GINS Privacy Policy

Whose information do we collect?

  • Members of the Society
  • Friends of the Society (these are people who are interested in what we do but do not necessarily want to be a member or were past members who want to stay in touch).
  • Sponsors of the Society’s events. The sponsor usually nominates one or more employees to be our contact with the organisation.
  • Participants in competitions and trips away from our home bases

Members

  • What we collect
    • Name, nationality, ID (NIE or passport), phone number and email address.
  • Why we collect it
    • Most of this information is required by Spanish Law. We also need your contact details so that we can get in touch with you. Our main method of communication is by email, but we may, in emergencies, need to contact you by telephone.
  • Where we get it from
    • You! (and only you).
  • Where we keep it and who has access
    • This information is stored in a secure database under contract with Drop Box. Access to this database is restricted to authorised people and is by use of username and password. The database is backed-up frequently; these backups are also stored on the server but cannot be accessed without a special permission.
  • How long we keep it
    • The information in the database is updated throughout the calendar year and only applies to the current year (except for a transition period between seasons). The backups are kept for 5 years.
  • What we do with it
    • This database forms the basis for our email campaigns. Our own bespoke email system takes information from the database.
  • Sharing with third parties
    • We may be required to send information about you to FREG
    • We would also share information with the appropriate Spanish Authorities should they demand it.
    • We do not use a third party emailing company.
    • We do not release your information to any other third parties, if you receive a communication about our Sponsors, FREG related or other matter of golfing interest it will have been generated by us and sent through our own email system

Friends and Sponsors

  • What we collect
    • Friend: Name and email address of a person who has asked to be put on to our mailing list.
    • Sponsor: Name, address, telephone number and email address of the person nominated as the contact point by one of our sponsors.
  • Why we collect it
    • So that we can keep them up to date about our activities by sending them our electronic Newsletter and Weekly eNews
  • Where we get it from
    • From the people directly affected.
  • Where we keep it and who has access
    • This information is stored in a database in Drop Box . Access to this database is restricted to authorised people and is by use of username and password. The database is backed-up frequently; these backups are also stored on the server but cannot be accessed without a special program.
  • How long we keep it
    • The information in the database is updated throughout the season and only applies to the current season (except for a transition period between seasons). The backups are kept for 6 years.
  • What we do with it
    • Sending Newsletters
  • Sharing with third parties
    • We do not share this information with anyone

Participants
i.e. In weekly Games, Away Games & Annual Away Trip

  • What we collect
    • Depends on the event. Normally the names of the participants and the contact details of the person making the booking. Also whether each participant is a member or not.
    • Some events may include a meal, for which we have to book in advance. In this case we also ask you to tell us about any dietary restrictions that the restaurant will need to know about.
  • Why we collect it
    • We need a certain information to plan and execute the event.
  • Where we get it from
    • The information comes from the person making the booking.
  • Where we keep it and who has access
    • The information you give us is stored in a database on our website server. It can only be accessed by a limited number of authorised people, using a username and password.
  • How long we keep it
    • All the information is deleted at the end of the season.
  • What we do with it
    • We use it for the event.
  • Sharing with third parties
    • We do not normally share the information.
    • However, an event may involve an overnight stay in a hotel. We give you the option to choose the type of room (single/shared). This information is used for booking purposes with the hotel. The hotel may also ask for passport details of the participants. It should be noted that this may involve passing information to the hotel. All this information is destroyed once the event has taken place.

Your Rights

The General Data Protection Regulations give you, the individual, certain rights. We, the organisation, are required to tell you of these rights. Not all of these rights are relevant to your interaction with this Society, but they are all shown below for the sake of completeness. The abbreviation ‘DPO’ means Data Protection Officer.

  • The right to be informed & the right of access
    • You are entitled to see the information we have about you.
    • If you want to take up that right, send an email to the DPO (rhdurston@aol.com).
    • Please note – the DPO will need to satisfy himself that you have a legitimate claim to see the information. Therefore you should provide at least your name, email address and (if a member) the first line of your postal address.
  • The right to rectification
    • You have the right to have errors corrected. You should send details to the DPO (rhdurston@aol.com)
  • The right to erasure
    • Send details to the DPO (rhdurston@aol.com) if you want to be removed from our records. Note this may not be possible if there is a conflict with other legal requirements of the FREG and other Spanish Authorities.
  • The right to restrict processing
    • This is not relevant to this Society.
  • The right to data portability
    • This does not apply to this Society.
  • The right to object
    • You can “object to certain types of processing, e.g. direct marketing and decisions based solely on automated processing”. This is not relevant to this Society.
  • The right not to be subject to automated decision-making including profiling
    • This does not apply to this Society

Spain