The Wychwood Golf Club respects your privacy and is committed to protecting your personal data.
This Privacy Notice explains how we collect, use, storeand protect your personal information when you apply for or hold membership, book a visitor round, book or use the driving range, contact us or use our website and services.
The Wychwood Golf Club
Lyneham
Oxfordshire
OX7 6QQ
Email: info@thewychwood.com
Telephone: (01993) 831841
Depending on how you interact with us, we may collect:
• Name, title and date of birth, where relevant.
• Postal address, email address and telephone number.
• Membership application and membership-status information.
• Membership category, joining date, subscription detailsand renewal information.
• Visitor booking details, including the names of players and booking dates and times.
• Driving-range booking details, including the date, time, bay or session booked and number of users.
• Handicap, golfing information and competition or playing records, where relevant to membership or golf administration.
• Payment, transaction, subscription and billing information.
• Communication preferences and records of correspondence.
• Information submitted through enquiry forms, booking systems or membership applications.
• Website, device and cookie information, such as IP address, browser type and website usage data.
• Photographs or video footage where used for security, operational, promotional or club-event purposes, subject to applicable requirements.
Please do not provide sensitive personal information unless it is necessary and specifically requested.
We may use your information to:
• Process and administer golf-club membership applications.
• Manage membership accounts, renewals, subscriptions and benefits.
• Maintain an accurate membership register.
• Process visitor bookings and manage tee-time availability.
• Process driving-range bookings and manage range capacity.
• Take payments and administer refunds, cancellations and outstanding balances.
• Provide booking confirmations, reminders and other service communications.
• Contact members and visitors about changes affecting bookings, facilities or opening hours.
• Administer competitions, handicap records and golfing activities, where applicable.
• Manage access to facilities and club services.
• Provide customer service and respond to enquiries or complaints.
• Maintain the safety and security of members, visitors, staff and property.
• Prevent fraud, misuse and unauthorised access.
• Maintain business, accounting and operational records.
• Improve our facilities, services, website and booking processes.
• Send information about club events, services, offers oractivities where permitted by law.
• Comply with legal, regulatory, insurance and health-and-safety obligations.
If you become a member, we may use your information to:
• Set up and manage your membership account.
• Collect membership fees and subscriptions.
• Communicate with you about membership matters.
• Manage access to member facilities and services.
• Administer competitions, handicaps, fixtures and results, where applicable.
• Provide member directories, start sheets or competition information where appropriate and permitted.
• Deal with membership enquiries, complaints and disciplinary matters.
• Meet our legal, insurance and safe guarding responsibilities.
If we publish member names, competition results, photographs or similar information, we will do so in accordance with our legitimate interests, club rules, applicable policies and any consent requirements that apply.
When a visitor books a tee time or facility, we may collect the information needed to:
• Confirm and manage the booking.
• Contact the visitor about changes, cancellations or delays.
• Take payment and process refunds.
• Manage the course, clubhouse and visitor facilities.
• Maintain records of transactions and bookings.
• Protect the safety and security of visitors and staff.
Where a member makes a booking on behalf of another person, the member should ensure that the other person is aware that their personal information has been provided to us.
For driving-range bookings, we may collect and use information such as the booker’s name and contact details, booking time, bay orsession details, number of users and payment information.
We use this information to administer bookings, provide confirmations and reminders, manage availability, process payments and improve the operation of the driving range.
We do not sell your personal data.
We may share relevant information with trusted serviceproviders (Intelligent Golf) where necessary to operate the club, including:
• Membership and golf-management system providers.
• Tee-time and driving-range booking providers.
• Payment processors and banks.
• Website hosting, maintenance and security providers.
• Email, SMS and communication providers.
• Accounting, legal, insurance and professional advisers.
• Competition, handicap or golfing organisations, where relevant.
• Security, maintenance and facilities providers.
• Emergency services, regulators or public authorities where required by law.
We require service providers to process personal data only for authorised purposes and to apply appropriate security measures.
Some of our service providers may process personal dataoutside the United Kingdom or European Economic Area.
Where this occurs, we will ensure that appropriate safeguards are in place, such as an adequacy decision, approved contractual safeguards or another lawful transfer mechanism.
We keep personal data only for as long as reasonably necessary for the purposes described in this notice.
Retention periods may include:
• Membership records: while you are a member and for 12months after membership ends.
• Visitor and driving-range booking records: for 12months after the booking.
• Payment and accounting records: for the period requiredby applicable tax and accounting laws.
• Enquiry and correspondence records: for 12 months.
• Marketing records: until you opt out or withdraw consent, unless another lawful basis applies.
• Security or CCTV footage: for 12 months, unless required for an incident, investigation or legal claim.
When information is no longer required, we securely delete it or anonymise it.
We may contact you about club news, events, services,offers or activities were permitted by law.
You can opt out of marketing communications at any time by:
• Using the unsubscribe link in an email.
• Contacting us at mailto:info@thewychwood.com
You will continue to receive essential communications relating to your membership, booking, payment or use of the club.
Our website may use cookies and similar technologies.
Some cookies are necessary for the website to operate. Other cookies may be used for analytics, preferences or marketing.
We may use CCTV or other security systems at relevant club locations to help protect members, visitors, staff and property and to prevent or investigate crime, accidents or misuse.
We may also take photographs or record video at club events, competitions or activities. We will provide appropriate information and seek consent where required, particularly when images are intended for promotional or public use.
Depending on the circumstances, you may have the right to:
• Request access to the personal data we hold about you.
• Ask us to correct inaccurate or incomplete information.
• Ask us to erase your personal data.
• Ask us to restrict how we process your information.
• Object to processing based on legitimate interests.
• Object to direct marketing.
• Request data portability.
• Withdraw consent where processing is based on consent.
• Complain to a data-protection regulator.
To exercise your rights, contact us using the details inSection 1. We may need to verify your identity before responding.
We will normally respond within one month, although this may be extended where legally permitted for complex requests.
If you have concerns about how we use your personal data, please contact us first so that we can try to resolve the issue.
If you are in the United Kingdom, you can also contact the Information Commissioner’s Office:
Information Commissioner’s Office
Website: https://ico.org.uk/make-a-complaint/
Telephone: 0303 123 1113
We may update this Privacy Notice from time to time to reflect changes to our services, technology, legal obligations or data-processing practices.
The latest version will be published on this page withthe updated date.
