Privacy Policy
Our Privacy Notice - your rights, your information and how we use it
SRUC is committed to protecting your personal information.
Our Privacy Policy contains important information about what personal details we collect; what we do with that information; who we may share it with and why; and your choices and rights when it comes to the personal information you have given us.
We may need to make changes to our Privacy Policies; so please check our website for updates from time to time. If there are important changes such as changes to where your personal data will be processed; we will contact you to let you know.
This version of our Privacy Policy was last updated May, 2018.
Who we are:
This Privacy Policy applies to SRUC and SAC Commercial:
How to contact us
If you have any questions about our Privacy Policy or the information we collect or use about you, please contact;
The Data Protection Officer
Scotland’s Rural College (SRUC)
Peter Wilson Building
Kings Buildings
West Mains Road
Edinburgh
EH9 3JG
Email:
[email protected]
Information we collect and use
When you register as a season ticket holder of Elmwood Golf or renew your season ticket (including if you are registering or renewing on behalf of a child under the age of 16), we may ask you for all or some of the following personal information:
•Name and contact details such as address, email, phone number, date of birth, gender etc.
•Membership criteria/category – for example adult, junior, inclusive, flexible etc.
•Information on children (Junior Season Ticket) where a child is named on a season ticket taken out by a parent or guardian on their behalf. In these cases, we will collect and use only the information required to identify the child (such as their name, age, gender)
•Informtion you may provide us about other people e.g. joint applicants or beneficiaries for products you have with us.
•Bank Details (Direct Debit Only) – account number, sort code, card details etc.
•Details of golfers’ visits to Elmwood Golf website, BRS booking system, playing statistics and other information provided such as responses to surveys and marketing preferences.
•Video Information e.g. visual images collected via closed circuit television (CCTV).
•Set up your online tee time reservations account and give you access to online bookings.
•Send you membership communications by post or email in relation to essential membership services, including but not limited to, membership renewals, course updates, competition information, health and safety etc.
•Promote and encourage participation in golf.
•On occasion our competitions and events may be filmed or photographed and data captured may be used for promotional, education and development purposes.
•For internal record keeping.
•Information that is automatically collected e.g. via cookies when you visit our website.
What are cookies?
A cookie is a small file – it’s saved onto your computer or other device when you visit our website.
Cookies store small pieces of information. For example - they will remember you've visited our website or performed a certain action.
We use cookies to help us improve your experience when you visit our website. For example, a cookie might store information so you don't have to keep entering it.
Cookies also let us know which pages of our website you visited; they help us develop and market our products and services. They also help us track sales.
Persistent cookies - these stay valid, and will work until their expiry date (unless you delete them before they expire)
Session cookies - these expire when you close your web browser
SRUC operates many different websites, where we use, store and process your information in a way that is specific to that application. As a consequence we have many different cookie policies and these can be accessed by clicking on the ‘Privacy Policy’ link at the foot of each webpage.
Where we collect your information
We may collect your personal information directly from you, from a variety of sources, including:
•A season ticket application or renewal form
•Telephone conversations with us
•Emails or letters sent to us
•Meetings with one of our staff
•Registering for one of our events e.g. golf competition, training sessions
•Participating in our research or other surveys
•our online services such as websites, social media and mobile device application ('Apps')
•We may also collect personal information on you from places such as business directories and other commercially or publicly available sources e.g. to check or improve the information we hold (like your address) or to give better contact information if we are unable to contact you directly.
What we collect and use your information for
We take your privacy seriously and we will only ever collect and use information which is personal to you where it is necessary, fair and lawful to do so. We will collect and use your information only where:
•you have given us your permission [consent] to send you information about products and services offered by SRUC and / or selected third parties we have chosen to work with which we believe may be of interest and benefit to you.
•it’s necessary to provide the product or service you have requested e.g. if you wish to take out a season ticket with us, we will require some personal information including your name, address, date of birth and bank account details if paying by direct debit.
