Privacy Policy
National Farmers Union County Golf Society
Last updated: [Date]
The National Farmers Union County Golf Society (“we”, “us”, “our”) is committed to protecting your personal data and respecting your privacy.
This Privacy Policy explains what information we collect about you, how we use it, and your rights under UK data protection law (UK GDPR and the Data Protection Act 2018).
If you have any questions, please contact us using the details at the end of this policy.
1. Who we are
We are a local golf society linked to the National Farmers Union (“NFU”) for [County name].
Contact details:
National Farmers Union County Golf Society
[Address if you want to include it]
Email: [secretary email]
Telephone: [secretary phone number]
We act as the “data controller” for the personal data we collect about you.
2. What information we collect
We may collect and process the following types of personal data:
a) Membership and contact details
Name
Postal address
Email address
Telephone number(s)
NFU membership status or connection to farming
Golf club and handicap details (if applicable)
b) Event and payment information
Details of events you register for or attend
Dietary requirements or access needs, where you choose to tell us
Payment records (for example subscriptions, event fees and prizes)
Bank details if we need to reimburse you (for example competition winnings or expenses)
c) Website and communications data (if you have a website)
Information you submit via our contact form
Email communications you send us
Basic website usage data such as IP address, pages visited and time spent, collected via cookies or similar technologies (see Cookies section if needed)
We do not routinely collect special category data, except where you voluntarily provide it, for example dietary or accessibility needs relevant to an event. We only use this information to manage that specific requirement.
3. How we use your information
We use your personal data for the following purposes:
To manage your membership of the society
To organise fixtures, competitions and events
To communicate with you about upcoming events, results, subscription renewals and general society matters
To collect and record payments (subscriptions and event fees)
To maintain accurate records of members and guests
To share start sheets, results and prize lists with members
To comply with any legal or regulatory obligations
We will only use your personal data where we have a lawful basis to do so.
4. Legal bases for processing
Under data protection law, we must have a legal basis for using your data. Depending on the situation, we rely on:
Contract: To manage your membership and provide access to society events and benefits.
Legitimate interests: To run and promote the society in a sensible and efficient way, for example sending fixture lists, event invitations and results to members. We always consider your rights and expectations.
Consent: For example if you ask to be added to a mailing list, agree to promotional use of photos, or sign up via a contact form. You can withdraw consent at any time.
Legal obligation: Where we must keep records for accounting, taxation or other legal requirements.
5. Who we share your information with
We may share your personal data with:
Committee members or organisers who need your details to run events and manage the society
Golf clubs and venues, for example providing names, handicap information and dietary requirements for bookings and catering
NFU county or regional contacts where relevant to managing the society
Service providers such as email providers, website hosting or payment processors, who act on our instructions and are bound by data protection obligations
Professional advisers (for example accountants) where required
We do not sell your personal data to third parties.
6. How long we keep your data
We will keep your personal data only for as long as it is reasonably needed for the purposes described in this policy, including:
For as long as you are a member
For a reasonable period afterwards to deal with queries, subscriptions, accounting and record keeping
For any period required by law or accounting rules
When data is no longer required, we will delete it securely or anonymise it.
7. International transfers
We normally store and process your data within the UK or the European Economic Area (EEA).
If we ever use a service provider that stores data outside the UK or EEA, we will ensure appropriate safeguards are in place, such as standard contractual clauses, in line with UK data protection law.
8. Your rights
Under UK data protection law, you have rights over your personal data, including:
Right of access: To ask for a copy of the personal data we hold about you.
Right to rectification: To have inaccurate or incomplete data corrected.
Right to erasure: To ask us to delete your data in certain circumstances.
Right to restrict processing: To ask us to limit how we use your data in certain situations.
Right to object: To object to processing based on our legitimate interests, including certain types of communications.
Right to data portability: To request that we transfer your personal data to you or another organisation in a structured, commonly used format, where applicable.
Right to withdraw consent: Where we rely on your consent, you can withdraw it at any time.
To exercise any of these rights, please contact us using the details at the end of this policy. We may need to verify your identity before responding.
You also have the right to lodge a complaint with the ICO (Information Commissioner’s Office) if you have concerns about how we handle your data. Their website is available by searching “ICO UK”.
9. Marketing and communications
We may contact you about:
Upcoming fixtures and events
Society news and updates
Subscription renewals and general membership matters
You can ask us to stop sending certain types of communications at any time by contacting the secretary or using any opt out options provided.
We do not send mass marketing unrelated to the society and we do not sell your details to third parties for marketing.
10. Cookies and website tracking (if applicable)
If your society website uses cookies, you can include this section.
Our website may use small text files called “cookies” to:
Help the site function correctly
Understand which pages are visited
Improve the experience for visitors
Where required, we will seek your consent for non-essential cookies. You can usually control cookies through your browser settings.
Further details can be added in a separate Cookie Policy if needed.
11. How we protect your data
We take reasonable steps to keep your personal data secure, including:
Limiting access to committee members and organisers who need the information
Using password protection on email accounts and documents
Using reputable providers for email, website and cloud storage
Keeping paper records in secure locations where used
However, no system can be completely secure and we cannot guarantee absolute security of data transmitted over the internet.
12. Changes to this Privacy Policy
We may update this Privacy Policy from time to time, for example if our activities or the law change. The latest version will always be available from the secretary and on our website if we have one.
13. How to contact us
If you have any questions about this Privacy Policy or how we handle your personal data, please contact:
Society Secretary
National Farmers Union County Golf Society
Email: [secretary email]
Telephone: [secretary phone number]
