Privacy Notice

PRIVACY NOTICE - AERO GOLFING SOCIETY

Introduction
  • The Aero Golfing Society is committed to protecting your personal information and respecting your privacy.
  • This Privacy Notice sets out the basis on which any personal data that we collect from or about you, or that you provide to us, will be processed by us.
  • For the purpose of the General Data Protection Regulation [the GDPR], the data controller is the Aero Golfing Society. T
  • This privacy notice tells you what to expect us to do with your personal information:
    • Contact details
    • What information we collect, use, and why
    • Lawful bases and data protection rights
    • Where we get personal information from
    • How long we keep information
    • How to complain

Contact details
 Email:This email address is being protected from spambots. You need JavaScript enabled to view it.

What information we collect, use, and why
We collect or use the following information for provision of membership services, including membership database, event management and subscription management:

  • Names and contact details
  • Purchase or account history
  • Records of meetings and decisions
  • Information relating to compliments or complaints
  • Recorded images, such as photos or videos
  • Records of consent, where appropriate

Lawful bases and data protection rights
Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.

Which lawful basis we rely on may affect your data protection rights which are set out in brief below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:

  • Your right of access - You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. Read more about the right of access.
  • Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. Read more about the right to rectification.
  • Your right to erasure - You have the right to ask us to delete your personal information. Read more about the right to erasure.
  • Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information. Read more about the right to restriction of processing.
  • Your right to object to processing - You have the right to object to the processing of your personal data. Read more about the right to object to processing.
  • Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. Read more about the right to data portability.
  • Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. Read more about the right to withdraw consent.

If you make a request, we must respond to you without undue delay and in any event within one month.

To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.

Our lawful bases for collecting or using personal information for provision of membership services, including membership database, event management and subscription management are:

  • Consent - we have permission from you after we gave you all of the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
  • Legitimate interests – we are collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are that the information is required in order to:
    • maintain a register of members 
    • maintain a record of payment of membership subscriptions 
    • provide member services, principally management of golf events, including communication about events and administration of event entries 

For more information on our use of legitimate interests as a lawful basis you can contact us using the contact details set out above.

Where we get personal information from? 

    • Directly from you.

Who has access to the data?

  • We do not share personal information with any other organisation or overseas.
  • The Society’s Admin Secretary, Fixtures Secretary, Treasurer, Webmaster and technical administrator have access to the data on an administration website, including write, edit and delete privileges, using an individual username and password. 
  • The Treasurer also maintains a spreadsheet with a record of members names and the date and amount of subscriptions they have paid. 
  • Some of your personal data, including name, personal biography, email address and telephone number, can be viewed on the 'Members' Area' of the website, but only by members of the Aero Golfing Society and via a unique username and password-protected login. Logged in members can also see the names of members and their guests who have entered any of the Society's events. 
  • We publish the reports and results of our events, including the names of prizewinners, in the News section of the website, which is open to the public. The images and any annotations to images published in the website Gallery are also open to the public.
  • Our website technical administrator (Ian Southwell) has access to the website data solely for the purposes of maintaining the technical integrity of the website.
  • The Aero Golfing Society website, including the membership database, is hosted by Krystal Hosting Limited, a UK based company. The website information is stored on servers located in the UK. Krystal support staff have access to the databases for the purposes of providing technical support. The webmaster and technical administrator also have full access to the website database, using individual usernames and passwords. 

How long do we keep information?

We retain your information for the duration of your membership of the Society. If you cease to be a member of the Society, we will retain a record of your name and your period of membership as part of the Society’s historical record. You have the right to withdraw your consent for the retention of this information at any time.

Periodic Review

The Society’s Privacy Policy will be reviewed annually, or earlier in the event in any changes to the applicable legislation or regulations.

How to complain

If you have any concerns about our use of your personal information, you can make a data protection complaint to us: Email: This email address is being protected from spambots. You need JavaScript enabled to view it.

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.  The ICO’s address is: Information Commissioner’s Office Wycliffe House Water Lane Wilmslow Cheshire SK9 5AF Helpline number: 0303 123 1113 Website: https://www.ico.org.uk/make-a-complaint



Version 2.0 11 August 2026