway, Woodhall Spa, Lincolnshire, LN10 6PU
Changes to our privacy notice
Any changes to this policy in the future will be posted on this page and, where appropriate, notified to you by email. Please check back frequently to see any updates or changes to this policy.