1. Introduction

Kingswinford Golf Society (website address: https://kingswinfordgolf.co.uk/) values your privacy and trust. We are a United Kingdom-based sports society managing membership, handicap verification, and competition scoring.

Please read this Privacy Policy, which outlines how we collect, use, and protect your personal data in strict accordance with the UK GDPR and the Data Protection Act 2018.

2. Data Collected

Data Storage Location

We operate web servers hosted within secure data centres. Our hosting infrastructure complies fully with UK data protection legislation, ensuring that your personal information is securely processed, stored, and kept strictly confidential under the UK GDPR framework.

Registration and Member Data

When you register as an active member on our website, we store your chosen username, email address, actual name, and any additional personal information added to your profile. You can view, edit, or delete your personal information at any time (except your username). Website administrators and society officials can also view and edit this information to manage society operations.

Handicap and Competition Data

To maintain active society standings, your World Handicap System (WHS) index, historical scores, player rosters, and competition records are processed on this platform. This data is synchronised alongside external management tools to facilitate fair tournament scoring, automated leaderboard generation, and administrative compliance.

Contact Forms & Comments

Information submitted through any contact form on our site is delivered directly to our secure administration email. These submissions are retained solely for member services and general enquiries; they are never utilised for unauthorised external marketing or transferred to unlisted third parties. If you leave comments on the website, we collect the data shown in the comments form, alongside the visitor’s IP address to aid automated spam detection.

Lawful Basis for Processing Personal Data

We process your personal information under the following lawful grounds:

• To verify and identify individual users accessing secure member areas.
• To administer handicaps, compute tournament scores, and manage prize tracking.
• To transmit essential society updates, fixture changes, and dashboard announcements.
• To audit active accounts to prevent fraudulent access and secure player data.
• To guarantee smooth administrative coordination across our playing calendar.

3. Embedded Content and Portals

Pages on this site may feature embedded data structures or external portals, such as our interactive handicap scoring links (Master Scoreboard). Embedded content from third-party services behaves in the exact same manner as if the visitor had navigated directly to that external platform.

These independent platforms may collect data about you, deploy tracking cookies, append separate third-party monitoring code, or observe your precise interactions with that embedded element—particularly if you maintain an active, logged-in account with that specific service provider.

4. Cookies

This website uses cookies—small textual data files deployed to your device to deliver an optimised browsing experience. Cookies preserve individual user preferences, track authenticated login states across membership columns, and provide entirely anonymised analytical trends. While cookies exist to enhance operation, you can choose to disable cookie permissions directly inside your browser settings at any time.

Necessary Membership Cookies

• wp-auth / wordpress_logged_in: Utilised by WordPress to recognise your logged-in session, handle password tokens, and verify security clearances.
• wp-settings: Preserves individual dashboard layout configurations based on your unique user database profile identifier.

5. Who Has Access to Your Data

For unregistered public visitors browsing our public fixture list, no personal identifying data is captured or retained. For registered society members, your provided registration info and handicap tracking logs are accessible exclusively by:

• Our designated website system administrators.
• Appointed society committee officials (such as the Handicap Secretary and Administration) to compute competition standings and manage operational tasks.

6. Third-Party Data Processing

We do not lease, sell, or distribute your personal details to outside commercial entities. Data transmission is strictly confined to compliant processing partners vital to fulfilling our society operations:

Master Scoreboard (Club Systems International Ltd)

To host live leaderboard calculations and WHS handicap indexing, essential database references are securely integrated via Club Systems International Ltd cloud parameters. This ensures synchronised performance metrics for the society. All external processing aligns fully with UK data security regulations.

7. Data Retention & Security Measures

For registered profiles, all input metrics remain stored inside your active account database record. Historical tournament score tallies are kept indefinitely to protect sporting record archive integrity.

We deploy strict SSL/HTTPS encryption protocols right across our web domain. This encrypts the transmission of your credentials and profile metrics, preventing unauthorised intercept or data extraction by malicious third parties. In the highly unlikely event of a security compromise, our administrative team will deploy immediate containment procedures and fulfil all data breach reporting mandates required by the Information Commissioner’s Office (ICO).

8. Your Statutory Data Rights (UK GDPR)

Under United Kingdom data protection laws, society members hold full statutory rights over their personal information. You possess the right to request a formal copy of your compiled personal data files via a Subject Access Request (SAR).

Furthermore, you can request the absolute erasure or rectification of any stored personal fields. This option excludes tracking variables we are legally or historically obligated to preserve for administrative continuity, insurance mandates, or secure tournament record logs. Complete profile erasure will naturally result in the immediate termination of active portal membership permissions. You also retain the right to lodge inquiries directly with the Information Commissioner’s Office (ICO) if you believe your data has been handled incorrectly.