Who we are
Wrenmoor Heath Golf Club Limited (“the club”, “we”, “us”) is a private members' golf club registered in England and Wales, with its registered office at Wrenmoor Lane, Chobham Common, Surrey GU24 8QX. The club is the controller of the personal information described in this notice.
The Secretary, Helen Marsh, is responsible for data protection at the club. You can write to the Secretary at the address above, email secretary@wrenmoorheath.co.uk or telephone 01632 960 418.
What we collect
We collect only what we need to run the club, the course and the clubhouse. Depending on how you deal with us, that may include:
- Contact details: your name, postal address, email address and telephone number.
- Booking details: tee times, green fees paid, the players in your group, society and event arrangements, and dietary requirements you tell us about.
- Golfing details: your home club, handicap index and CDH number, and competition entries and scores.
- Membership details: your application, proposer and seconder, date of birth (for age-based categories), subscription and payment history, and locker allocation.
- Payment details: taken and held by our payment providers. We do not store full card numbers.
- Enquiries: what you write to us through this website, by email or by letter, and notes of telephone calls where we need to follow them up.
- Images: CCTV footage (see below), and photographs taken at club events.
How we use it
The law requires a lawful basis for each use of personal information. We rely on the following:
To provide what you have asked for (contract)
Taking and managing bookings, running your membership, arranging lessons, society days and private dining, and taking payment.
To run the club properly (legitimate interests)
Answering enquiries, organising competitions and handicaps, keeping the course and clubhouse safe and secure, keeping accounts, and letting members know about club news and fixtures. We balance these interests against yours and you can object at any time.
Where the law requires it (legal obligation)
Keeping financial records, meeting licensing and health and safety duties, and responding to lawful requests from the authorities.
With your consent
Sending marketing emails to non-members, and using photographs in which you can be clearly identified for publicity. You can withdraw consent at any time by emailing the Secretary or using the unsubscribe link in any email.
Members and handicaps
If you are a member, we share your name, CDH number and scores with England Golf so that your handicap index can be calculated under the World Handicap System. England Golf is a separate controller of that information and publishes its own privacy notice.
Members' names, categories and handicap indexes may appear on competition results, draw sheets and honours boards in the clubhouse. Contact details in the members' directory are shared only with other members, and only if you agree.
CCTV
The club uses CCTV at the entrance, in the car park and in the pro shop to protect people and property. Signs show where cameras operate. Footage is kept for 30 days unless it is needed to investigate an incident, and is viewed only by authorised staff or the police.
How long we keep it
- Enquiries
- 12 months after our last reply, unless they lead to a booking or membership.
- Visitor bookings
- Two years after the round, then kept only as anonymous totals.
- Membership records
- For the length of your membership and six years afterwards.
- Financial records
- Six years from the end of the financial year they relate to.
- Competition results
- Kept permanently as part of the club's history.
Your rights
You have the right to:
- ask for a copy of the personal information we hold about you;
- ask us to correct information that is wrong or incomplete;
- ask us to delete information, or to restrict how we use it, in some circumstances;
- object to our use of your information where we rely on legitimate interests, and to direct marketing at any time;
- ask for information you gave us to be passed to another organisation in a common format.
To use any of these rights, contact the Secretary. We will reply within one month, and there is normally no charge.
Complaints
If you are unhappy with how we have handled your information, please tell the Secretary first so we can put it right. You also have the right to complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113.
Changes to this notice
We review this notice each year and whenever the way we use personal information changes. The date at the top of the page shows when it was last updated. Significant changes will be announced to members by email.