Grange Golf Club - Privacy Notice
What personal data does Grange Golf Club collect, and what is it used for?
Who is your data shared with? Where does this data come from?
How is your data stored?
Who is responsible for ensuring compliance with the relevant laws and regulations?
Who has access to your data? What is the legal basis for collecting this data?
How you can check what data we have about you?
Does Grange Golf Club collect any “special” data?
How can you ask for data to be removed, limited or corrected?
How long we keep your data for, and why?
What happens if a member dies?
What personal data does Grange Golf Club collect?
Members:
The data we routinely collect includes members’ names, addresses, phone numbers & email addresses. We collect this data directly from our members when they join the club.
For some of our members we may have additional information such as committee memberships, notes of medical conditions relating to buggy use, leaves of absence. We will also keep information relating to disciplinary matters and sanctions.
We collect the scores from games you play, using HandicapMaster software, which are displayed on our results pages and used in maintaining handicaps.
Staff:
As part of our responsibilities as an employer, we also process employee personal information. This includes names, addresses, contact details, email addresses, and may include next of kin. We initially collect this data directly from our staff when they join the club, and we update this periodically.
We may also store additional data such as relevant medical information, education & training and other factors related to the job role. We will also keep information relating to disciplinary matters and sanctions.
What is this personal data used for?
We use members’ data for the administration of your membership; the communication of information, and the organisation of events. We provide your data to GUI/ILGU for their use as explained in the section below.
We store and use staff data according to our role and obligations as an employer, and to enable the professional development and growth of our valued staff.
Who is your data shared with?
Your membership data is passed on to the GUI or ILGU, as appropriate, of which you become a member when you join Grange Golf Club. These unions provide information through Golfnet (www.golfnet.ie) where you may look up and change your data. Information held may also be used for reports (e.g. member lists, Cups and Shields reports for team events).
Grange Golf Club use BRS Golf Ltd, who act as a Data Processor on our behalf, to process information relating to tee booking.
Some of your data will be available for use by HandicapMaster acting as a Data Processor on our behalf. They update the Central Database of Handicaps (CDH) system on Golfnet. They are not free to pass your data on to other organisations that are not connected with Grange Golf Club.
We generally use the mailing services of Constant Contact to manage emails to you. We also use the mailing service of Clubminder to email membership renewal and occasionally other information.
We share your information with financial institutions (e.g. banks, credit suppliers) to the extent necessary to facilitate your payments to Grange Golf Club.
We may share data with public bodies to the extent that we are obliged to under law.
Your personal data is not passed on by us to organisations other than those indicated above, who each are operating in compliance with Data Protection Legislation, including the terms of the GDPR.
In the event that a club member agrees to act as committee member or club contact, we will seek specific permission from them to use their contact information on behalf of the other members of the Club.
Personal data concerning our staff is shared with the Revenue Commissioners under legal obligation.
Where does this data come from?
Data for most of our members comes from them when they join Grange Golf Club or when they update their information either directly with the Club or Golfnet or BRS.
The information held by Golfnet will be updated by the club, if you provide updates.
Scoring data comes directly from the results of the games in which you play.
How is your data stored?
This information is mainly stored in digital form on computers and in the form of written documents stored at Grange.
Our Data Processors store information, on our instructions, in compliance with the GDPR. Their Privacy Policies can be seen on their websites.
Who is responsible for ensuring compliance with the relevant laws and regulations?
Under the GDPR (General Data Protection Regulation) we do not have a statutory requirement to have a Data Protection Officer. The person who is responsible for ensuring Grange Golf Club discharges its obligations under the GDPR is our Club Honorary Secretary.
Who has access to your data?
Members of the committees and staff of Grange Golf Club have access to members’ data in order for them to carry out their legitimate tasks for the Club and GUI/ILGU.
What is the legal basis for collecting this data?
Grange Golf Club collects personal data that is necessary for the purposes of its legitimate interests as a membership organisation and participant in an internationally recognised and regulated, competitive sport.
For some data, such as that relating to financial matters, the basis for its collection and retention is to comply with our legal obligations.
Staff data as necessary is collected for the purposes of our legitimate interests as an employer
How you can check what data we have about you?
Most of members’ personal data is available for you to view and update on the Members section of the Club website. If you want to see other membership data we hold about you, you should contact the Club office.
Staff may directly request a copy of their data from the Club office.
You can contact us with a “Subject Access Request” if you want to ask us to provide you with any other information we hold about you. If you are interested in any particular aspects, specifying them will help us to provide you with what you need quickly and efficiently. We are required to provide this to you within one month.
Does Grange Golf Club collect any “special” data?
The GDPR refers to sensitive personal data as “special categories of personal data”.
Of these categories, the only data we record relates to the disabilities of members who have explicitly requested it to be recorded for the purpose of giving them access to buggies or to process a leave of absence request.
If you wish to change this data on your record you can do so at any time by contacting the Club office.
The only other data which falls into this category concerns Garda Vetting reports in relation to certain roles within the club, concerning the supervision of minors. Such data is attained in accordance with our legal responsibilities or legitimate interests.
How can you ask for data to be removed, limited or corrected?
There are various ways in which you can limit how your data is used.
* You could maintain your club membership with your correct name but with limited contact details. However, we do need to have an up-to-date email address (e.g. to send out membership renewal notices).
* You do not need to provide us with your date of birth unless you wish to enter age-limited (junior or seniors) events or receive age related membership discounts
* You may choose not to receive general information emails from Grange Golf Club (we do not send any out on behalf of other organisations).
* Any of these options can be implemented for your club membership by contacting the Club office.
How long we keep your data for, and why?
We normally keep members’ data after they resign or their membership lapses in case they later wish to re-join. However, we will delete any former member’s contact details entirely on request.
Since underlying statistical data, like scores from golf games, continues to be necessary in relation to the purpose for which it was originally collected and processed, results from events used for the Central Database of Handicaps are not deleted by Grange Golf Club.
Historical ranking lists and prize lists are required for archiving purposes and names cannot be removed from them.
Other data, such as that relating to accounting or personnel matters, is kept for the legally required period.
What happens if a member dies?
We normally keep members’ information after they die. If requested by their next-of-kin to delete it we will do so, on the same basis as when requested to remove data by a former member.