•It’s necessary for us to meet our legal or regulatory obligations e.g. to send you Annual Statements, tell you about changes to Terms and Conditions or for the detection and prevention of fraud.
•it’s in the legitimate interests of SRUC e.g. to deliver appropriate information and guidance so you are aware of the options that will help you get the best outcome from your product or service; where we need to process your information to better understand you and your needs so we can send you more relevant communications about the products you have with us and to develop new products and services;
•it’s in the legitimate interests of a third party e.g. sharing information with government bodies.
•If you do not wish us to collect and use your personal information in these ways, it may mean that we will be unable to provide you with our products or services.
•We sometimes use systems to make automated decisions based on personal information we have - or are allowed to collect and use from others – about you. These automated decisions can affect the products, services or features we offer you now or in the future. We use automated decisions in the following ways:
•Tailoring products and services e.g. placing you in groups with similar customers to make decisions about the products and services we may offer you to help meet your needs.
•When designing and enhancing our online services to help meet your requirements for ongoing guidance and support.
Who we may share your information with.
We may share your information with third parties for the reasons outlined in 'What we collect and use your information for.
These third parties include:
•Tee sheet software provider GolfNow, in order to provide golfers with services they have requested, such as booking tee times, customer support or marketing.
•For promotional purposes and/or journalistic purposes (if your personal information is included in any images or videos taken by us on the golf course)
•Scottish Government
•Funding Bodies
•Companies we have chosen to support us in the delivery of the products and services we offer to you and other customers e.g. research, consultancy or technology companies; or companies who can help us in our contact with you, for example an internet service provider
•Our regulators and Supervisory Authority e.g. the Information Commissioner’s Office for the UK (the ICO)
•Law enforcement, credit and identity check agencies for the prevention and detection of crime
•HM Revenue & Customs (HMRC) e.g. for the processing of tax matters
We will never sell your details to someone else. Whenever we share your personal information, we will do so in line with our obligations to keep your information safe and secure.
Where your information is processed
The majority of your information is processed in the UK and European Economic Area (EEA).
However, some of your information may be processed by us or the third parties we work with outside of the EEA, including countries such as the United States, New Zealand and India.
Where your information is being processed outside of the EEA, we take additional steps to ensure that your information is protected to at least an equivalent level as would be applied by UK / EEA data privacy laws e.g. we will put in place legal agreements with our third party suppliers and do regular checks to ensure they meet these obligations.
How we protect your information
We take information and system security very seriously and we strive to comply with our obligations at all times. Any personal information which is collected, recorded or used in any way, whether on paper, online or any other media, will have appropriate safeguards applied in line with our data protection obligations.
Your information is protected by controls designed to minimise loss or damage through accident, negligence or deliberate actions. Our employees also protect sensitive or confidential information when storing or transmitting information electronically and must undertake annual training on this.
Our security controls are aligned to industry standards and good practice; providing a control environment that effectively manages risks to the confidentiality, integrity and availability of your information.
How long we keep your information
We will keep your personal information only where it is necessary to provide you with our products or services, or to undertake Research activities.
We may also keep your information after this period but only where required to meet our legal or regulatory obligations. The length of time we keep your information for these purposes will vary depending on the obligations we need to meet.
Your individual rights
You have several rights in relation to how SRUC uses your information. They are:
Right to be informed
You have a right to receive clear and easy to understand information on what personal information we have, why and who we share it with – we do this in our Privacy Policy and privacy notices.
Right of access
You have the right of access to your personal information. If you wish to receive a copy of the personal information we hold on you, you may make a subject access request (SAR).
Right to request that your personal information be rectified
If your personal information is inaccurate or incomplete, you can request that it is corrected.
Right to request erasure
You can ask for your information to be deleted or removed if there is not a compelling reason for SRUC to continue to have it.
Right to restrict processing
You can ask that we block or suppress the processing of your personal information for certain reasons. This means that we are still permitted to keep your information – but only to ensure we don’t use it in the future for those reasons you have restricted.
