Privacy Policy

Introduction

Kyles of Bute Golf Club (“we”, “us”, “our”) is committed to protecting your privacy and handling your personal data in a transparent and lawful manner. This Privacy Policy explains how we collect, use, store, and protect your personal information in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

This policy applies to visitors to our website, prospective members, members, guests, and anyone who contacts us.

Data Controller

For the purposes of UK GDPR, the Data Controller is:

If required, we can also be contacted regarding data protection matters using the contact details above.

Personal Data We Collect

When you contact us via our website or by email, we may collect:

• Name
• Email address
• Content of your enquiry or message

Our website does not use cookies, analytics, tracking technologies, or automated decision-making.

For members and applicants, we may collect and process additional personal data, including:

• Contact details (name, email address, telephone number, postal address)
• Membership status and category
• Handicap information and competition records
• Competition entries and results
• Records of attendance or participation in club activities
• Communications between you and the club

Where applicable, we may process limited financial information such as:

• Membership fees and subscription records
• Competition entry fees

Payment details are processed securely and are not stored unnecessarily by the club.

How We Use Your Personal Data

We use your personal data only where necessary and proportionate, including to:

• Respond to enquiries and requests
• Administer golf club membership
• Manage handicaps, competitions, and events
• Communicate important club information (such as course updates, competitions, or administrative notices)
• Maintain accurate club records

We do not use your personal data for marketing purposes unless you have explicitly requested or consented to this.

Legal Basis for Processing

Under UK GDPR, we rely on the following lawful bases:

Legitimate interests – to operate and manage the golf club, respond to enquiries, and administer membership and competitions

Contract – where processing is necessary to fulfil membership arrangements

Consent – where you have actively chosen to provide information or opted into specific communications

Legal obligation – where required to comply with applicable laws or regulations

Data Sharing

We do not sell, rent, or trade personal data.

Personal data may be shared only where necessary, for example with:

• National or regional golf governing bodies (e.g. for handicap administration)
• Competition or handicap management systems
• Professional advisers or regulators where legally required

Any third parties we use are required to handle data securely and lawfully.

Data Retention

We retain personal data only for as long as necessary for the purposes for which it was collected, including:

• Enquiry data: retained only while the enquiry is active
• Membership records: retained for the duration of membership and a reasonable period thereafter for administrative and legal purposes

Data is securely deleted or anonymised when no longer required.

How We Protect Your Data

We implement appropriate technical and organisational measures to safeguard your personal data, including access controls, secure systems, and responsible data handling practices, to protect against unauthorised access, loss, misuse, or disclosure.

Your Rights

Under UK GDPR, you have the right to:

• Request access to your personal data
• Request correction of inaccurate or incomplete data
• Request deletion of your personal data (where applicable)
• Request restriction of processing
• Object to processing based on legitimate interests
• Withdraw consent where consent is relied upon

To exercise any of these rights, please contact us via our website contact form.

Complaints

If you are unhappy with how we handle your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO). We encourage you to contact us first so we can address any concerns.

Changes To This Policy

We may update this Privacy Policy from time to time to reflect changes in law or our practices. The latest version will always be published on this page with an updated “Last updated” date at the top.