Privacy Policy

Leamington & County Golf Club
Privacy Policy

Leamington and County Golf Club Limited
General Data Protection Regulations – Privacy Policy

It is the policy of Leamington & County Golf Club Limited (L&CGC) that data collected from members and visitors will be treated in strictest confidence and used only for purposes specified in this policy document or at the time of collecting the data.

The club will store personal data on the club’s administration software Clubsystems Club V1. This system is password protected and access restricted to authorised personnel only. The data the club requests is for the efficient running of the club. Members are at liberty to request access to the personal data held by the club and to request amendments as they feel appropriate. The club require members to provide at least one means of written contact.

The club will use the contact data collected from members to send, in various formats including electronic and hard copy via a mail delivery system, the following
  1. 1. Annual subscription invoices and associated documentation      
  2. 2. Request for payment of unpaid invoices after the subscription year has expired unless the club has received formal notice of resignation
  3. 3. Notification of General Meetings and associated documentation
  4. 4. Notification of members deaths if not circulated in any other form
  5. 5. A Weekly Newsletter that contains information relating to club activities
  6. 6. Periodic information requested for circulation by the Chairs of club committees
  7. 7. Notice of impending booking windows for competitions
The club will publish in the password protected members area of the web site a list of members names, telephone numbers, email addresses and membership category unless requested by the member not to do so.

The club will retain for future reference data collected on members prior to them resigning from the club unless the member on resigning requests their data be deleted from our records.

The club retains information through Clubsystems Club V1 from members Swipe Card sales, this will be used 
  1. 1. To correct transaction errors that may occur from time to time
  2. 2. To analyse overall sales for the purposes of efficient operation of the bar facility
  3. 3. To periodically review spending and discount levels offered by the club
  4. 4. To manage the golf credit accounts for Flexible Members 
  5. 5. To monitor and analyse competition entries and payments
The club will not under any circumstances share members personal data with any third party, related to the club or otherwise, without the expressed permission of the member, such permission should be obtained in writing.

The club periodically requests visitors to provide personal data to support bookings, this data will be used as follows
  1. 1. To provide confirmation and updates on bookings
  2. 2. To provide information about forthcoming events at the golf club
  3. 3. To provide information about special offers that the club may from time to time offer 
  4. 4. To provide updated information on Open Competitions
The club will not under any circumstances share visitor’s personal data with any third party, related to the club or otherwise, without the expressed permission of the visitor, such permission should be obtained in writing.

The club collects and stores personal data on its members of staff. This data is stored in hard copy in a secure location with restricted access to authorised personnel only and will be used as follows
  1. 1. To calculate and administer the PAYE system, including pension contributions
  2. 2. To periodically communicate with the member of staff 
  3. 3. To contact the nominated “In Case of emergency” contact in the event of an accident or incident
It is the policy of the club to only collect such data that is reasonably requested and required for the efficient running of the club.

Any questions or queries as to how data is collected, stored and used should be addressed to the Club Manager.

This policy was adopted and approved by the Board of Directors at a meeting of the board on 29th March 2018.

Mr M Lines
Chairman of the Board

GDPR/Policy/032018/V1  
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