Privacy Policy

Windlesham Golf Club (Club) are committed to protecting and respecting your privacy. For any personal data you provide for the purposes of your membership, Windlesham Golf Club is the Data Controller and is responsible for storing and otherwise processing the data in a fair, lawful, secure and transparent way.

What personal data do we hold on you?

You may give us information about you by filing in forms at the club, an event or online, or by corresponding with us by phone, email, in-person or otherwise. This includes information you provide when you register with the Club. The information you give us may include your name, date of birth, address, email address and phone number (Membership Data). We may also ask for relevant health information which is classed as special category personal data.

Why we need your personal data

The reason we need your Membership Data is to be able to administer your membership, and provide the membership services you are signing up to when you register with the club. Our lawful basis for processing your personal data is that we have a contractual obligation to you as a member to provide the services you are registering for.

Reasons we need to process your data include:

For match and competition entry

  • sharing personal data with the club team managers to enter matched;
  • sharing personal data with leagues, regional and national associations, and other competition providers for entry in events; and
  • sharing personal data with the online platform HandicapMaster where results are recorded.

For funding and reporting purposes

  • analysing anonymised data to monitor club trends; and
  • sending an annual club survey to improve your experience as a club member

For membership and club management

  • processing of membership forms and payments;
  • sharing data with committee members to provide information about club activities, membership renewals or invitation to social events;
  • club newsletter promoting club activity; and
  • publishing of competition results

Marketing and Communications

Sending information about club events and offers.

We process this data on the lawful basis of consent. Therefore, we will also need your explicit consent to process this data, which we will ask for at the point of collecting it.

On occasion we may collect personal data from non-members. Our lawful basis for processing data is consent. Therefore, we will also need explicit content from non-members to process this data, which we will ask for at the point of collecting it. Non-members can request at any time to be removed from our database by replying to an email with the title UNSUBSCRIBE.

The club has the following social media pages: Facebook, Twitter, LinkedIn, YouTube and Instagram. All members are free to join these pages. If you join one of the Social Media pages, please not that provider of the social media platform(s) have their own privacy policies and that the club do not accept any responsibility or liability for these policies. Please check these policies before you commit any personal data on the club social media pages.

Who we share your personal data with

When you become a member of the Club, you will automatically be registered as a member of England Golf. We will provide England Golf with your Membership Data through the HandicapMaster online platform for managing handicap, club and governing body data.

The Club does not supply any personal data it holds for this purpose to any other third party. The Club's data processing requires your personal data to be transferred outside of the UK for the purpose of cloud hosting. Where the Club does transfer your personal data overseas it is with the appropriate safeguards in place to ensure the security of that personal data.

How long we hold your personal data

We will hold your personal data on file for as long as you are a member with us. Your data is not processed for any further purposes other than those detailed in this policy. Those who wish to be removed from our database can do so by replying to an email with the title UNSUBSCRIBE.

Your rights regarding your personal data

As a data subject you may have the right any any time to request access to, rectification or erasure of your personal data; to restrict or object to certain kinds of processing of your personal data, including direct marketing; to the portability of your personal data and to complain to the UK's data protection supervisory authority, the Information Commissioner's Office about the processing of your personal data.

As a data subject you are not obliged to share your personal data with the Club. If you choose not to share your personal data with us we may not be able to register or administer your membership.