Alresford Golf Club Privacy Policy

We are committed to respecting your privacy. This notice is to explain how we may use personal information we collect before, during and after your membership with us. This notice applies to you if you have registered to become or are a member of our club. This notice explains how we comply with the law on data protection, what your rights are and for the purposes of data protection we will be the controller of any of your personal information.

Should we ask you to provide certain information by which you can be identified when using our website or on becoming a member, then you can be assured that the data will be held securely, confidentially and not released to any third party without your express permission.

References to we, our or us in this privacy notice are to the ALRESFORD GOLF CLUB.

We have not appointed a Data Protection Officer to oversee our compliance with data protection laws as we not required to do so, but our Data Protection Compliance Manager has overall responsibility for data protection compliance in our organisation.  Contact details are set out in the “Contacting us” section at the end of this privacy notice.

What We Collect

Member and membership enquiries;

  • personal contact details that allows us to contact you directly such as name, title, email addresses and telephone number
  • date of birth
  • gender
  • membership start and end date
  • references and other information included in a CV or cover letter or as part of the application process for membership
  • any credit/debit card and other payment details you provide so that we can set up or receive payments from you and details of the financial transactions with you
  • CCTV footage and other information obtained through electronic means such as camera, barcard useage
  • images in video and/or photographic form and voice recordings
  • your marketing preferences so that we know whether and how we should contact you.
  • identification documents such as passport and identity cards;
  • details of any county membership
  • details of next of kin, family members, coaches and emergency contacts
  • competition and handicap records competition results
  • any disciplinary and grievance information

Non-member or visitor enquiries:

  • personal contact details that allows us to contact you directly such as name, title, email addresses and telephone number

Where We Collect Information

We typically collect personal information about our members when you apply to become a member of the club.

We collect personal information about non-members when you enquire about golf society days, open golf competitions, functions, business meetings or when you purchase any services or products we offer, when you make a query and/or complaint or when you correspond with us by phone, e-mail or in some other way.

What We Do With the Information We Gather – Members

  • Internal record keeping and to administer any membership you have with us
  • To send you information which is included within your membership benefits package, including details about club social and catering services, golf competitions and events
  • The administration of personal membership details and payment details you have provided for the specific purpose of the financing of your membership via a specified third party provider i.e. Premium Credit
  • To send you other marketing information we think you might find useful or which you have requested from us, including our club newsletters, information about membership, events, products and information about our commercial partners
  • To answer your queries or complaints
  • Retention of records
  • The security of our IT systems
  • For the purposes of promoting the club, our events and membership packages.
  • To comply with any health and safety requirements
  • To administer your attendance and participation in any competition, courses or programmes you sign up to
  • To arrange for any trip or transportation to and from an event
  • To use information about your physical or mental health (including any injuries) or disability status, to ensure your health and safety and to assess your fitness to participate in any events or activities we host and to provide appropriate adjustments to our sports facilities.
  • To gather evidence for possible grievance or disciplinary hearings
  • For the purposes of equal opportunities monitoring
  • To comply with legal obligations, for example, regarding people working with children or vulnerable adults to comply with our safeguarding requirements

This information is not shared with any third party unless specifically stated. You can unsubscribe from non-essential communication (e.g. newsletter, player requests) via telephone, email or by changing your preferences.

What We Do With the Information We Gather – Non-Members

We will only gather the necessary information to deal with your enquiry. Thereafter you will be given the option to be included on any future mailing lists for specific competitions or promotions. This information is not shared with any third party unless specifically stated. You can unsubscribe from this at any time via telephone or email. We will also retain the information for a time period to meet any legal requirements, such as for accounting purposes or taxation. The time period will be based on current legislation and regulatory requirements. Thereafter the information will be destroyed.

Contact Policy

We contact our members as an essential part of running an efficient, welcoming and friendly Golf Club. We respond to enquiries from non-members and utilise social media platforms to enhance members, guest and visitor experience. To those who have elected to receive our communications we may do this via email, post, telephone and social media.

Please ensure that you inform us of any changes to your details so we can keep our records up to date and continue to stay in touch.

Security

To prevent any unauthorised access to or disclosure of your data, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect from you.

Disclosure of Your Personal Information

We may share personal information with the following parties:

  • Any party approved by you.
  • To any golf governing or regional body: to allow them to properly administer the sports on a local, regional and national level.
  • Other service providers: for example, email marketing specialists, payment processors, data analysis CCTV contractors, promotional advisors, contractors or suppliers and IT services (including CRM, website, video, and teleconference services).
  • Our Commercial Partners: for the purposes of providing you with information on any tickets, special offers, opportunities, products and services and other commercial benefits provided by our commercial partners as part of your membership package but only where you have given your express for us to do so
  • The Government or our regulators: where we are required to do so by law or to assist with their investigations or initiatives.
  • Police, law enforcement and security services: to assist with the investigation and prevention of crime and the protection of national security.

International

We do not transfer your personal information to international third parties other than to confirm your name, handicap and membership status to a golf club that you may be visiting and only upon your request.

Access and Correction Rights

You can request access to, and can update and amend your personal information and you can exercise any other rights under the particular data protection laws, by contacting us. We will reserve the right to authenticate your identity before providing access to your personal information.

Retention of Data

We will keep your personal information for as long as is necessary for the purposes for which it was obtained, to provide you with the full range of golf club services and to conduct our legitimate business as required by law. Your information we use for marketing purposes will be kept with us until such time as you tell us that you notify us that you do not wish to receive this information.

Changes to This Notice

We may update this privacy notice from time to time. When we change this notice in a material way, we will update the version date at the bottom of this page. For significant changes to this notice we will try to give you reasonable notice unless we are prevented from doing so. Where required by law we will seek your consent to changes in the way we use your personal information.

Contacting Us

In the event of any query, a request to update details, remove details or complaint in connection with the information we hold about you, please email secretary@alresfordgolf.co.uk or write to us at Alresford Golf Club, Cheriton Road, Tichborne Down, Alresford, Hampshire SO24 0PN

Version 1 – 25/05/2018