Privacy Policy

(as required by the General Data Protection Regulations 2016/679)

Introduction

The Senior Golfers’ Society (“SGS”) was formed in 1926 and exists today as a society of like-minded individuals who believe that foursomes is the finest form of golf known to man.

The SGS administration consists of a Secretary, a Match & Fixture Secretary, and a Treasurer. The activities of these officials are overseen by a Committee, which includes a President, three Vice-Presidents, and a Captain, whose identity changes annually.

Data Collection

The SGS collects and holds the following personal information about its members:

Complaint: To lodge a complaint with a supervisory authority if they believe their data is mishandled.

1. Title, first name, initials, surname, and any decoration
2. Postal address
3. Telephone number(s)
4. Email address
5. Handicap
6. Date of birth
7. Year of joining SGS
8. The golf clubs of which a member is a part

It is the responsibility of the Secretary to ensure that this data is accurate and kept up to date.

All members are issued a username and password for accessing the SGS website. Once logged in, a member can view their own and other members’ personal information, as outlined in categories (a) through (e) and (h) above. The remaining information is accessible only to those with “Admin Access,” including the Secretary, the Match & Fixture Secretary, the Treasurer, and the website administrator.

Data Processing

The information collected is used to produce an annual Handbook, which is integral to the Society. This Handbook includes:

• A list of current officials and the names of past and current Presidents, Captains, Secretaries, Treasurers, and Match & Fixture Secretaries
• The Rules of the SGS
• The Committee Report for the previous year
• Results of all matches played in the prior year
• Personal data about each member, including:
  • The year of joining the SGS
  • Surname, initials, and preferred name
  • Postal address
  • Telephone number

Use by SGS of Members’ Data

Members’ postal addresses are used for:

• Distributing an annual Fixture Card and Handbook
• Sending relevant SGS documentation, such as proposal forms for potential new members
• Enabling communication between members

Email addresses are frequently used by the administration and members for coordinating SGS activities, which include matches, tournaments, meetings, tours, and annual dinners.

Data Retention Policy

The SGS retains personal data only for as long as necessary to fulfill the purposes outlined in this notice or as legally required.

Data Sharing

The SGS does not share personal data with third parties, except for IT service providers that comply with GDPR standards to ensure secure data management.

Security Measures

The SGS employs appropriate technical and organizational measures to safeguard personal data from unauthorized access, alteration, disclosure, or destruction. These measures include secure password protocols, restricted admin access, and encrypted data storage where applicable.

Data Subject Rights

Under the GDPR, members have the following rights:

• Access: To request access to their personal data held by the SGS.
• Correction: To request corrections for inaccuracies in their data.
• Deletion: To request deletion of their data where applicable.
• Restriction/Objection: To restrict or object to the processing of their data.
• Complaint: To lodge a complaint with a supervisory authority if they believe their data is mishandled.

Contact Information

For data protection inquiries or to exercise any of the above rights, please contact the SGS at:

Email: secretary@seniorgolferssociety.com
Phone: 01273 563819

Confidentiality of Data

The Secretary is responsible for ensuring that members’ personal interests are protected with regard to the collection and storage of personal data. The SGS has conducted a legitimate interests assessment and is confident that members’ data is processed in ways they would reasonably expect, without causing harm or intrusion.

Conclusion

Should any member have questions or comments about this notice, they are encouraged to contact the SGS through the contact information provided above.