Chilterns & Home Counties Region of the Golf Club Managers’ Association

47 Parsons Way, Tongham, Farnham, Surrey GU10 1FB.    Mobile:  07821 908597

E-Mail: manager@gcmachilternsandhomecounties.co.uk

Website: www. gcmachilternsandhomecounties.co.uk

Privacy Policy

At Golf Club Managers’ Association, Chilterns & Home Counties Region, known as GCMA – CHCR we take your privacy seriously and this privacy statement explains what personal data or information we collect from you and from people who visit our website and how we use it.

Who are we?

GCMA-CHCR, is an Association, our registered office address is 47 Parsons Way, Tongham, Farnham, Surrey, GU10 1FB. For the purposes of Data Protection GCMA-CHCR, has now requirement to register with the ICO.

What personal date or information do we collect?

The personal information we collect may include your name, address, email address, IP address and information regarding what pages you access on this website and when.

How do we collect data or information from you?

• Make an enquiry via our website or via the telephone
• Use our website
• When you choose to receive news, updates or press releases
• Exchange business cards with a member of the Region

How is your information used?

We collect your personal data or information to operate our Region effectively and provide you with the best information on our products and services.

We may use your information to:

• Administer your GCMA-CHCR membership
• Answer enquiries that you make prior to any agreement or contract. To keep you informed about our services, our insight into golfing trends and best practice, and invites to events, if you have opted-in to receive these communications.
• Send invitations to Open competitions.
• Notifying you of your results
• Process payment(s)
• Maintain security of our office and IT infrastructure
• Invoice you, and to track payments you make or payments made to you

We believe that all these purposes are justified on the basis of our legitimate interests in running and promoting the Region, our contractual requirements to deliver the agreed membership services to you, and our legal obligations, as an Association.  If you would like to know more, please read below:

Details of our processing

Client	Type of Data Held	Length of Time Held	How Data is Held
Members	Name and contact information. Emergency contact details. Information and documents relating to the membership we are providing, including. communications with you. Billing and payment information.  Member's handicap	We will retain information about you for the duration of your membership relationship with us, then for an additional 6 years.  We retain financial records for 6 years, following the end of the current financial year. Handicap details are retained indefinitely.	Data is stored in The Clouds Google Drive, which is hosted in secure servers. Handicap details are shared with howdidido (https://www.howdidido.com/Account/Login?returnUrl=%2f)..
Prospective Members	Name and contact information Information and documents relating to the services we are providing, including communications with you.	We will retain information about you for the duration of the enquiry, then a further two years.	Data is stored in The Clouds Google Drive, which is hosted in secure servers.
Suppliers	Contact details Bank details Description of the services bought	We retain financial records for 6 years, following the end of the current financial year.	Data is stored in The Clouds Google Drive, which is hosted in secure servers.
Open Competition Entrants	Contact Details Dates of previous visits	We retain open competition details indefinitely	Data is stored in The Clouds Google Drive, which is hosted in secure servers.

Emailing us

We will monitor any emails sent to us, including file attachments, for viruses or malicious software. Please be aware that you have a responsibility to ensure that any email you send is within the bounds of the law.

Who has access to your information?

We do not sell or rent your personal data or information to any third party or share your information with third parties for their marketing purposes. 

We will disclose your data or information if required by law, for example by a court order or for the prevention of fraud or other crime.

We may pass your information on to our third-party service providers, agents or subcontractors for the purposes of completing a task or providing services to you on our behalf (for example to manage your subscriptions).  However, we disclose only the personal information necessary to deliver that service and have a contract in place that requires them to keep your information secure and not to use it for their own marketing purposes. 

Third party services providers who act as data processors on our behalf:

EuroTec Services may be required to access our systems for maintenance, upgrade and support services.

Transfers outside of the European Economic Area

Your personal information in the European Economic Area (EEA) is protected by data protection laws, but other countries do not necessarily protect your personal information in the same way.  The EEA covers all countries in the EU plus Norway, Liechtenstein and Iceland.  GCMA-CHCR uses online tools which host data outside of the EEA.  Prior to selecting such tools, we review their privacy policy and check that the company is signed up to the EU-US Privacy Shield agreement.  Companies who have signed up to this agreement commit to securing personal data in line with EU data protection legislation.

Keeping your data secure

When you give us personal information we take steps to ensure that it’s treated securely and strive to protect it on our internal systems. 

Your rights

You have certain rights over the processing of your personal information.  These are:

• The right to be informed, which is what this privacy policy is for
• The right to access the data we hold about you
• The right to object to direct marketing
• The right to object to processing carried out on the basis of legitimate interests
• The right to erasure (in some circumstances)
• The right to data portability
• The right to have your data rectified if it is inaccurate
• The right to have your data restricted or blocked from processing

How you can update your information

The accuracy of your information is important to us.  If you change your contact details or if you want to update any of the information we hold on you, please contact us by email manager@gcmachilternsandhomecounties.co.uk or by post at 35 Friars Way, Chertsey, Surrey, KT16 8PW.  Alternatively, you can telephone us on 07976 921 601.

How you can access your personal information

You have the right to ask for a copy of the personal information GCMA-CHCR hold relating to you. To do this please contact us by email manager@gcmachilternsandhomecounties.co.ukor by post at 35 Friars Way, Chertsey, Surrey, KT16 8PW.  Alternatively, you can telephone us on 07976 921 601.

You also have the right to lodge a complaint about our processing of your personal data with the UK’s Information Commissioner’s Office.

Changes to this privacy notice

We keep our privacy notice under regular review. This privacy notice was last updated on 18th March 2022.