DATA PRIVACY POLICY 

1.           Introduction

This privacy Policy sets out how we, Dorking Golf Club (“DGC”), use and protect any information that you give us when you become a member of DGC, book a tee-time via our website, or purchase a green fee. The processing of personal data is governed by the General Data Protection Regulations (the “GDPR”).

2.           Your personal data – what is it?

(i)          As a Member, we may collect the following information from you:

§     Name and Surname

§     Date of Birth

§     Current Address

§     Email address

§     Phone numbers

§     Gender

§     Handicap

§     Date of joining

§     Membership Category

If you are under 18 years old, we may also ask for information from your parent or guardian.

In order to store members’ information, we use Intelligent Golf’s (IG) Membership Administration System and all data gathered is stored in Intelligent Golf’s cloud based database on their dedicated servers.  We do not store sensitive personal information on local computer systems.  As a member you can log in to the IG Membership System and amend your personal and changeable information at any time.

(ii)         As a non-member, booking via our website or purchasing a green fee, the personal information we collect might include your name, address, email address, handicap, home golf club and if you access our website, IP address, and information regarding what pages are accessed and when.  If you make a booking online, your bank card information is not held by us, it is collected by our third-party payment processors, who specialise in the secure online capture and processing of credit/debit card transactions.

3.           How do we use your personal data?

DGC takes your privacy seriously and complies with all applicable GDPR obligations by keeping personal data up to date, by storing and destroying it securely, by not collecting or retaining excessive amounts of data, by protecting personal data from loss, misuse, unauthorised access and disclosure and by ensuring that appropriate technical measures are in place to protect personal data.

As a member, we may use your personal data for the following purposes:

§     Internal record keeping

§     Issuing subscription notices

§     Recording financial transactions to your subscription account

§     Contacting you with relevant club correspondence, including informing you of news, events, promotions and activities

§     Maintaining a record of any competitions in which you play

§     Maintaining a record of your handicap and related CDH number

§     Providing you with a Member Card for club purposes and discounted bar facilities

§     Confirmation to other Golf Clubs if they request confirmation of your handicap for competition or match purposes

As a non-member we will request your permission to use the personal data you have provided but this will be limited to informing you of promotions and activities. Your data will not be shared.

4.           Sharing of Members personal data

Your personal data will be treated as strictly confidential and will only be shared with other members of the Club in order to carry out a service to other members or for purposes connected with the Club. We may share your information with England Golf as required by its general regulations for governing the sport of golf or any other person if we have to comply with a legal obligation. We will not sell or rent your information to third parties, nor will we share your information with third parties for marketing purposes.

5.           How long do we keep your personal data

If you are a member, DGC will automatically retain your personal information on our database for the duration of your membership. For non-members and former members, to keep you informed about events and promotions at DGC, we may keep your information indefinitely, unless you ask us in writing or by email to delete it. 

6.           Your rights

§     You may ask us not to process your information for marketing purposes

§     You are entitled to a copy of the information we hold about you, and to ask us to correct any inaccuracies

§     You may ask us to stop using your information, and to delete it, although we will maintain a skeleton set of your information for members who have played in past competitions.  If you ask us to do this, we will delete all your contact information and you will not receive communications from the Club in future.

§     You may make a complaint to the Information Commissioner (www.ico.org.uk). 

To exercise all relevant rights, queries of complaints please in the first instance contact Secretary of DGC at secretary@dorkinggolfclub.co.uk

This policy is effective from 25th May 2018