THE NOTTINGHAMSHIRE UNION OF GOLF CLUBS
1. About this Policy
1.1 This policy explains when and why we collect personal information about Competitors and Officials, how we use it and how we keep it secure and your rights in relation to it.
1,4 We will always comply with the General Data Protection Regulation (GDPR) when dealing You are advised to check our website (www.nottsgolfunion.com) regularly for any canges towards our policy in using your personal data
1.5 Further details on the GDPR can be found at the website for the information Commissioner (ww.ico.gov.uk). For the purposes of the GDPR, we will be the ‘’controller’’ of all personal data we hold about you.
2. Who are we?
2.1 We are the Nottinghamshire Union of Golf Clubs (the Union). We can be contacted via the Honorary Secretary - firstname.lastname@example.org
3. The data we collect and the retention period
|Name||For identification of Competitors and Officials||Information retained within the player profile within the secure area of the NUGC website. Date retained for unlimited time.|
|Date of Birth||To establish category in age related competitions.||Information retained in the individual profile within the secure area of the NUGC website. Data retained for unlimited time.|
|Phone numbers(s)||For urgent contact in relation to Midland League/NUGC business.||Information retained in the individual profile within the secure area of the NUGC website. Data retained for unlimited time.|
|Email address||For issuing of relevant competition and league information.||Information retained in the individual profile within the secure area of the NUGC website. Data retained for unlimited time.|
|CDH||For the purposes of registering and notifying any handicap adjustments following completion of a competition and to establish player meets entry requirements on handicap related events.||Information retained in the individual profile within the secure area of the NUGC website. Data retained for unlimited time.|
|Medical conditions||For the health and welfare of the player at a competition where allergies or medical conditions would affect any treatment in event of illness of injury.||Information retained in hardcopy (paper files) for the duration of the playing season. Data destroyed at the end of the playing season.|
|Parental consent||For the health and welfare of the player at a competition where allergies or medical conditions would affect any treatment in event of illness of injury. Particularly important when parents or guardian may not be present at an event.||Information retained in hardcopy (paper files) for the duration of the playing season. Data destroyed at the end of the playing season.|
|Photographs||For the publication on the NUGC website news section for competition or prize winners.||Photographs stored on hard- drives will be deleted after the period of twelve months or the completion of the same competition in the following year.|
4. How we protect your personal data
4.1 We will not transfer your personal data outside the EU without your permission.
4.2 We have implemented general accepted standards of technology and operational security in order to protect personal data from loss, misuse, or unauthorised alteration or destruction.
4.3 Please note however that where you are transmitting information to us over the internet this can never be guaranteed to be 100% secure.
4.4 For any payments which we take from you online we will use a recognised online secure payment system.
4.5 We will notify you promptly in the event of any breach of your personal data which might expose you too serious risk.
5. Who else has access to the information you provide us?
5.1 We will never sell your personal data. We will not share your personal data with any third parties without your prior consent (which you are free to withhold) except where we are required to do so by law or as set out in paragraph 5.2.
5.2 We may pass your personal data to third parties who are service providers, agents and subcontractors to us for the purposes of completing tasks and providing services to you on our behalf (e.g. to administer competitions). We do this for the purpose of our legitimate interests in operating the Union and for performing our contract with you. However, we disclose only the personal data that is necessary for the third party to deliver the service and we have a contract in place that requires them to keep your information secure and not to use it for their own purposes. It is possible that third parties may themselves engage others (sub processors) to process your data. Where this is the case third parties will be required to have contractual arrangements with their sub- processor(s) that ensure your information is kept secure and not used for their own purpose.
6 How long do we keep your information?
6.1 We will hold your personal data on our systems for a long as it is in the Unions’ legitimate interest to do so or for as long as is necessary to comply with our legal obligations. We will review your personal data every year to establish whether we are still entitled to process it. If we decide that we are not entitled to do so, we will stop processing your personal data except that we will retain your personal data in an archived from in order to be able to comply with future legal obligations.
6.2 We securely destroy all financial information once we have used it and no longer need it.
7. Your rights
7.1 You have rights under the GDPR; (a) to access your personal data (b) to be provided with information about how your personal data is processed (c) to have personal data corrected (d) to have personal data erased in certain circumstances (e) to object to or restrict how your personal data is processed (f) to have your personal data transferred to yourself or to another business in certain circumstances.
7.2 You have the right to take any complaints about how we process your personal data to the information Commissioner:
0303 123 1113
Information Commissioner’s Office Wycliffe House Water Lane Wilmslow Cheshire SK9 5AF
For more details, please address any questions, comments and requests regarding our data processing practices to our Honorary Secretary – email@example.com
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