1.1 We are committed to safeguarding the privacy of our members and website visitors; in this policy we explain how we will treat your personal information.
2. Collecting personal information
2.1 We may collect, store and use the following kinds of personal information:
(a) 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 paths;
(b) information that you provide when completing your profile on our website including your name, address, telephone numbers, email address, date of birth, school details and golf details;
(c) information relating to any purchases you make such as our subscriptions or any other transactions that you enter into through our website;
(d) information that you post to our website for publication on the internet including any pictures and the content of your posts;
(e) information contained in or relating to any communications that you send to us or send through our website including the communication content and meta data associated with the communication;
(f) any other personal information that you choose to send to us; and
(g) the results of any competitions which you may have entered.
2.2 Before you disclose to us the personal information of another person, you must obtain that person's consent to both the disclosure and the processing of that personal information in accordance with this policy.
3. Using your personal information
3.1 Personal information submitted to us through our website will be used for the purposes specified in this policy or on the relevant pages of the website.
3.2 We may use your personal information to:
(a) administer our website and society;
(b) personalise our website for you;
(c) enable your use of the services available on our website;
send statements, invoices and payment reminders to you, and collect payments from you;
(e) send you email notifications that you have specifically requested;
(f) send you our email newsletter, if you have not opted out of email correspondence (you can inform us at any time if you no longer wish to receive emails);
(g) deal with enquiries and complaints made by you relating to our website;
(h) keep our website secure and prevent fraud; and
(i) verify compliance with the terms and conditions governing the use of our website; and]
3.3 If you submit personal information for publication on our website, we will publish and otherwise use that information in accordance with the licence you grant to us.
3.4 We will not, without your express consent, supply your personal information to any third party for the purpose of their or any other third party's direct marketing.
4. Disclosing personal information
4.1 We may disclose your personal information to any of our officers, professional advisers, agents, suppliers or subcontractors insofar as reasonably necessary for the purposes set out in this policy.
4.2 We may disclose your personal information to the Harrow Association insofar as reasonably necessary for the purposes set out in this policy.
4.3 We may disclose your personal information:
(a) to the extent that we are required to do so by law;
(b) in connection with any ongoing or prospective legal proceedings;
4.4 Except as provided in this policy, we will not provide your personal information to third parties.
5. International data transfers
5.1 Personal information that you publish on our website or submit for publication on our website may be available, via the internet, around the world. We cannot prevent the use or misuse of such information by others.
6. Retaining personal information
6.1 This Section 6 sets out our data retention policies and procedure, which are designed to help ensure that we comply with our legal obligations in relation to the retention and deletion of personal information.
6.2 Personal information that we process for any purpose or purposes shall not be kept for longer than is necessary for that purpose or those purposes.
6.3 Without prejudice to Section 6.2, we will usually delete personal data falling within the categories set out below at the date/time set out below:
(a) Information on deceased members will be deleted within 12 months of notification; and
(b) Information on members ceasing to be members will be deleted within 5 years.
6.4 Notwithstanding the other provisions of this Section 6, we will retain documents (including electronic documents) containing personal data:
(a) to the extent that we are required to do so by law;
(b) if we believe that the documents may be relevant to any ongoing or prospective legal proceedings; and
(c) in order to maintain the integrity of our archives.
7. Security of your personal information
7.1 We will take reasonable technical and organisational precautions to prevent the loss, misuse or alteration of your personal information.
7.2 We will store all the personal information you provide on our secure hosted servers and keep occasional backups elsewhere;
7.3 You acknowledge that the transmission of information over the internet is inherently insecure, and we cannot guarantee the security of data sent over the internet.
7.4 You are responsible for keeping the password you use for accessing our website confidential; we will not ask you for your password (except when you log in to our website).
8.1 We may update this policy from time to time by publishing a new version on our website.
8.2 You should check this page occasionally to ensure you are happy with any changes to this policy.
8.3 We may notify you of changes to this policy by email or on our website.
9. Your rights
9.1 You may instruct us to provide you with any personal information we hold about you; provision of such information may be subject to:
(a) the payment of a fee; and
(b) the supply of appropriate evidence of your identity.
9.2 You may instruct us at any time not to process your personal information for marketing purposes.
9.3 In practice, you will usually either expressly agree in advance to our use of your personal information for marketing purposes, or we will provide you with an opportunity to opt out of the use of your personal information for marketing purposes.
10. Third party websites
10.1 Our website includes hyperlinks to, and details of, third party websites.
10.2 We have no control over, and are not responsible for, the privacy policies and practices of third parties.
11. Updating information
11.1 Please let us know if the personal information that we hold about you needs to be corrected or updated.
11.2 Although we provide tools for you to update your own information we are happy to update it for you.
12.2 A cookie is a file containing an identifier (a string of letters and numbers) that is sent by a web server to a web browser and is stored by the browser. The identifier is then sent back to the server each time the browser requests a page from the server.
12.3 Cookies may be either "persistent" cookies or "session" cookies: a persistent cookie will be stored by a web browser and will remain valid until its set expiry date, unless deleted by the user before the expiry date; a session cookie, on the other hand, will expire at the end of the user session, when the web browser is closed.
12.4 Cookies do not typically contain any information that personally identifies a user, but personal information that we store about you may be linked to the information stored in and obtained from cookies.
13. Data protection registration
13.1 As a non-profit organisation we consider ourselves exempt from registration as a data controller with the UK Information Commissioner's Office.
14. Our details
14.1 This website is owned and operated by The Old Harrovian Golfing Society.
14.2 You can contact us by writing to the postal or email address of the Hon. Sec. shown on the website, or by telephoning the Hon. Sec. on the telephone number shown on the website.