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Our privacy mission statement

At Royal Porthcawl Golf Club we value the trust placed in it by members, visitors, employees and suppliers who give us their personal data. Data security is a high priority and we aim to be as transparent as possible about what we do with personal data and why.


Our privacy statement for Royal Porthcawl

Your privacy is very important to us, and we understand how important it is to you. Our aim is to be as clear as possible about how we process your data. Royal Porthcawl Golf Club are committed to the privacy of all its users. We will make every effort to inform you about our privacy policies. Legislative controls over records, such as the General Data Protection Regulation (GDPR), will be adhered to.


Who are we:

“We” or “us” - Royal Porthcawl Golf Club is a Private Members Club whose registered address is Royal Porthcawl, Rest Bay, Porthcawl CF36 3UW.


Lawful collection of data - what we collect:


For Members

§  Name

§  Address

§  Contact information (email address and telephone numbers)

§  Emergency contact

§  Date of Birth

§  Gender

§  Subscription payment details

§  Handicap

§  Car registration(s)

§  Date of joining

§  Occupation

§  Medical status for buggy privileges


What we do with the information we gather:

we require this information to understand your needs and provide you with a better service, and in particular for the following reasons:

§  internal record keeping;

§  we may use the information to improve our products and services;

§  we may periodically deliver club news and information to the email address which you have provided;

§  from time to time, we may also use your information to send surveys within the Club (and the results of those surveys) to you;

§  we may contact you by email, phone or mail.


Members agree to opt in when becoming a member by completing a ‘Members personal data audit’ but have the right to unsubscribe at any time. By unsubscribing you will remain a club member but will no longer receive any further club news or information (excluding notice of general meetings and subscription renewals).


Member to Member Communication

We have identified a legitimate interest for Members contact details to be shared ‘Member to Member’. with other Members in the password protected area of the website and members only mobile app. Members need to be able to contact other Members to arrange golf (including knockout matches and social golf) as well as for Club related social activities. These two examples are integral to being a member of Royal Porthcawl Golf Club. Members contact details are shown in the Members Directory published on the website Members’ Directory on the password protected website and mobile app, and in the book of Members (known as The White Book). Members duly reserve the right to withdraw their information from the website at any time by emailing [email protected] and from The White Book prior to the date of publication thereof and in respect of which date Members will be notified in advance.


For Visitors/Customers/Contractors

§  Name

§  Contact information including email address and postal address

§  Other information relevant to your booking

§  In respect of contractors, other information relevant to the work being done and completed


What we do with the information we gather:

we require this information to understand your needs and provide you with a better service, to manage your booking and for the following reasons:

§  internal record keeping;

§  sending booking confirmation;

§  sending feedback questionnaires.

Where customers are contacted with information about services and offers we will ensure that this is in compliance with the GDPR.


For Staff

§  Name

§  Contact information including email address and physical address

§  Where appropriate qualification and CV information

§  HR and recruitment information


What we do with the information we gather?

We require this information for the following reasons:

§  internal record keeping;

§  we may use the information to improve our products and services with consent.

Members and Visitor / Customer information will only be used internally and never shared with third parties.


Details of the length of time the personal data will be held by the Club, normally:-   

- in the event that a member resigns from the Club, the personal data will be held until the Club Accounts have been completed for the accounting period covering the last subscription payment from the ex-member;

- in the event that an employee leaves employment, the personal data will be retained for up to 7 years from the date of leaving employment of the Club.

- data in respect of visitors and guests will be kept for up to 2 years after the date of visiting the Club, and will then be deleted, unless the visitor or guest has consented that the data be retained by the Club for future communications. 


Individual Rights

We adhere to the new rights for individuals as introduced by the GDPR in addition to modifications made to current individual rights as covered in the Data Protection Act (DPA).

You may request details of personal information, which we hold about you under the GDPR.

If you would like a copy of the information held on you please write to [email protected]



Royal Porthcawl Golf Club uses CCTV to capture images of individuals or information relating to individuals for Health and Safety and crime prevention.

Data is processed fairly and lawfully and images of people and the information which is derived from images – for example, vehicle registration numbers, are covered by the Data Protection Act. Recorded material is password protected and stored for a maximum of 30 days.



The entrance barrier will be fitted with ANPR to assist access control. Members and Visitors may elect to provide their vehicle registration as a means of automated access to the premises.



We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect online.

We will not store your personal information for any longer than we need to, however we may be obliged by law to store your communications and personal information and we may need to show details of these to government or authorised officials upon request.


All member information is stored securely by passwords, firewall, and all physical data is stored in a locked office.


How long do we keep personal information?

Our policy is to not hold personal information for longer than is necessary in any event. We have established data retention timelines (as particularised above) for all of the personal information that we hold based on why we need the information. The timelines take into account any statutory or regulatory obligations we have to keep the information, our ability to defend legal claims, our legitimate business interests, best practice and our current technical capabilities. We delete or destroy personal information securely in accordance with the Data Retention Policy.




