Old Etonian Golfing Society
Privacy Notice relating to the General Data Protection Regulation (from 25th May 2018)
and the storage and processing of Members’ Data
- Lawful Basis
The lawful basis for the electronic storage and processing of members’ personal data is that we are pursuing legitimate interests relating to the continued operation of the Society and we believe our members have an expectation to be contacted on these matters. We will not be seeking opt-in consent from each of you to continue to hold and use your data for these purposes.
- Personal Data Collected, Stored and Processed by the OEGS
The following personal data are collected by virtue of self-completed membership forms when members join the Society. Similar data is also collected when members enter the Spring, Summer and Scottish Meetings. This data is then stored and processed by the OEGS (though not all items are collected for all members):
- Name
- Home postal address
- Email address
- Home, mobile and work telephone numbers
- Golf handicap
- Golf club memberships
- Year of leaving Eton
- Where Data Are Stored and How They Are Protected
The data are stored in a database on The Old Etonian Golfing Society website (www.oegs.co.uk). This database can be accessed only by OEGS members by means of entering their personal email addresses and personal passwords. Additionally, home postal addresses are not available on the website.
The Hon. Secretary and Hon. Treasurer also store the data on Excel workbooks held on their personal and business computers which are password protected. The U35 co-ordinator holds data on U35 members.
- Who Has Access to the Data and for What Purposes?
The Hon. Secretary prepares an Excel workbook from the website database for the purposes of compiling the annual hard copy mailings of fixtures, newsletters and event entry forms. He also holds spreadsheets of entries for our major events. This data is stored on his password-protected personal computer.
The Hon. Treasurer prepares an Excel workbook from the website database for the purposes of monitoring annual subscription payments. This is stored on his password-protected personal computer.
The U35 Co-ordinator holds an Excel workbook from the website database of U35 members for the purpose of arranging and monitoring entries to U35 events and matches.
Committee members and match managers of the OEGS can access the personal data of other members from the website database using their login details and personal password. They also have access to a spreadsheet prepared by the Hon. Secretary of regular OEGS participants to help with attracting participants for matches. This is done for the purposes of arranging golf matches and related events.
We do not pass any data onto third parties or use this for any applications outside those stated above.
- For How Long Does the OEGS Plan To Keep the Data?
The data relating to each member are to be kept for as long as that individual remains a member of The Old Etonian Golfing Society, or:
- he asks The Hon. Secretary for his acceptance and data to be withdrawn
- he removes the data from the website database himself.
The data are updated either by The Hon. Secretary at the request of the member, or directly by the member.
Data relating to entries for meetings and events is kept electronically indefinitely following the events. Any paper entries are destroyed confidentially as soon as the event is complete.
- Does the OEGS Have a Function/Reason for Every Piece of Data Collected?
Names of members identify who are current members of the OEGS
Postal addresses are used for the annual hard copy mailing of fixtures, newsletters and event entry forms, and also to contact those members for whom current email addresses have not been provided. They are also used by Match Managers to identify potential players for matches based on their locality.
Email addresses are used for easy contact by those organising golfing events on behalf of the OEGS, and for other messages relating to The Society that need to be sent out by The Hon. Secretary and other members of the Committee.
Telephone numbers are used for last minute arrangements and also to contact those members for whom current email addresses have not been provided.
Golf handicaps are used to help select teams and prepare for event
Golf memberships are used to see who is a member of certain Clubs to help with the organisation and team selection for OEGS matches.
Year of leaving Eton is used to identify eligibility for U28 subsidies, U35 events and eligibility to win prizes for O50s.
- Mandatory Breach Notification
The Committee acknowledges that the GDPR requires the OEGS to notify members within 72 hours of any breach of data security. Such notification would be co-ordinated by the Hon. Secretary. It is in turn important that members report to the Hon. Secretary any suspected breaches of data security as soon as possible. The Committee are also required to notify the Information Commissioner’s office (ICO) of any data breach that risks the rights and freedoms of individuals.
