Documents + Meetings

1. Who We Are

Marston Golf Society (“we”, “us”, “our”) is a registered charity that organises golf events and maintains a membership list for the purpose of running competitions, handicaps, and society activities.
We are the Data Controller for the personal data described in this policy.

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2. What Personal Data We Collect

We collect and store only the minimum data required to run the society effectively:
- Full member names
- Golf tee selection (e.g., men’s tees or women’s tees)
We do not collect or store:
- Phone numbers
- Email addresses
- Postal addresses
- Any other contact details
Although we do not explicitly store gender or sex, sex may be inferred from:
- A member’s name
- The tee they play from (men’s/women’s tees)
This is considered indirectly inferred personal data under GDPR.

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3. Why We Collect This Data

We process this limited information to:
- Organise golf events and competitions
- Allocate players to appropriate tees
- Maintain fair and accurate scoring
- Manage membership lists
- Fulfil our obligations as a registered charity

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4. Lawful Basis for Processing

Our lawful basis under GDPR is:
Legitimate Interests (Article 6(1)(f))
We require this minimal data to operate the society, run competitions, and maintain accurate records. The data we hold is low‑risk, proportionate, and essential for the functioning of the charity.

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5. How We Use and Store the Data

Your data is used solely for:
• Competition administration
• Event organisation
• Internal record‑keeping
We do not use your data for marketing.
We do not share your data with third parties except essential service providers such as our website hosting provider.

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6. Data Sharing

We may share data only with:
• Our website hosting provider, who stores the membership database securely
• Competition software or scoring tools, if used internally
We do not sell, trade, or transfer personal data to any external organisations.

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7. Data Retention

We retain member names and tee selections only for as long as the individual remains a member of the society.
When a member leaves, their data is removed from active systems within a reasonable timeframe.

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8. Data Security

We take appropriate technical and organisational measures to protect your data, including:
- Secure hosting
- Access controls
- Minimal data collection
- Regular review of stored information
Because we store only names and tee selections, the risk profile is intentionally low.

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9. Your Rights Under GDPR

Members have the right to:
- Access the data we hold about them
- Request correction of inaccurate data
- Request deletion of their data
- Object to processing
- Raise concerns with the Information Commissioner’s Office (ICO)
To exercise any of these rights, please contact the society’s committee or data protection contact.

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10. Contact Details

As we do not store contact details, members should contact the committee through the usual society communication channels (e.g., in person at events or via the society’s website contact form, if available).

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11. Changes to This Policy

We may update this policy from time to time. The latest version will always be available on our website.

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