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Personal Information Privacy Notice
Written by Scott Currie   
Wednesday, 23 May 2018 18:19

Islay Golf Club – Personal Information Privacy Notice

Version 1 Last Updated 30th  August 2018

 

1.       What we need

 Islay Golf Club is a member constituted club which has an arrangement with the Machrie Hotel for playing access to the Machrie Links.

 Islay Golf Club will be a “controller” of the personal information that you provide to us either via an application form (on line or paper) or by any other method. Some of your personal data will be passed on to third parties (see below)

 1.1 Members’ personal data:

 When you register as a member of Islay Golf Club, 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, age; phone number etc.;

 ·       membership criteria / category – for example gender, Country or Local, playing or non playing

 ·       equality information  – for example, disability, etc.

 ·       Home golf club, handicap, CDH number, preferred payment method

 ·       If volunteering with juniors, your PVG membership details

 

1.2 Office Bearers’ Personal Data

 

If your become a committee office bearer, some of your details, e.g. phone number and e-mail address will be published on the website and in the fixtures booklet.

 

1.3 Participants’ personal data:

 

When you book a place with us for and attend a coaching course, competition, event, training course, etc., we need to collect your personal information so that we can honour your booking and to enable you to participate in the course, competition, event, etc.

 If you do not provide us with all of the personal information that we need to collect then this make affect our ability to book your place.

 

2. Why we need your personal information

 2.1 contractual purposes

 2.1.1  Members’ personal data:

 We need to collect our members’ personal information so that we can manage your membership.  We will use our members’ personal information to:

 ·       provide you with core member services, including fixtures card and member sticker

 ·       set up your online membership account on the Club’s website and on MasterScoreboard and on the Central Database of Handicaps.

 ·       send you membership communications [by post or email] in relation to essential membership services, membership renewals, membership fees’ information, etc.

 ·       inform the Machrie Hotel that you are a member for you to gain access to the course.

 If you do not provide us with all of the personal information that we need to collect then this may affect our ability to offer the above membership services and benefits.

 

2.2  legitimate purposes

 2.2.1 Members’ personal data:

 We also process our members’ personal information in pursuit of our legitimate interests to:

 ·       promote and encourage participation in golf by sending members’ communications and booking information for upcoming competitions and events. Our competitions and events may be filmed or photographed and your personal information  may also be used in images captured from our competitions and events, which we use for promotional, education and development purposes;

 ·       provide competition in golf by accepting and managing entries for our competitions and checking your personal information  to ensure you are entered into the correct category;

 ·       monitor and develop participation in golf  by monitoring members’ engagement and participation through examination of competition records and inviting our members to participate in surveys for researching and development purposes;

 ·       develop and maintain our members’ qualifications, including sending email communications to members to inform you of upcoming courses, renewal requirements and verify that you have completed any mandatory training and PVG / child protection requirements;

 ·       For Junior members we hold medical information to enable us to react properly if a parent is not present at a junior event.

 ·       respond to and communicate with members regarding your questions, comments, support needs or complaints, concerns or allegations in relation to golf. We will use your personal information to investigate your complaint, to suspend membership, take disciplinary action, etc. as outlined in the club’s disciplinary procedures (see website).

 ·       To undertake claims against the club’s insurance policies.

 Where we process your personal information in pursuit of our legitimate interests, 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 This e-mail address is being protected from spambots. You need JavaScript enabled to view it .  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

 

2.2.2 Volunteers’ personal data:

 We will need to collect personal information relating to criminal convictions or alleged commission of criminal offences where you are required to complete a PVG check under the Protection of Vulnerable Groups (Scotland) Act 2007. This information will include your PVG certificate number, PVG membership number, date of issue and any relevant information in relation to your membership of the PVG Scheme.

 If your PVG certificate is not clear, we will have a legitimate interest to collect references and any other applicable information to allow us to consider whether or not you can volunteer in a regulated role with children and/or vulnerable adults.

2.2.3       Competitors personal data

 Competition start sheets, knockout progress reports and certain competition results, e.g. Opens and Kildalton Cross may be shown on the Club’s open website.

 Where we process your personal information in pursuit of our legitimate interests, 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 This e-mail address is being protected from spambots. You need JavaScript enabled to view it   If we comply with your objection, this may affect our ability to undertake the tasks above for the benefit of you as a volunteer.

 

2.3 legal obligations

 We are under a legal obligation to process certain personal information relating to our members and volunteers for the purposes of complying with

 ·       [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];

 ·       [the Equality Act 2010, which requires us to process personal information to make reasonable adjustments  where necessary]; and

 

2.4 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.

 

3.       Who we share your personal information with

 

The Machrie Hotel is sent full contact details of all members.

 As a member of Scottish Golf Ltd, we are required to ensure that all of our members are members of Scottish Golf Ltd as a condition of our membership. We will share data 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 here https://www.scottishgolf.org/wp-content/uploads/Scottish-Golf-Privacy-Notice-Club-Volunteers-Players-Members.pdf.

 We publish the results of our competitions on our website. This includes competitors’ name, score and handicap.

 If your personal information is included in any images or videos taken by us at our competitions and events, we may share this with Scottish Golf and/or the event sponsor for promotional and/or journalistic purposes.

 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 and investigating

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

 Islay Golf Club uses third party suppliers to provide services, including payroll (employees only), website support and member database and handicap provision, These suppliers may process personal information on our behalf as “processors” and are subject to written contractual conditions to only process that personal information under our instructions and protect it.

 Current third party suppliers and their privacy policies are

                 HandicapMaster Ltd (https://www.handicapmaster.org/GDPR) –only see handicaps except in the case of investigating IT problems with the database.

                 Rennie Payroll Plus (http://www.renniepayrollplus.co.uk/ ) – check their policy – employee only data

 
 In the event that 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.

 

4 How we protect your personal information

 Your personal information is stored on our password secured laptops and servers based in the UK, and is accessed by our staff and volunteers for the purposes set out above. It may additionally be backed up into the cloud.

 The children’s medical record notes are kept on paper and filed securely under lock and key.

 

5.How long we keep your personal information

 5.1                  5.1 Members’ personal data

 We will only keep your personal information for as long as necessary to provide you with membership services. We will review and delete your personal information where you have not renewed your membership with us for three years.

 The children’s medical forms are destroyed at the end of each season.

 

5.2 Competitors personal data

 We keep our athletes’ personal information for one year.

 

6. Your rights

 You can exercise any of the following rights by writing to us at This e-mail address is being protected from spambots. You need JavaScript enabled to view it .

 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 Islay Golf Club 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

 

Last Updated on Thursday, 30 August 2018 08:53