Become a Member

PRIVACY NOTICE FOR MEMBERS

What we need

 Isle of Harris Golf Club will be a “controller”  of the personal information that you  provide to us, unless  otherwise stated.

When you register as a member of Isle of Harris Golf Club or renew your  membership (including if you are  registering or renewing on behalf of  a child under the age of 18), we may  ask you for the following personal  information:

• contact details – name, address, email address, and date of birth;
• membership category – ordinary, student, junior or life member

Why we need your 

personal information –  contractual  purposes

 We need to collect our members’  personal information so that we can  manage your membership. We will use  our members’ personal information to:

Provide you with core member  services, including, insurance,

licensing and PVG checks;

Set up your online membership  account, administer your account  online; and

Send you membership

communications by post or email  in relation to essential membership

services, including but not limited  to, membership renewals and

information on membership benefits.

If you do not provide us with all of the  personal information that we need to  collect then this may affect our ability to  offer the above membership services and  benefits.

 Why we need your 

personal information –  legitimate purposes

We also process our members’ personal  information in pursuit of our legitimate  interests to:

• promote and encourage participation in the sport of Golf by sending members’ communications and  booking information for upcoming  competitions and events. Our competitions and events may be  filmed or photographed and your  personal information may also be  used in images captured from our

competitions and events, which we        use for promotional, education and  development purposes;

• provide competition in the sport of Golf by accepting and managing entries for our competitions and  checking your personal information  to ensure you are entered into the  correct category;
• develop and maintain our members’ qualifications, including sending email communications to members  to inform you of upcoming courses,  renewal requirements and verify that  you have completed any mandatory  training and PVG / child protection  requirements; and
• respond to and communicate with members regarding your questions, comments, support

needs or complaints, concerns

or  allegations in relation to the    sport of  Golf. We will use your personal  information to investigate your

complaint, suspend membership  and take disciplinary action where  appropriate.

Where we process your personal  information in pursuit of our legitimate  interests, you have the right to object to  us using your personal information for  the above

purposes. If you wish to object  to any of the above processing, please  contact us on

[email protected]. If we  agree and comply with your objection,  this may affect our ability to undertake  the tasks above for the benefit of you as  a member.

Why we need your 

personal information –  legal obligations

We are under a legal obligation to  process certain personal information  relating to our members for the purposes  of complying with our obligations under  the Protection of Vulnerable Groups  (Scotland) Act 2007 to check that our  coaches and volunteers are able to  undertake regulated work with children  and vulnerable adults.

Other uses of your 

personal information

We may ask you if we can process your  personal information for additional  purposes. Where we do so, we will  provide you with an additional privacy  notice with information on how we will  use your information for these additional  purposes.

Who we share your 

personal information with

We may be required to share personal  information with statutory or regulatory  authorities and organisations to comply  with statutory obligations. Such  organisations include the Health & Safety  Executive, Disclosure Scotland, and Police  Scotland for the purposes of safeguarding  children.

We may also share personal information  with our professional and legal advisors  for the purposes of taking advice.

As an affiliated club of Scottish Golf  we are required to ensure that all of  our members are members of Scottish Golf as a condition of affiliation. We  will share your name and membership  category with Scottish Golf who will  become a controller of your personal  information when they receive it.

Scottish Golf’s privacy notice explains  how they use your personal information  and can be accessed here

www.scottishgolf.org/privacy-policy.

In the event that we do share personal  information with external third parties,  we will only share such personal  information strictly required for the  specific purposes and take reasonable  steps to ensure that recipients shall  only process the disclosed personal  information in accordance with those  purposes.

How we protect your  personal information

Your personal information is stored on  our electronic filing system and our  servers based in the UK, and is accessed  by our staff and volunteers for the  purposes set out above.

 How long we keep your  personal information

We will only keep your personal  information for as long as necessary to  provide you with membership services.  Unless you ask us not to, we will review  and possibly delete your personal  information where you have not renewed  your membership with us for three years.

Your rights

You can exercise any of the following  rights by writing to us at [email protected]

Your rights in relation to your personal  information are:

• you have a right to request access to the personal information that we hold about you by making a “subject access request”;
• if you believe that any of your personal information is inaccurate or incomplete, you have a right to request that we correct or complete  your personal information;

you have a right to request that  we restrict the processing of your  personal information for specific  purposes; and

• if you wish us to delete your personal information, you may

request that we do so.

• Any requests received by Scotland Sports Club will be considered under applicable data protection legislation.  If you remain dissatisfied, you have  a right to raise a complaint with the  Information Commissioner’s Office  at www.ico.org.uk