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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