Permission to store and process your data
In order to manage your membership of the society, we need to record personal data, some of which is held digitally and some as hard copy. The information we collect is limited to what is necessary for the administration of the society’s membership and of meetings and competitions that we hold or enter. We are happy to consider any requests you have in relation to your data.
What is personal data?
Personal data is data which can be used to identify you. This includes your name and address, email address, and contact phone numbers. We also hold information on your golf club membership and golf handicap. In certain very restricted circumstances we may need to collect from you some additional information, such as any relevant health information so we can manage safe access to any facilities that we use for your benefit.
At some events, golf-related photographs might be taken of members and used to promote the society on its website or in a newsletter.
Where is the data stored?
Your information is stored electronically on the computers of select committee members, and by our website providers. Some hard copy information is also held by the OWGS Secretary. The information is held securely.
How will your data be used?
Your data will primarily be used for the purpose of managing your membership. We will contact you to inform you of upcoming events and other announcements directly relevant to your membership.
Once your membership has lapsed, information concerning you will be removed from the database as soon as practical. If you have positively informed us that you do not wish to renew your membership, we will endeavour to do this within three months; in other circumstances, where the decision whether to renew may be less certain, the period will not exceed 15 months.
Personal data will not be shared with third parties apart from our website provider, except where required by law or authorised by the member.
Anyone who approaches the society with a view to membership may have their details included on the database prior to their joining as a member, but only if they positively consent to its inclusion.
Members should ensure that if their personal data, such as contact details, change, they alter the information on the website (through the members’ area) or inform the Secretary accordingly.
What is a Data Controller?
A Data Controller is someone who is responsible for your data and who must make sure that your data is processed according to the law. For example, they are responsible for making sure that the information held about you is accurate and that it is kept secure. Whilst OWGS is the data controller for the purposes of the GDPR, please contact the Secretary of OWGS at honsec@oldwhitsgolf.com if you have any queries regarding your data.
Further changes
This policy will be reviewed from time to time to take into account legislative changes and practical experience.
