[Napton Golf Society]


We are committed to respecting your privacy. This notice is to explain how we may use personal information we collect before, during and after your membership with us. This notice applies to you if you have registered to become or are a member of our society. This notice explains how we comply with the law on data protection, what your rights are and for the purposes of data protection we will be the controller of any of your personal information.

References to we, our or us in this privacy notice are to the Napton Golf Society.


When you join the Society we collect the following personal information from you via the Membership Form and from your attendance at events :

  • personal contact details that allows us to contact you directly such as name, title, email addresses and telephone numbers;
  • your date of birth;
  • your current golf club and handicap (if any)
  • records of your attendance at any events hosted by us;
  • images in video and/or photographic form and voice recordings for website reports;
  • records and assessment of any player rankings, grading or ratings, competition results, details regarding [events/matches/games] attended and performance;

If you visit our website, we will record anonymous usage information. This is for statistical and security purposes.

  • We do not collect any “special categories” of information on you.

We typically collect personal information about our members when you apply to become a member of the society, or when you correspond with us by phone, website, e-mail or in some other way.


The table below describes the main purposes for which we process your personal information, the categories of your information involved and our lawful basis for being able to do this.

Purpose Personal information used Lawful basis
To administer any membership you have with us and managing our relationship with you. All contact and membership details, transaction and payment information, and records of your interactions with us. This is necessary to enable us to properly manage and administer your membership with us.
To send you information to keep you informed of Society events and news. Contact and membership details. This is necessary to enable us to properly manage and administer your membership with us.
Retention of records All the personal information we collect. We need to retain records in order to properly administer and manage your membership and run our society.
To conduct data analytics studies to better understand event attendance and trends within the society Records of your attendance at any events or competitions hosted by us. We have a legitimate interest in doing so to improve the society and to benefit the members.
To organise the split of members into age related competitions, we use your supplied Date of Birth Date of Birth. We have a legitimate interest in doing so to improve the balance of the society competitions and to benefit the members.
Analysis of Website Usage Anonymous usage statistics We have a legitimate interest in doing so to understand your use of our website.

As a member of the Society, you are not under any obligation to provide the requested Personal Information. However, without it we will be unable to keep you informed of the Society’s activities and engage you as much as we would like to.

Where you have given us your consent to use your personal information in a particular manner, you have the right to withdraw this consent at any time, which you may do by contacting us as described in the “Contacting us” section below.

Please note however that the withdrawal of your consent will not affect any use of the data made before you withdrew your consent and we may still be entitled to hold and process the relevant personal information to the extent that we are entitled to do so on bases other than your consent.  Withdrawing consent may also have the same effects as not providing the information in the first place, for example we may no longer be able to provide certain member benefits to you.


Email, post and SMS communications : from time to time, we may contact you by email, post or SMS with information about Society events that we believe you may be interested in.


We share personal information with the following parties:

  • Venues/Hotels/Golf Courses where this is required for the event. e.g. A Weekend Away with hotel accommodation booking.

The personal information we collect is not transferred to and stored in countries outside of the UK and the European Union.


The duration for which we retain your personal information will differ depending on the type of information and the reason why we collected it from you.  Generally, where there is no legal requirement we retain all physical and electronic records for a period of 6 years after your last contact with us or the end of your membership.  Exceptions to this rule are:

  • Details regarding unsuccessful membership applicants where we hold records for a period of not more than 12 months;
  • Information that may be relevant to personal injury or discrimination claims may be retained until the limitation period for those types of claims has expired. For personal injury or discrimination claims this can be an extended period as the limitation period might not start to run until a long time after the event.

It is important to ensure that the personal information we hold about you is accurate and up-to-date, and you should let us know if anything changes, for example if you change your phone number or email address. You can contact us by using the details set out in the “Contacting us” section below.


You have the following rights in relation to your personal information:

  • the right to be informed about how your personal information is being used;
  • the right to access the personal information we hold about you;
  • the right to request the correction of inaccurate personal information we hold about you;
  • the right to request the erasure of your personal information in certain limited circumstances;
  • the right to restrict processing of your personal information where certain requirements are met;
  • the right to object to the processing of your personal information;
  • the right to request that we transfer elements of your data either to you or another service provider; and
  • the right to object to certain automated decision-making processes using your personal information.

You should note that some of these rights, for example the right to require us to transfer your data to another service provider or the right to object to automated decision making, may not apply as they have specific requirements and exemptions which apply to them and they may not apply to personal information recorded and stored by us.  For example, we do not use automated decision making in relation to your personal data.  However, some have no conditions attached, so your right to withdraw consent or object to processing for direct marketing are absolute rights.

Whilst this privacy notice sets out a general summary of your legal rights in respect of personal information, this is a very complex area of law. More information about your legal rights can be found on the Information Commissioner’s website at https://ico.org.uk/for-the-public/.

To exercise any of the above rights, or if you have any questions relating to your rights, please contact us by using the details set out in the “Contacting us” section below.

If you are unhappy with the way we are using your personal information you can also complain to the UK Information Commissioner’s Office or your local data protection regulator. We are here to help and encourage you to contact us to resolve your complaint first.


We may update this privacy notice from time to time. When we change this notice in a material way, we will update the version date at the bottom of this page. For significant changes to this notice we will try to give you reasonable notice unless we are prevented from doing so. Where required by law we will seek your consent to changes in the way we use your personal information.


In the event of any query or complaint in connection with the information we hold about you, please contact one of the committee, whose details are all listed in the Society Handbook which you are issued with each year.

Or, please write to The Secretary, Napton Golf Society, c/o The Green Man, Long Itchington, Warks, cv47 9PW.

Version dated : February 2020