Privacy Policy

PRIVACY POLICY HOCKLEY GOLF CLUB

Introduction

Hockley Golf Club takes the privacy of its members seriously and will only use personal information to enable the Club to communicate effectively with its membership and provide products and services relating to Club activities.

This policy sets out the management of compliance with the Data Protection Act and the CCTV Code of Practice.

Storing Members Data

Hockley Golf Club will;

Only hold basic personal information. Name, date of birth, address, contact telephone numbers & email address.
Personal information is stored on the Intelligent Golf software and hard copy, which is stored in locked cupboards
Members are able to access basic personal information of other members in the on-line directory, unless members change their preferences (see below).
Email correspondence is tracked by the office staff
Members are able to upload and remove their photograph on their member profile page by logging in to their page preferences (see below)
No sensitive bank details are stored
Only authorised members of staff have access to the personal information of the members
The Club will only allow members information to be used by one third party, Gary Stubbington who is our PGA Professional and operates the professional shop and will only communicate with members to provide information on services relating to golfing activity.

Changing Preferences

Members are able to control their own privacy settings and what the Club sends them by logging in to their account, selecting ‘my golf’ and then ‘preferences’. Scroll down and you will see the below check list. Feel free to check or uncheck the boxes to suit your own preference. Be aware that once unchecked you will not receive information relating to that particular subject.

Once you have amended the check boxes don’t forget to press update otherwise your changes will not be saved. The below checklist is the Intelligent Golf default settings.

Ex-directory:  if ticked, your details will be hidden on the member directory

Messaging

Allow members to add me to conversations using messaging

Email Me

Competition Booking

When I enter myself into a competition

When someone else books me in

When a playing partner withdraws

When course status is changed

When results are posted for...

A competition I have entered

A competition I am eligible for

Any competition

Any Mens competition

Any Ladies competition

Any Juniors competition

Any Seniors competition

Newsletter

Promotions

Announcements and Updates

General tee times

When I book myself into a tee time

When someone else books me in

WHS

England Golf are requesting access to your personal information, (email and date of birth) which is to be uploaded directly to their platform. As your data controller, Hockley Golf Club, are giving you control over the data that is uploaded.

If you do not provide this consent, your data will not be uploaded, but this may affect your ability to be awarded a handicap index under WHS, and may not provide the ability to login to the England Golf platform.

Leaving the Club

All members who leave the Club will have their personal data removed unless they request otherwise.

CCTV
Hockley GC uses closed circuit television (CCTV) images to provide a safe and secure environment for members, employees and for visitors to the business premises. The Club’s CCTV facility records images only. 

Purposes of CCTV

The purposes of the Club installing and using CCTV systems include:

To assist in the prevention or detection of crime or equivalent malpractice.
To assist in the identification and prosecution of offenders.
To monitor the security of the Club’s business premises.
To ensure that health and safety rules and Club procedures are being complied with.

Location of cameras

No camera focuses, or will focus, on toilets, shower facilities, changing rooms, staff kitchen areas, staff break rooms or private offices. 

Appropriate signs are prominently displayed so that members, employees and visitors are aware they are entering an area covered by CCTV. Recording and retention of images

Images may be recorded either in constant real-time (24 hours a day throughout the year), or only at certain times, as the needs of the business dictate.

As the recording system records digital images, any CCTV images that are held on the hard drive of a PC or server are deleted and overwritten on a recycling basis and, in any event, are not held for more than one month.  Once a hard drive has reached the end of its use, it will be erased prior to disposal. 

Images that are stored on, or transferred on to, removable media such as CDs or USB devices are erased or destroyed once the purpose of the recording is no longer relevant.  In normal circumstances, this will be a period of one month.  However, where a law enforcement agency is investigating a crime, images may need to be retained for a longer period.

Access to and disclosure of images

Access to, and disclosure of, images recorded on CCTV is restricted.  This ensures that the rights of individuals are retained.  Images can only be disclosed in accordance with the purposes for which they were originally collected. 

The images that are filmed are recorded centrally and held in a secure location.  Access to recorded images is restricted to the operators of the CCTV system and to those line managers who are authorised to view them in accordance with the purposes of the system.  Viewing of recorded images will take place in a restricted area to which other employees will not have access when viewing is occurring.  If media on which images are recorded are removed for viewing purposes, this will be documented.

Disclosure of images to other third parties will only be made in accordance with the purposes for which the system is used and will be limited to:

The police and other law enforcement agencies, where the images recorded could assist in the prevention or detection of a crime or the identification and prosecution of an offender or the identification of a victim or witness.

Prosecution agencies, such as the Crown Prosecution Service.
Relevant legal representatives.
Individuals whose images have been recorded and retained (unless disclosure would prejudice the prevention or detection of crime or the apprehension or prosecution of offenders).

To download the original version please follow the following link PRIVICY POLICY DOCUMENT