GENERAL DATA PROTECTION REGULATION

Below is a copy of an E mail I sent out today to all members aged 18 and over who we have a record of their E mail address.
If you did not receive it please let me know
Thanks
Mike Robson

GENERAL DATA PROTECTION REGULATION

Even though the UK is leaving the EU golf On the 25th of May 2018 the European Union’s General Data Protection Regulation (GDPR) comes into effect. These new rules are stricter than before and look to provide increased protection to individuals regarding who has their data, and how this data is used. It means that all golf clubs which hold data need to re-evaluate their processes.
clubs will still have to comply; although what happens after Brexit regarding this matter is unclear however the government has suggested that the basis of the new law will remain in place.
The golf club holds data like the names, addresses and phone numbers of all our members and limited bank details for those members that pay their fees by Direct Debit.
The new regulations are comprehensive and introduce new obligations for any organisation that handles data about EU citizens – whether that organisation is located in the EU or not. It places stricter responsibilities on organisations to prove they are adequately managing and protecting personal data.
As a golf club this will influence us in two ways, the first being related to correspondence with our members and visitors, such as newsletters from the Club Manager, Professional, Academy and The Shop.
Under the new rules all clubs must ensure that those receiving any communications have specifically ‘opted in’ – it is no longer enough to send out emails to people who signed up for them years ago.
To fully comply with the regulations the Club needs get everyone on our list who wishes to be kept up to date with information and news of what’s happening at the Club to specifically opt in to receive future communications.
The other part of the new regulations which will specifically have an impact on Swanston is in the storing of data. Under the new regulations, if a golf club employee leaves a list of members and their personal information out on his desk then they, and the club, would be in breach of the new rules. All personal information must be kept in a secure location – this means if it is a sheet which has been printed out it should be in a desk drawer which can be locked. If it is on a computer then it should be in an area which is password protected – if it is simply sitting on a desktop for anyone to access then this is a breach.
The fines that can potentially be imposed on any golf club not complying are significant.
All our members’ personal details are stored electronically and password protected in our Club V1 Administration System and currently only 5 members of staff can access these details.
We never print out a detailed list of our members’ personal details apart from names and handicaps.
The Members Contact Directory on the Clubs website can only be accessed by members and is therefore password protected and only lists your name, a contact number and E-mail address.
ALL INFORMATION RELATING TO ANY MEMBER UNDER 18 WILL BE REMOVED FROM THE MEMBERS CONTACT DIRECTORY BY THE 25th OF MAY AND ANYONE REQUIRING CONTACT DETAILS FOR ONE OF OUR JUNIORS WILL NEED TO PHONE/ SUBMIT THEIR REQUEST FOR CONSIDERATION TO ME
Please could you reply to this E mail by the 30th of April – all members who do not “opt-in” will NOT receive any E mails or correspondence from the Club after the 25th of May 2018
Mike Robson
Secretary/Club Manager
7th February 2018