Privacy Policy

2. Information We Collect

Depending upon your relationship with OGC and the services you use, we may collect and process information including:

• your name;
• postal and billing address;
• email address;
• telephone and mobile telephone number;
• WhatsApp number, where provided;
• date of birth where required;
• membership details and membership status;
• payment and billing information;
• VAT and business information where relevant;
• golf handicap and related golfing information;
• tee-time bookings, cancellations and playing history;
• guest information supplied in connection with bookings;
• competition and event entries;
• correspondence with OGC and our Concierge;
• your communication preferences and consents;
• interests and preferences you choose to add to your OGC profile;
• information relating to your use of the OGC website and app;
• device and technical information, such as IP address, browser type and app information; and
• other information you choose to provide to us.

We will only collect information that is reasonably necessary for the operation of OGC, the administration of membership and the provision and improvement of our services.

3. How We Collect Your Information

We may collect personal information when you:

• apply for OGC membership;
• renew or manage your membership;
• create or update an OGC profile;
• use the OGC website or app;
• make, amend or cancel a tee booking;
• contact the OGC Concierge or another member of the OGC team;
• enter an event or competition;
• make a payment;
• complete a form or survey;
• choose your communication preferences;
• communicate with us by telephone, email, WhatsApp or another communication channel; or
• otherwise interact with OGC.

We may also receive information where reasonably necessary from golf courses within the OGC portfolio and service providers involved in delivering your membership or a service you have requested.

4. How We Use Your Personal Information

We may use your personal information to:

• administer your OGC membership;
• process membership applications and renewals;
• manage payments and subscriptions;
• provide access to OGC member benefits;
• arrange, administer and manage tee-time bookings;
• communicate with Portfolio Clubs in connection with bookings and membership;
• operate our Concierge service;
• administer events and competitions;
• manage guest bookings;
• maintain accurate membership records;
• provide customer service and respond to enquiries;
• operate, maintain and improve the OGC website and app;
• personalise your experience according to your interests and preferences;
• maintain the security and integrity of OGC systems;
• comply with legal, regulatory and accounting requirements;
• enforce OGC membership rules and terms and conditions; and
• communicate relevant OGC information to you.

5. Our Lawful Bases for Processing

Under UK data protection law, we must have a lawful basis for processing your personal information.

Depending upon the circumstances, we may process your information because:

Contract
Processing is necessary to provide your OGC membership or another service you have requested.

Legitimate interests
Processing is necessary for the legitimate interests of OGC or its members, provided those interests are not overridden by your rights and interests. This may include administering OGC, improving our services, maintaining accurate records, protecting OGC and its members and communicating information relevant to your membership.

Legal obligation
Processing is necessary for us to comply with a legal or regulatory obligation.

Consent
Where required, we will ask for your consent before processing your information for a particular purpose. You may withdraw that consent at any time.

6. Membership and Service Communications

As an OGC member, there is certain information that we may need to communicate to you in order to administer and provide your membership.

This may include information concerning:

• your membership or renewal;
• payments;
• tee bookings and cancellations;
• changes affecting an existing booking;
• significant course closures or restrictions;
• changes to OGC services;
• important changes to membership terms, policies or procedures;
• security or account information; and
• other important administrative matters relating to your membership.

These communications are considered part of administering your membership and may be sent using appropriate contact details you have provided to OGC.

Where possible, we will respect your preferred communication channels while ensuring that important membership information can still reach you.

7. OGC News, Events, Offers and Promotional Communications

We would also like to keep members informed about OGC news and opportunities that may be of interest, including:

• new courses joining the OGC portfolio;
• OGC events and competitions;
• member benefits;
• special offers;
• guest opportunities;
• golf-related news; and
• other relevant OGC services and developments.

Where required by law, we will only send these communications where we have the appropriate consent or another lawful basis for doing so.

You can change your communication preferences or unsubscribe from promotional communications at any time.

Choosing not to receive promotional communications will not affect essential communications necessary to administer your OGC membership.

8. WhatsApp Communications

OGC may offer members the option to receive communications through WhatsApp.

Where you choose to receive OGC news, events, offers or other promotional information through WhatsApp, we will record your communication preference and, where required, your consent.

Providing a mobile or WhatsApp telephone number to OGC does not, by itself, mean that you have agreed to receive promotional WhatsApp communications.

You can withdraw your WhatsApp marketing preference at any time by following the instructions provided in our messages, updating your communication preferences where available, or contacting OGC.

We may separately use an appropriate communication channel to contact you about essential membership or service matters where necessary to provide or administer your membership.

Use of WhatsApp is also subject to WhatsApp’s own privacy practices and terms.

9. Email, SMS and Push Notifications

Depending upon the contact details and preferences you provide, OGC may communicate with you through email, SMS, mobile app push notifications and other appropriate electronic communication channels.

