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1. Introduction
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.
1.2 We will ask you to consent to our use of cookies in accordance with the terms of this policy when you first visit our website. By using our website an agreeing to this policy, you consent to our use of cookies in accordance with the terms of this policy.
1.3 Updating our Privacy Policy
1.3.1 With the introduction of new data privacy legislation known as GDPR on 25th May 2018 we are updating our Privacy Policy.
1.4 Purpose of holding personal data
1.4.1 Anyone who becomes a member and pays their subscription will be agreeing to our legitimate interest in holding information about them which is necessary for the administration of the club.
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) the information contained in or relating to any communications that you send to us or send through our website including the communication content and metadata 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;
(d) 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;
(i) verify compliance with the terms and conditions governing the use of our website;
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. Amendments
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 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. Cookies
12.1 A cookie is a piece of information that is stored on your computer's hard drive and which records how you move your way around a website so that, when you revisit that website, it can present tailored options based on the information stored about your last visit. Cookies can also be used to analyse traffic and for advertising and marketing purposes.
12.2 Cookies are used by nearly all websites and do not harm your system.
12.3 If you want to check or change what types of cookies you accept, this can usually be altered within your browser settings. You can block cookies at any time by activating the setting on your browser that allows you to refuse the setting of all or some cookies. However, if you use your browser settings to block all cookies (including essential cookies) you may not be able to access all or parts of our site.
How do we use cookies?
12.4 We use cookies to track your use of our website. This enables us to understand how you use the site and track any patterns with regards how you are using our website. This helps us to develop and improve our website in response to what you might need or want.
12.5 Cookies are either:
12.5.1 Session cookies: these are only stored on your computer during your web session and are automatically deleted when you close your browser -they usually store an anonymous session ID allowing you to browse a website without having to log in to each page but they do not collect any personal data from your computer; or
12.5.2 Persistent cookies: a persistent cookie is stored as a file on your computer and it remains there when you close your web browser. The cookie can be read by the website that created it when you visit that website again.
12.6 Cookies can also be categorised as follows:
12.6.1 Strictly necessary cookies: These cookies are essential to enable you to use the website effectively and therefore cannot be turned off. Without these cookies, the services available to you on our website cannot be provided. These cookies do not gather information about you that could be used for marketing or remembering where you have been on the internet.
12.6.2 Performance cookies: These cookies enable us to monitor and improve the performance of our website. For example, they allow us to count visits, identify traffic sources and see which parts of the site are most popular.
12.6.3 Functionality cookies: These cookies allow our website to remember choices you make and provide enhanced features. For instance, we may be able to provide you with news or updates relevant to the services you use. They may also be used to provide services you have requested such as viewing a video or commenting on a blog. The information these cookies collect is usually anonymised.
13. Data protection registration
13.1 As a non-profit, recreational organisation we are 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.