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 database, which is organised by the Societies Data Controller, who is the Hon Treasurer or 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, Dob, Phone numbers, Email address, Home golf club and Membership type. Information is generally held for the sole purposes of a membership register, distribution of letters, emails, and for general communication on the Societies activities, Competitions, Matches and social events. The Society does not hold any financial or sensitive data on individual members.

In compliance with GDPR legislation the Council & Committee have nominated a Data Controller, as identified above. The Data Controller will ensure that all necessary data safeguards are maintained and all such data held on personal computers is secured by password protection.

Correspondence addressed to members by the Council 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 as required. via `to update your information` on the Societies website.

Data will not be shared with any “Third parties”.  Data will not be shared with any other members if it has been requested not to share information. 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.  Members are urged to check the updated Web-Site or confirm submission into Competitions, Matches and Social events.

Any Personal Data deemed unnecessary will be removed so soon as possible and when requested by members, or as a result of resignations, or notification of deceased members. When a Member ceases Membership of the Society their personal data will be removed 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.