Right to data portability
You can ask for a copy of your personal information for your own purposes to use across different services. In certain circumstances, you may move, copy or transfer the personal information we hold to another company in a safe and secure way.
Right to object
You can object to SRUC processing your personal information where: it’s based on our legitimate interests (including profiling); for direct marketing (including profiling); and if we were using it for historical research and statistics.
Rights related to automatic decision making including profiling
You have the right to ask SRUC to:
•give you information about its processing of your personal information
•request human intervention or challenge a decision where processing is done solely by automated processes
•carry out regular checks to make sure that our automated decision making and profiling processes are working as they should
How to make a complaint
We will always strive to collect, use and safeguard your personal information in line with data protection laws. If you do not believe we have handled your information as set out in our Privacy Policy, please Contact the data protection officer, details below.
If you are still unhappy, you can complain to our Supervisory Authority, the Information Commissioner’s Office. Their contact details are also below
Contacts
Data Protection Officer:
Email:
[email protected]
Address: Scotland’s Rural College (SRUC), Peter Wilson Building, Kings Buildings, West Mains Road, Edinburgh EH9 3JG
Tel: 0131 535 4129
Freedom of Information Office:
Email:
[email protected]
Address: Scotland’s Rural College (SRUC), Peter Wilson Building, Kings Buildings, West Mains Road, Edinburgh EH9 3JG
Tel: 0131 535 4129
Information Commissioner's Office:
45 Melville Street
Edinburgh
EH3 7HL
Tel: 0303 123 1115
Email:
[email protected]
Member Terms and Conditions
Elmwood Golf
Stratheden, Cupar, Scotland, KY15 5RS
Telephone: 01334 658780 Email:
[email protected]
TERMS AND CONDITIONS:
These are the terms and conditions for booking tee times using our Internet booking facility.
Payment
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To book a tee time on-line you will have to enter your credit or debit card details using our secure on-line payment process.
Payment will be taken at the time of booking
When you turn up for your round of golf You must report to the Golf reception in the clubhouse before beginning your round.
Discount and Vouchers
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Please note that discount vouchers cannot be used in conjunction with other offers, and are not valid for play prior to mid day at weekends.
We do not accept 2-4-1 vouchers but offer a 25% discount on presentation of vouchers.
If you wish to use a discount voucher, this must be booked 24 hours in advance.
Any Discount Voucher booking accepted in advance of 24 hours will incur a 50% deposit, deducted from your card on the day of your booking
Cancellation/Refund Policy
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To cancel your booking and request a refund for your booking, you will need to contact the Golf Club on 01334 658780.
If you cancel your booking more than 1 week before your date of play, there will be no charge made to your credit/debit card.
If you cancel your booking less than 1 week in advance, there will be a charge of 50% of the green fee made to your credit/debit card.
Failure to Cancel Your Booking
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If you fail to cancel your booking, there will be a charge of 100% of the green fee made to your credit/debit card.
Course Closed
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If you are unable to play your round of golf due to the course being closed (e.g. bad weather), no charge will be made to your credit/debit card. We can either issue a full refund or move your booking to another day.
Booking Transferable
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The Booking is completely Transferable. Therefore, should you be unable to make your tee time, you can offer the tee time to someone else such as a family member or friend.
Handicaps
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This facility is available to golfers who have a handicap of 28 or less (men) or 36 or less (ladies). If you don't have a handicap, you must be able to play to an equivalent standard.
Dress Code
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Normal SGU/LGU dress code applies. Smart casual attire is acceptable both within the clubhouse and on the course.
The following are not permitted: denims, sports shorts, football/rugby tops, printed tee shirts, vests, and track suits. Items with offensive logos are not permitted.
Footwear – Spiked shoes are not permitted within the clubhouse.
Spikes
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Soft Spikes are preferred on the course.
Golf Buggies
Please note that the use of buggies involves crossing a public highway therefor alcohol consumption is strictly prohibited when driving a golf buggy.A full driving licence is required for buggy hire.