Data Protection Policy information
This policy applies to:
- Douglas Park Golf Club
- all sites under the control of Douglas Park Golf Club
- all staff operating on behalf of Douglas Park Golf Club.
- It applies to paid staff and volunteers.
Policy operational date:
- With effect from 1st February 2018
- Policy prepared by: Ann Scott
- Data Protection Officer –Ann Scott
- Date approved Commitee:16th January 2018
- Policy review date: 1st February 2019
The purpose of this policy is to enable Douglas Park Golf Club to:
- comply with the law in respect of the data it holds about individuals;
- follow good practice;
- protect Douglas Park Golf Club members, staff and other individuals
- protect the Club from the consequences of a breach of its responsibilities.
The Data Protection Principles require that personal information is:
- processed fairly and lawfully
- processed for limited purposes
- adequate, relevant and not excessive
- accurate and up to date
- not kept for longer than is necessary
- processed in line with the rights of individuals
- not transferred to other countries without adequate protection
This policy applies to information relating to identifiable individuals, even where it is technically outside the scope of the Data Protection Act, by virtue of not meeting the strict definition of ‘data’ in the Act.
Douglas Park Golf Club will:
- comply with both the law and good practice
- respect individuals’ rights
- be open and honest with individuals whose data is held
- provide training and support for staff and volunteers who handle personal data, so that they can act confidently and consistently.
Douglas Park Golf Club has identified the following potential key risks, which this policy is designed to address:
- Breach of confidentiality (information being given out inappropriately).
- Insufficient clarity about the range of uses to which data will be put — leading to Data Subjects being insufficiently informed
- Breach of security by allowing unauthorised access.
- Failure to establish efficient systems of managing changes leading to personal data being not up to date.
- Harm to individuals if personal data is not up to date.
- Insufficient clarity about the way staff or volunteers’ personal data is being used e.g. given out to general public.
The Committee recognises its overall responsibility for ensuring that Douglas Park Golf Club complies with its legal obligations.
The Data Protection Officer is currently Ann Scott, with the following responsibilities:
- Briefing the Committee on Data Protection responsibilities
- Reviewing Data Protection and related policies
- Advising other staff on Data Protection issues
- Ensuring that Data Protection induction and training takes place
- Handling subject access requests
- Approving unusual or controversial disclosures of personal data
All staff and volunteers are required to read, understand and accept any policies and procedures that relate to the personal data they may handle in the course of their work.
Significant breaches of this policy will be handled under Douglas Park Golf Club’s disciplinary procedures.
This section of the policy only addresses security issues relating to personal data. It does not cover security of the building, business continuity or any other aspect of security.
Douglas Park Golf Club has identified the following risks:
- News articles on the website or distributed via emails: Individual sections of the club can post news articles on the website at www.douglasparkgolfclub.co.ukor send emails to members. If these articles include personal information regarding members, this information could potentially be misused by other members. Note the main website www.douglasparkgolfclub.co.ukdoesn’t store member email addresses or names for login or admin purposes.
- If any club tee time booking system or any club related app or website security is breached it might give a means of access to information about individuals once individual details are made accessible on line.
- Staff or volunteers with access to personal information could misuse it.
- Staff may be tricked into giving away information, either about supporters or colleagues, especially over the phone, through “social engineering”.
- Setting security levels Access to information on the main computer system will be controlled in accordance with our E-security procedure.
Data recording and storage
Douglas Park Golf Club will regularly review its procedures for ensuring that its records remain accurate and consistent and, in particular:
- ICT systems will be designed, where possible, to encourage and facilitate the entry of accurate data.
- Data on any individual will be held in as few places as necessary, and all staff will be discouraged from establishing unnecessary additional data sets.
- Effective procedures will be in place so that all relevant systems are updated when information about any individual changes.
- Member’s data held on any club related websites and online booking systems will required the permission of the member before the data becomes accessible to other members. Permission will be obtained by way of tick boxes required to be completed by each member when they first log on. These permissions may be withdrawn at any time by the member
Data will be stored on site. Douglas Park Golf Club will retain data for a minimum period of six years.
Archived paper records of members are stored on site.
Douglas Park Golf Club has installed a CCTV system which produces clear images which the law enforcement bodies can use to investigate crime and these can easily be taken from the system when required. sited cameras so that they provide clear images. positioned the cameras to avoid capturing images of persons not visiting the premises. sited monitors in a position that provides the staff with the security required whilst restricting as far as is practical the ability of the public to see them. placed visible signs showing that CCTV is in operation. a limited number of authorised persons that may access the recorded images from the CCTV system, which are securely stored. The recorded images are held for 7 days and with the exception of law enforcement bodies, images will not be provided to third parties.
The policy is to be reviewed on an annual basis or at such time that the Data Protection Act is amended.
Appendix i: Privacy statement
When you request information from Douglas Park Golf Club, sign up to any of our services where Douglas Park Golf Club obtains information about you. This statement explains how we look after that information and what we do with it.
We have a legal duty under the Data Protection Act to prevent your information falling into the wrong hands. We must also ensure that the data we hold is accurate, adequate, relevant and not excessive.
Member’s email address and/or telephone numbers may be given to other current members of the club for the purposes of facilitating activities pertaining to the club, where the information is not currently available on the member’s directory via the Club Apps.
Normally the only information we hold comes directly from you. Whenever we collect information from you, we will make it clear which information is required in order to provide you with the information, services you need. You do not have to provide us with any additional information unless you choose to. We store your information securely on our computer system, we restrict access to those who have a need to know, and we train our staff in handling the information securely.
We may also like to contact you in future to tell you about other services we provide. You have the right to ask us not to contact you in this way. We will always aim to provide a clear method for you to opt out. You can also contact us directly at any time to tell us not to send you any future marketing material.
You have the right to a copy of all the information we hold about you (apart from a very few things which we may be obliged to withhold because they concern other people as well as you). To obtain a copy write to the Data Protection Officer at Douglas Park Golf Club. We aim to reply as promptly as we can and, in any case, within the legal maximum of 40 days