We are committed to safeguarding the privacy of this website visitors; this policy sets out how we will treat your personal information.


(1) What information do we collect?
We may collect, store and use the following kinds of personal data:

(a) information about your computer and about your visits to and use of this website, such as your IP address, geographical location, browser type, referral source, length of visit and number of page views;
(b) information that you provide to us for the purpose of registering with us (including email address);

(c) information that you provide to us for the purpose of subscribing to this website services, email notifications and/or newsletters (including email address);

(d) any other information that you choose to send to us.


(2) Cookies
We use cookies on this website. A cookie is a text file sent by a web server to a web browser and stored by the browser. The text file is then sent back to the server each time the browser requests a page from the server. This enables the web server to identify and track the web browser.


We may send a cookie which may be stored on by your browser on your computer’s hard drive. We may use the information we obtain from the cookie in the administration of this website, to improve the website’s usability and for marketing purposes. We may also use that information to recognise your computer when you visit this website, and to personalise this website for you. Our advertisers may also send you cookies.


Most browsers allow you to refuse to accept cookies. (For example, in Internet Explorer you can refuse all cookies by clicking “Tools”, “Internet Options”, “Privacy”, and selecting “Block all cookies” using the sliding selector.) This will, however, have a negative impact upon the usability of many websites, including this one.


We use Google Analytics to analyse the use of this website. Google Analytics generates statistical and other information about website use by means of cookies, which are stored on users' computers. The information generated relating to this website is used to create reports about the use of the website. Google will store this information. Google's privacy policy is available at:


(3) Using your personal data
Personal data submitted on this website will be used for the purposes specified in this privacy policy or in relevant parts of the website. We may use your personal information to:

(a) administer the website;

(b) improve your browsing experience by personalising the website;

(c) enable your use of the services available on the website;

(d) send you general (non-marketing) commercial communications;

(e) send you email notifications which you have specifically requested;

(f) send to you our newsletter and other marketing communications (relating to our business or the businesses of carefully-selected third parties) which we think may be of interest to you by post or, where you have specifically agreed to this, by email or similar technology (you can inform us at any time if you no longer require marketing communications to be sent by emailing us at [email protected]);

(g) provide third parties with statistical information about our users – but this information will not be used to identify any individual user;

(h) deal with enquiries and complaints made by or about you relating to the website.

We will not without your express consent provide your personal information to any third parties for the purpose of direct marketing.


(4) Other disclosures
In addition to the disclosures reasonably necessary for the purposes identified elsewhere in this privacy policy, we may disclose information about you:

(a) to the extent that we are required to do so by law;

(b) in connection with any legal proceedings or prospective legal proceedings;

(c) in order to establish, exercise or defend our legal rights (including providing information to others for the purposes of fraud prevention and reducing credit risk);

Except as provided in this privacy policy, we will not provide your information to third parties.


(5) Security of your personal data
We will take reasonable technical and organisational precautions to prevent the loss, misuse or alteration of your personal information. We will store all the personal information you provide on our secure servers. Of course, data transmission over the internet is inherently insecure, and we cannot guarantee the security of data sent over the internet. You are responsible for keeping your password and user details confidential. We will not ask you for your password.


(6) Policy amendments
We may update this privacy policy from time-to-time by posting a new version on this website. You should check this page occasionally to ensure you are happy with any changes. We may also notify you of changes to our privacy policy by email.


(7) Your rights
You may instruct us to provide you with any personal information we hold about you. You may also instruct us not to process your personal data for marketing purposes by email at any time (In practice, you will usually either expressly agree in advance to our use of your personal data for marketing purposes, or we will provide you with an opportunity to opt-out of the use of your personal data for marketing purposes.)


(8) Third party websites
The website contains links to other websites. We are not responsible for the privacy policies or practices of third-party websites.


(9) Updating information
Please let us know if the personal information which we hold about you needs to be corrected or updated.


(10) Contact
If you have any questions about this privacy policy or our treatment of your personal data, please write to us by email to [email protected]

or by post to:-

Royal Porthcawl Golf Club
Rest Bay
South Wales
CF36 3UW


This privacy policy is based on a template created and distributed by


We will not sell, distribute or lease your personal information to third parties unless we have your permission or are required by law to do so. We may use your personal information to send you promotional information about third parties, which we think you may find interesting if you tell us that you wish this to happen.


If you believe that any information we are holding on you is incorrect or incomplete, please write to or email us as soon as possible, at the above address. We will promptly correct any information found to be incorrect.


Every effort is made to secure private data across all areas in which data is stored, in the unlikely event of a data breach, this will be reported to members and affected parties in compliance with the regulations.


We review our current privacy notices and may change this policy from time to time by updating this page. You should check this page from time to time to ensure that you are happy with any changes.