The Old Tonbridgian Golfing Society (“the Society”) was established to allow OT golfers of all standards to participate in a series of golf matches and meetings throughout the year. We are committed to protecting the privacy of our members’ personal data and we summarise here our policies regarding the collection, use and transfer of your personal data, the security measures we employ to protect such data and your rights and choices with regard to access or use of such data.
We collect a very limited amount of personal data in order to run the Society efficiently. This data is processed on the lawful basis of legitimate interest and is stored in a secure and confidential database accessible only by the officers and members of the Society. This data includes each members’:
- Contact details
- Date of birth
- Year of entry to the School
- Year of leaving the School
- Golf club memberships
- Current handicap
Access to the above data is only possible via the OTGS website, which is password protected.
Use and Processing of Personal Data
By choosing to provide the above data to the Society you indicate your willingness to share and have your information stored by the Society and to be considered, when appropriate, for one of the Society’s matches or meetings and to be contacted by the officers and match managers of the Society by letter, e-mail or phone. You also consent to:
- Having this data displayed in the Membership area of the Society’s website
- It being printed in the Society’s annual membership booklet
Data Security and Integrity
We use our best efforts to ensure that the personal data we keep is accurate, complete, current and reliable for its intended use. However, we are dependant to a large degree on the information provided by each member being accurate and that the Society is kept informed of any changes to the data. We use appropriate technical safeguards to help protect your personal data from unauthorised access, misuse, alteration or loss. Our internal policies and procedures are designed to help ensure we safeguard the privacy and accuracy of all data we collect.
How Long We Keep your Data
We will keep your personal data for as long as you are a current member of the Society.
As a member of the Society you have the right of access to your personal data. This enables you to update or correct any inaccuracies via the Society’s website at any time. You also have the right to request that the Society removes your data entirely from our system at any time, but this will result in you no longer being a member of the Society. When asked to remove a record from our database, the Society will retain minimal information for internal administration purposes only.
If you do not want us to hold your personal data or would prefer that we do not contact you for any reason, please send an e-mail to the Society’s Membership & Website Secretary, who will remove you from membership of the Society.