OXFORD AND CAMBRIDGE GOLFING SOCIETY – PRIVACY NOTICE
1.1 This is the Privacy Notice of the Oxford and Cambridge Golfing Society (the “Society”, “we”, “us” or “our”) and sets out how we collect and process your personal data. This Privacy Notice also provides certain information that is legally required and lists your rights in relation to your personal data.
1.2 This Privacy Notice relates to personal information that identifies “you” meaning you as a member of the Society.
1.3 We refer to this information throughout this Privacy Notice as “personal data” and section 3 sets out further detail of what this includes.
1.4 Please read this Privacy Notice to understand how we may use your personal data.
1.5 This Privacy Notice may vary from time to time so please check it regularly.
2.1 For the purposes of relevant data protection legislation, we are a controller of your personal data and as a controller we use the personal data we hold about you in accordance with this Privacy Notice.
2.2 If you need to contact us in connection with our processing of your personal data, then please contact the Hon Secretary of the Society at secocgs@gmail.com.
The categories of personal data about you that we may collect are:
3.1 Personal data you provide to us in person, via our website or by telephone or by electronic mail, including the personal and contact details you supply when you are elected to the Society or establishing or updating a profile on our website.
3.2 Personal data in the form of images or video footage that may be taken from time to time.
3.3 Personal data gathered using cookies.
3.4 Personal data you provide if you enter into a competition or sign up to play in a match.
3.5 Personal data about your mailing preferences.
3.6 Personal data about your university, college, varsity matches and golf club affiliations/memberships.
3.7 Bank details (including account name, sort code and account number, BACS registration details, standing order details, PayPal identifiers) for our subscription purposes.
3.8 Details of your visits to our website including but not limited to traffic data, location data, weblogs and other communication data.
We may rely on one or more of the following legal bases when processing your personal data. The table below also sets out the linked purposes:
| Purposes for which we process your personal data | The basis on which we can do this (this is what the law allows) |
|---|---|
| In order to perform our contractual obligations to you in connection with your membership of the Society | The processing is necessary in connection with the contract that you have entered into with us on becoming a member of the Society |
In order to use your personal data to operate and administer the business of the Society, but otherwise than in performing our contractual obligations to you, for example:
|
We have a legitimate interest in carrying out the processing, which is not overridden by your interests, fundamental rights or freedoms. Our legitimate interest is the management, administration and operation of the Society’s business for the benefit of all its members. |
We may disclose your personal data to:
5.1 Other members of the Society via our website and our hard copy printed members booklet.
5.2 Third party data processors who may process data on our behalf to enable us to carry out our usual business practices.
5.3 Legal and regulatory authorities who request your personal data or to report any potential or actual breach of applicable law or regulation.
5.4 External professional advisers such as accountants, auditors and lawyers, provided that they are under duties of confidentiality.
5.5 Law enforcement agencies, courts or other relevant parties, to the extent necessary for the establishment, exercise or defence of legal rights.
5.6 Third parties where necessary for the purposes of prevention, investigation, detection or prosecution of criminal offences or the execution of criminal penalties.
We will store your personal data for no longer than necessary. We will discard, delete or anonymise your personal data as soon as it becomes surplus to requirements. We keep the length of time that we hold your personal data under review.
However, please note that your personal data will remain in the hard copy printed members booklet referred to in paragraph 5.1 above “as is” at the time that such booklet is printed, notwithstanding any discarding, deletion or anonymisation by us.
7.1 In certain circumstances the provision of personal data by you is necessary to enter into or maintain your membership contract with the Society.
7.2 It is your choice whether you provide us with your personal data necessary to enter into a contract or as part of a contractual requirement. If you do not provide your personal data then we may not be able to perform to the level you expect under our contract with you.
For example, we may not be able to provide competition entry details or perform the contract at all if we do not have sufficient personal data. Please refer to our rules for further details.
Subject to applicable law including relevant data protection laws, you may have the following rights:
8.1 The right to request access to your personal data that we process or control.
8.2 The right to request rectification of any inaccuracies in your personal data or, taking into account the purposes of our processing, to request that incomplete data is completed.
8.3 The right to request, on legitimate grounds:
To exercise any of the rights above, please contact us using the details in section 2. Please note: your personal data will remain in the printed booklet (as per paragraph 5.1) regardless of the rights exercised.
This policy only applies to the Oxford and Cambridge Golfing Society. If you link to another website from ours, please read and understand that website’s privacy policy. We are not responsible for any use of your personal data by unrelated third-party websites.