Book Round: Visitors

Privacy Policy

Inverness Golf Club GDPR (General Data Protection Regulation) Privacy Policy
This policy sets out how Inverness Golf Club uses and controls any information you give to us when you become a member of Inverness Golf Club, apply to become a member, become a volunteer, when you register to visit Inverness Golf Club as a golf competitor or visitor, or any information you give to us when using our Website or information you give when you contact us, i.e. by email, etc.

What we need


Inverness Golf Club will be a “controller” of the personal information that you provide to us in application forms, through emails, letters, etc.
 
Members’ personal data
 
When you register as a member of Inverness 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 detail – name, address, email address, telephone numbers, date of birth, etc.
  • Membership category.
  • Handicap information.
  • Payment details – bank account number, sort code, card details, etc.
  • Equality information – for example, disability, etc.

 
Volunteers’ personal data

When you volunteer with Inverness Golf Club, we will ask you for the following personal information:
 

  • Contact details – name, address, email address, date of birth, etc.
  • Participation details – for example, parent, committee, etc.
  • Equality information – for example, disability, etc.
  • Other personal information, for example, PVG membership, PGA qualifications, etc.

 
Competitors’, Participants’ or Visitors’ personal data
 
When you register to visit Inverness Golf Club as a golf competitor or visitor, we will ask you for the following personal information:
 

  • Contact details – name, address, email address, date of birth, etc.
  • Equality information – for example, disability, etc.
  • Other personal information, for example, golf club membership, handicap, CDH number, etc.

 
Why we need your personal information – contractual purposes
 
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 details about competitions, social events, insurance, licensing, voting, etc.
  • Set up your online membership account and tee time booking account, to provide online handicap management, etc.
  • Send you membership communications, by post or email, in relation to essential membership services, including but not limited to, general meeting notices, membership renewals, membership fees’ information, etc.
  • Allow members to contact other members by publishing contact details in the Clubhouse, i.e. so that members can arrange golf matches.
  • Any other legitimate membership requirements.

 
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.
 
Competitors’, Participants’ or Visitors’ personal data:
 
When you book a place with us for and attend a round, competition, event, coaching course, 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 competition, event, course etc.
 
If you do not provide us with all of the personal information that we need to collect then this may affect our ability to book your place.
 
Why we need your personal information – legitimate purposes
 
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 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 and inviting our members to participate in surveys for researching and development purposes.
  • Invite our members as award winners or guests to our annual awards and prize giving.
  • 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.
  • Respond to and communicate with members regarding your questions, comments, support needs or complaints, concerns or allegations in relation to golf. Re complaints and disciplinary procedures, for example, we will use your personal information to investigate your complaint, to suspend membership, take disciplinary action, etc.
  • Any other legitimate interests and details of uses of personal data.

 
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 by writing to Inverness Golf Club, Culcabock Road, Inverness, IV2 3XQ / manager@invernessgolfclub.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.
 
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.
 
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 by writing to Inverness Golf Club, Culcabock Road, Inverness, IV2 3XQ / manager@invernessgolfclub.co.uk If we comply with your objection, this may affect our ability to undertake the tasks above for the benefit of you as a volunteer.
Competitors’, Participants’ or Visitors’ personal data:

We will need to collect personal information when you book a round, competition, event, coaching course, 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 competition, event, course etc.
 
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 by writing to Inverness Golf Club, Culcabock Road, Inverness, IV2 3XQ / manager@invernessgolfclub.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 competitor, participant or visitor.

Why we need your personal information – legal obligations
 
The Companies Act 2006 / Charities and Trustee Investment (Scotland) Act 2005 – To maintain a register of our members, which includes our members’ name, address, the date they were admitted to membership and the date on which they ceased to be our member and hold general meetings, including issuing notices and voting arrangements.
 
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.
 
Other uses of your personal information
 
We may ask you if we can process your personal information for additional purposes. For example, using your details to enter a national competition with Scottish Golf Limited. 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
 
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 Limited or Press 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 & Safety Executive, and 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.
 
Inverness Golf Club employs third party suppliers to provide services, including online membership and tee time management, IT, etc. 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.
When someone visits www.invernessgolfclub.co.uk we use a third party service, WordPress, to collect standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to the various parts of the site. This information is only processed in a way which does not identify anyone. We do not make, and do not allow WordPress to make, any attempt to find out the identities of those visiting our website. If we do want to collect personally identifiable information through our website, we will be up front about this. We will make it clear when we collect personal information and will explain what we intend to do with it.

Use of cookies by the website.

You can read more about how we use cookies on our Terms and Conditions page Terms and Conditions.
 
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.
 
Scottish Golf Limited – members’ personal data
 
As an affiliated club of Scottish Golf Limited we are required to ensure that all of our members are members of Scottish Golf Limited as a condition of our affiliation.
 
We will share details of your membership name, membership category, handicap, etc with Scottish Golf Limited who will become a controller of your personal information when they receive it. Scottish Golf Limited’s privacy notice explains how they use your personal information and can be accessed here www.scottishgolf.org/termsprivacycookie-policy/


Competitors’ / Participants’ personal data
 
We publish the results of our competitions on our website, social media and in the Press. This includes competitors’ name, category and result.
 
How we protect your personal information
 
Your personal information is stored on our electronic filing system and our servers based in the UK / EU, and is accessed by our staff / volunteers for the purposes set out above.
 
How long we keep your personal information
 
Members’ personal data
 
Volunteers’, Competitors’, Participants’ or Visitors’ personal data
 
We keep our volunteers’, competitors’, participants’ or visitors’ personal information for three years.
 
We have a data retention policy that sets out the periods for retaining and reviewing all information that we hold. This sets out different retention periods and you can request a copy by contacting us at manager@invernessgolfclub.co.uk
 
Your rights
 
You can exercise any of the following rights by writing to us at Inverness Golf Club, Culcabock Road, Inverness, IV2 3XQ / manager@invernessgolfclub.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 Inverness 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

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