The West Lothian Golf Club’s (WLGC) Privacy Notice Date last updated: Oct 2020
WLGC is committed to protecting and respecting your privacy. Looking after the personal information that we collect from our members, employees and visitors is our top priority and we want you to be confident that your information is in safe hands.
This privacy notice has been developed to let you know:
The type of personal information we collect;
How and why we collect your personal information;
When and why we share it with other organisations, including the types of organisations involved;
How long we’ll keep it for; and
Your rights and choices with regards to your personal information.
If you have any queries about this notice, including any requests to exercise your General Data Protection Regulation (GDPR) legal rights, please contact:
Secretary, The West Lothian Golf Club, Airngath Hill, Linlithgow, EH49 7RH, 01506 826030
The personal information we collect about you
The personal information we collect about you may include information such as your:
Date of birth
Financial information (e.g. bank account details, transactional data relating to payments)
How we collect your personal information
You may give us your information by completing forms (paper or online) or by contacting us by phone, email or otherwise. This includes personal information you provide when you:
Apply for a membership
Request marketing material to be sent to you; and
Give us some feedback
Why we collect your personal information (i.e. the purpose)
We will only process your information as permitted under the GDPR. Most commonly, we will use your information in the following circumstances:
Where it’s needed to perform the contract (i.e. membership) you have entered into with us – without this information, we would be unable to provide you with a membership with WLGC;
Where we need to comply with a legal or regulatory obligation;
Where it’s necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights don’t override those interests.
Only if you’ve given us your consent, we may use the information we’ve collected about you to send you marketing material using various channels such as email and by the clubs management software ClubV1/HDID.
We’ll ask for your consent at appointment of membership. You can remove your consent at any time by contacting us at the details above.
We won’t sell your personal information to other organisations for a marketing purpose.
Sharing your personal information
In order to facilitate the creation of a handicap/CDH record and for the purposes of the World Handicap System (WHS), new and existing members with no handicap/CDH record will have the following information transferred to Scottish Golf:
Your email address;
Your date of birth; and
This transfer of data is necessary for the legitimate interests of Scottish Golf, namely, to help ensure the effective operation of the WHS, to enable Scottish Golf to be able to easily identify a golfer within the database and to ensure that duplicate records are not created. You can find out more information relating to the World Handicap System here:
We will only retain your personal information for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting or reporting requirements.
In most circumstances, we’ll keep your personal information for the lifetime of your membership and up to 60 months after your relationship with us ends. The retention policy is that the retained data is only used when an ex-member looks to potentially re-join the club.
You have a number of rights under Data Protection laws, including:
the right to request a copy of the personal information we hold on you. When you request this information, this is known as making a Subject Access Request (SAR). In most cases, this will be free of charge, however in some limited circumstances, for example, repeated requests for further copies, we may apply an administration fee;
the right to have personal information we hold about you transferred securely to another service provider in electronic form;
the right to have any inaccurate personal information corrected;
the right to have any out of date personal information deleted once there’s no business need or legal requirement for us to hold it;
the right to object or restrict some processing, in limited circumstances and only when we don’t have legitimate grounds for processing your personal information;
the right to object to your personal information being used to send you marketing material. As mentioned above, we’ll only send you marketing material where you’ve given us your consent to do so. You can remove your consent at any time, and
the right to ask for a decision to be made manually, where a decision is made using automated means and this adversely impacts you.
To exercise any of these rights, please contact us.
Making a complaint
If you believe we haven’t processed your personal information in accordance with our data protection obligations, and that you’ve been affected by our non-compliance, you can make a complaint to us by using the contact us details above.
If you’re not satisfied with our response, you can raise a complaint with the Information Commissioners Office , the UK’s independent authority set up to enforce the Data Protection Regulations.
We’re committed to ensuring your information is protected and held securely. However, the internet is not a secure medium and we can’t accept responsibility for the security of an email during transmission or for non-delivery of that email.
All our employees, club officials, volunteers and service providers who have access to personal information, are obliged to protect it and keep it confidential.
CCTV is used to maintain security within areas of the clubhouse lounges, entrances and the car park. Images from 8 cameras will be recorded but kept no longer than 30 days. Any images may be shared with Law Enforcement Agencies where required.
Website and Cookies
What information do we collect?
We may collect, store and use the following kinds of personal information:
information about your computer and about your visits to and use of this website (including your IP address, geographical location, browser type and version, operating system, referral source, length of visit, page views and website navigation).
information that you provide to us for the purpose of registering with us.
information that you provide to us for the purpose of subscribing to our website services, email notifications and/or newsletters.
A cookie consists of information sent by a web server to a web browser, and stored by the browser. The information is then sent back to the server each time the browser requests a page from the server. This enables the web server to identify and track the web browser.
We use both "session" cookies and "persistent" cookies on the website. We will use the session cookies to: keep track of you whilst you navigate the website; We will use the persistent cookies to: enable our website to recognise you when you visit;
Session cookies will be deleted from your computer when you close your browser. Persistent cookies will remain stored on your computer until deleted, or until they reach a specified expiry date.
Most browsers allow you to reject all cookies, whilst some browsers allow you to reject just third party cookies. For example, in Internet Explorer you can refuse all cookies by clicking "Tools", "Internet Options", "Privacy", and selecting "Block all cookies" using the sliding selector. Blocking all cookies will, however, have a negative impact upon the usability of many websites, including this one.
Third party websites:
This website may contain links to other websites. If you use the links to leave this website and visit a website operated by a third party, then we don’t have any control over that website. We cannot be held responsible for the protection and privacy of any information that you provide while visiting such websites