Push notifications may be used to provide useful OGC information through the OGC app. You can manage app notification permissions through your mobile device settings.

Where communications constitute direct marketing, we will comply with applicable UK electronic marketing and data protection requirements.

You may unsubscribe from marketing communications at any time without affecting your OGC membership.

10. Communication Preferences

We want OGC communications to be useful and relevant.

Where available, members can use their OGC profile to:

• check and update contact information;
• provide or update a WhatsApp number;
• select interests;
• choose communication preferences; and
• withdraw optional communication permissions.

We may use the interests and preferences you provide to help ensure that communications are relevant to you.

You can also contact OGC directly to change your preferences.

11. Sharing Your Personal Information

We do not sell your personal information.

We may share personal information where reasonably necessary with organisations that help us provide OGC membership and services, including:

• Portfolio Clubs and golf course operators;
• payment and direct debit providers;
• website, app and technology providers;
• communications providers;
• booking and event service providers;
• professional advisers; and
• other suppliers processing information on our behalf.

We only provide the information reasonably necessary for the relevant purpose.

Where organisations process personal information on our behalf, we require appropriate data protection and security arrangements.

We may also disclose information where required by law, regulation, court order or another lawful authority.

12. Portfolio Clubs

OGC works with golf courses and golf course operators throughout its portfolio.

When you make a booking, we may need to provide relevant information to the course concerned in order to arrange and administer your tee time.

Portfolio Clubs may also provide information to OGC relating to bookings, attendance, cancellations, course rules or incidents relevant to the administration of your OGC membership.

Where a Portfolio Club processes your information independently for its own purposes, its own privacy policy may also apply.

13. International Transfers

Some of the technology and communication services used by OGC may process or store information outside the United Kingdom.

Where personal information is transferred internationally, we will take appropriate steps to ensure that the transfer complies with applicable UK data protection law and that appropriate safeguards are in place where required.

14. How Long We Keep Your Information

We will retain personal information only for as long as reasonably necessary for the purposes for which it was collected, including the administration of your membership and compliance with legal, accounting and regulatory obligations.

Different types of information may be retained for different periods.

Where information is no longer required, we will delete, anonymise or securely dispose of it in accordance with our data retention practices.

15. Security

We take appropriate technical and organisational measures to protect personal information against unauthorised access, loss, misuse, alteration or disclosure.

While we take reasonable precautions to protect your information, no internet, email or electronic communication system can be guaranteed to be completely secure.

Members are responsible for keeping their OGC login details secure and should not share passwords or account access with another person.

16. Cookies and Website Analytics

The OGC website uses cookies and similar technologies.

Cookies may be used to:

• enable essential website functionality;
• remember preferences;
• understand how visitors use our website;
• measure website performance; and
• help us improve our services.

Where required, we will obtain your consent before placing non-essential cookies on your device.

Further information about the cookies we use and how you can manage them is available through our website cookie settings or Cookie Policy.

17. Links to Other Websites

The OGC website and app may contain links to third-party websites.

Once you leave an OGC website or app, the privacy practices of the third party concerned will apply. OGC is not responsible for the privacy practices or content of third-party websites.

We recommend reviewing the relevant privacy policy before providing personal information to another organisation.

18. Your Data Protection Rights

Depending upon the circumstances, UK data protection law gives you rights including the right to:

• request access to the personal information we hold about you;
• request correction of inaccurate or incomplete information;
• request deletion of your personal information in certain circumstances;
• request restriction of processing;
• object to certain processing, including direct marketing;
• request transfer of information in certain circumstances;
• withdraw consent where processing is based upon consent; and
• complain about the way your personal information has been handled.

These rights are subject to certain legal conditions and exemptions.

We will not normally charge a fee for exercising your data protection rights.

19. Withdrawing Marketing Consent

You have the right to object to direct marketing at any time.

You can unsubscribe or change your marketing preferences by:

• using an unsubscribe facility included within the relevant communication;
• changing your communication preferences through your OGC account where available; or
• contacting OGC using the details below.

Withdrawal of marketing consent does not affect processing that took place lawfully before consent was withdrawn, nor does it prevent us from sending essential membership or service communications where we have another lawful basis for doing so.

20. Children’s Information

OGC services are primarily intended for adults.

Where we need to process personal information relating to a person under the age of 18, we will take appropriate steps having regard to the nature of the service, the individual’s age and applicable data protection requirements.

21. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes to OGC services, technology, communication methods or legal requirements.

The current version will be published on the OGC website together with the date it was last updated.

Where a change materially affects the way we use members’ personal information, we will take reasonable steps to bring the change to members’ attention.

23. Complaints

If you have concerns about the way OGC handles your personal information, please contact us first so that we have an opportunity to investigate and resolve the matter.

You also have the right to make a complaint to the Information Commissioner’s Office (ICO), the UK’s independent data protection regulator.

Details of how to contact the ICO are available through the ICO website.