THE SOCIETY OF LEICESTERSHIRE AND RUTLAND GOLF CAPTAINS

Data Protection Policy Statement (Updated 6th August 2018)

The following does not require a change to the Societies Rules & Constitution, but it does explain in detail how the day to day management of members Personal Data is being undertaken by the Council & Committee.

Data on members is held on a Master data base, which is organised by the Societies Data Controller (Hon Treasurer) who is also the web-master. This information is also accessible by the Hon Secretary & Deputy Secretary, no other Council officers or Committee members have direct access.

Personal Data is limited to: Name, Address, Phone numbers, Email address, Home golf club and Membership type. Information is general held for the sole purposes of membership accounts, distribution of letters, and/or emails, plus for general communication on the Societies activities (inc Competitions and Matches) and social events. The Society should not hold any sensitive data about individual members.

In compliance with GDPR legislation the Council & Committee have nominated a Data Controller(s), who are the Hon Treasurer, Hon Secretary and Deputy Secretary. The Data Controller(s) will ensure that all necessary data safeguards are maintained, all such data held on personal computers will be secured by password protections.

Correspondence addressed to members by these committee members will be by either email, postal address or telephone numbers as held. It is expected that members will update their personal details and notify the Societies Data Controller (s) when required.

Data will not be shared with any “Third party agents” and not with any other members if specific consent has been requested not to share information (Opt out Clause). Members may request to see the data held about them at any time, members may also Opt-Out of receiving emails at any time via a request to the Hon Secretary.

Members should be aware that group emails are used as the most effective form of communication, when circulating information on Competitions, Matches & Social events, or to direct members to check the updated Web-Site or confirm submission into Competitions, Matches and Social events.

Any Personal Data deemed unnecessary will be removed immediately, plus when requested by members, or resignations, or notification of deceased members. When a member ceases to be a member of the Society their personal data will be removed/destroyed unless specific consent is given to retain all or some of the data, for historical reasons or (invitations to future social events).

It will be the Societies responsibility to ensure compliance with the GDPR Legislation and if necessary make amendments in the future, and keep members informed.