General Data Protection Regulation

New GDP Regulations came into force on May 25th

HADDINGTON GOLF CLUB

PRIVACY NOTICE – MEMBERS

General Data Protection Regulation

New regulations protecting your personal data, and setting down new data protection rights, take effect from 25 May 2018. This letter summarises the key matters for you, as a member of Haddington Golf Club.

What we need

Haddington Golf Club (HGC) will be a ‘controller’ of the personal information that you provide to us in your membership application form, unless otherwise stated.

When you register as a member of HGC or renew your membership (including if you are registering or renewing on behalf of a child under the age of 18), we will ask you for the following personal information:
• Contact details – name, address, email address, date of birth, parent/guardian details (if applicable)
• Membership category

Why we need your personal information – contractual purposes

We need to collect our members’ personal information so that we can manage your membership. We will use our members’ personal information to:
• Allow you to set up your online membership account and administer your account online
• Send you membership communications by post or email in relation to essential membership services, including but not limited to: membership renewals and information on membership benefits.
If you do not provide us with all the personal information that we need to collect, then this may affect our ability to offer the above membership services and benefits.

Why we need your personal information – legitimate purposes

We may also process our members’ personal information in pursuit of our legitimate interests to:
• Promote and encourage participation in HGC by sending members’ communications and booking information for upcoming competitions and events. Our competitions and events may be filmed or photographed and the images used for promotional purposes
• Provide competition in the sport in Scotland by accepting and managing entries for our competitions and checking your personal information to ensure you are entered into the correct category
• Contact you to verify that you have completed any mandatory training and PVG/child protection requirements, if appropriate
• Respond to and communicate with members regarding your questions, comments, support needs or complaints, concerns or allegations in relation to HGC. We will use your personal information to investigate your complaint, suspend membership and take disciplinary action where appropriate.
Where we process your personal information in pursuit of our legitimate interest, you have the right to object to us using your personal information for the above purposes. If you wish to object to any of the above processing, please contact us on info@haddingtongolf.co.uk. If we agree and comply with your objection, this may affect our ability to undertake the tasks above for the benefit of you as a member.

Why we need your personal information – legal obligations

We are under a legal obligation to process certain personal information relating to our members for the purposes of complying with our obligations under the Protection of Vulnerable Groups (Scotland) Act 2007 to check that our coaches and volunteers are able to undertake regulated work with children and vulnerable adults.

Other uses of your personal information

We may ask you if we can process your personal information for additional purposes. Where we do so, we will provide you with an additional privacy notice with information on how we will use your information for these additional purposes.

Who we share your personal information with

We may be required to share personal information with statutory or regulatory authorities and organisations to comply with statutory obligations. Such organisations include the Health and Safety Executive, Disclosure Scotland and Police Scotland for the purposes of safeguarding children.

We may also share personal information with our professional and legal advisors for the purposes of taking advice.

As an affiliated club of Scottish Golf, we are required to ensure that all our members are members of Scottish Golf as a condition of affiliation. We will share your name and membership category with Scottish Golf who will become a controller of your personal information when they receive it.

Scottish Golf’s privacy notice explains how they use your personal information and can be accessed at www.scottishgolf.org

If we do share personal information with external third parties, we will only share such personal information strictly required for the specific purposes and take reasonable steps to ensure that recipients shall only process the disclosed personal information in accordance with those purposes.

How we protect your personal information

Your personal information is stored on our electronic filing system and our servers based in the UK and is accessed by our staff and volunteers for the purposes set out above.

How long we keep your personal information

We will only keep your personal information for as long as necessary to provide you with membership services. Unless you ask us not to, we will review and possibly delete your personal information where you have not renewed your membership with us for 2 years.

Your rights

You can exercise any of the following rights by writing to us at info@haddingtongolf.co.uk.

Your rights in relation to your personal information are:
• You have a right to request access to the personal information that we hold about you by making a ‘subject access request’ if you believe that any of your personal information is inaccurate or incomplete, you have a right to request that we correct or complete your personal information
• You have a right to request that we restrict the processing of your personal information for specific purposes; and
• If you wish us to delete your personal information, you may request that we do so
• Any requests received by HGC will be considered under applicable data protection legislation. If you remain dissatisfied, you have a right to raise a complaint with the Information Commissioner’s Office at www.ico.org.uk

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