DATA PROTECTION & GDPR POLICY
The new General Data Protection Regulation (GDPR) comes into force on 25 May 2018 and in addition to the Data Protection Act this is designed to protect any data that we hold relating to you.
Neil Newman is our Data Controller and Data Protection Officer, any enquiries should be directed to Neil either in person in the office, by telephone 01453 844 167 or via email firstname.lastname@example.org
Your have certain rights under GDPR
To be informed that we hold personal data about you
To have access to your records on request
To be able to provide updates on your recorded information safe in the knowledge that our systems will be updated
To request that personal data you are not happy for us to hold is deleted
To complain to the Information Commissioner’s Office if you feel that we are not complying with GDPR
INFORMATION THAT WE COLLECT
As a Golf Club we collect personally identifiable data through:
Membership application forms – names, address, dob, contact numbers, email address
Open Competition entry forms – name, address, CDH number, email address
Junior Medical forms – name, address, dob, contact numbers, email address, medical details
Photographs taken of events that can identify players which are published on our website and social media. Images recorded on our CCTV system for security purposes.
In the Pro shop through entries in the Visitor’s Green Fee book
HOW WE USE YOUR INFORMATION
We only process information that is necessary to establish or maintain your membership, handicap and competition entries and results.
We provide England Golf with information for handicapping purposes, which includes your name, address, telephone number, CDH number and current handicap.
We produce contact lists of current members which includes telephone numbers and email addresses and we do give out your contact details to other members on request for the purposes of arranging matches etc. We do not supply outside callers with your details, we take their contact details and then forward those on to you.
We submit weekly news items to the local paper giving results of competitions with winners names and scores.
We do not collect or compile data for sale to external parties for marketing purposes or send out mailings on behalf of third parties.
We will only contact you by email about matters relating to Cotswold Edge Golf Club and your membership here with us. We email out a weekly diary giving details of competitions and events, we also contact you by email to let you know of other events and information that may be relevant to your membership. In addition the Pro Shop offer an email service that provides news items and sales offers. Please contact us in writing if you do not wish to receive this kind of correspondence.
Your data is stored on our computer using Club Systems membership and handicap software, which is password protected, as is the computer and we use basic AVG antivirus software, which is updated regularly. Club Systems have confirmed that they comply with all Data Protection and Congu requirements.
We keep paper membership application forms and Junior Medical forms in files in a locked office. Post dated cheques are securely locked away until they are sent to the bank.
We only keep personal data relating to you on our computer system for as long as you are a member with us. If you terminate your membership we delete your records from our computer system and the information is then kept in paper format in a locked office until it is no longer required. A note of your name and CDH number are kept on the computer for handicap reference purposes. Results of previous years competitions are kept both on computer and in paper format.
In the event of a security breach we aim to contact the Information Commissioners Office immediately and certainly within 72 hours of a breach coming to light.