Privacy Policy

Last updated: March 2026

1. Introduction

The Old Hurst Johnian Golfing Society (“OHJGS”, “the Society”, “we”, “us” or “our”) is a golfing society for former pupils of Hurstpierpoint College. We are committed to protecting the personal information of our members and handling it responsibly, transparently and in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

This Privacy Policy explains what personal information we collect, why we collect it, how it is stored and protected, and what rights you have in relation to your information.

2. Who We Are

The Old Hurst Johnian Golfing Society is the data controller responsible for your personal information. If you have any questions or concerns about this policy or the way we handle your data, please contact the Secretary in the first instance.

3. Information We Collect

Each member of the OHJGS has a personal profile held on the Society’s secure web server. The information held in your profile may include:

  • Full name
  • Contact details (email address, telephone number and/or postal address)
  • Year of attendance at Hurstpierpoint College
  • Golf club membership and handicap information
  • Match entry and attendance history
  • Payment records relating to Society matches and meetings
  • Any other information you have chosen to provide to the Society

We collect this information directly from you when you register as a member, when you update your profile via the Society website, or when you enter a match or meeting.

4. How We Use Your Information

We use your personal information solely for the purposes of managing and running the Society. Specifically, we use it to:

  • Maintain an accurate register of Society members
  • Enable members to enter and pay for golf matches and meetings through the website
  • Communicate with you about Society events, results and news
  • Administer match results, handicaps and Society records
  • Process and reconcile payments for matches and meetings
  • Allow other members to contact you for Society-related purposes

The lawful basis for processing your personal information is the legitimate interests of the Society in managing its membership and activities, as well as the performance of the membership relationship between you and the Society.

5. Access to Your Information

Member Profiles

Your member profile is stored on the Society’s secure web server and is accessible only to current members of the OHJGS who are logged in to the Society website. It is not accessible to the general public.

Your Own Access

You can view, update and correct your own profile information at any time by logging in to the Society website. We encourage you to keep your details accurate and up to date.

Other Members’ Access

Other members of the Society may view your profile information for Society-related purposes, such as identifying fellow members or coordinating matches and meetings. Members are expected to treat each other’s information with respect and discretion and not to use it for any purpose unrelated to the Society.

6. Sharing of Information

We do not share your personal information with any third parties outside the Society. Your information is used exclusively for the internal purposes of the OHJGS and is never sold, rented, disclosed or transferred to external organisations, businesses or individuals.

The only exception would be if we were required by law to disclose information to a regulatory authority or law enforcement agency, in which case we would only disclose what is strictly required.

7. How We Store and Protect Your Information

Your personal information is held on a secure web server. We take appropriate technical and organisational measures to safeguard your data against unauthorised access, loss or misuse. Access to member data through the website is restricted to authenticated members only.

We retain your personal information for as long as you remain a member of the Society. If your membership lapses or is terminated, we may retain a limited record for administrative purposes, but will not use it for active communications.

8. Your Rights

Under UK data protection law, you have the following rights in relation to your personal information:

Right of Access

You have the right to request a copy of the personal information the Society holds about you.

Right to Rectification

You may update and correct your personal information at any time directly via your profile on the Society website. If you are unable to do so, please contact the Secretary.

Right to Erasure

You have the right to request that your personal information be removed from the Society’s records. To exercise this right, please make a written request to the Secretary. We will process your request and confirm once your information has been deleted. Please note that we may need to retain minimal records (such as financial transaction records) where we are legally required to do so.

Right to Restriction

You have the right to ask us to restrict the processing of your personal information in certain circumstances, for example while we are looking into a query about its accuracy.

Right to Object

You have the right to object to the processing of your personal information where we are relying on legitimate interests as our lawful basis.

To exercise any of these rights, please contact the Secretary. We will respond to all legitimate requests within one month.

9. How to Contact Us

If you have any questions, concerns or requests relating to this Privacy Policy or the way the Society handles your personal information, please contact the Secretary of the Old Hurst Johnian Golfing Society in the first instance.

If you are not satisfied with our response, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO), the UK’s independent data protection authority, at www.ico.org.uk.

10. Changes to This Policy

We may update this Privacy Policy from time to time. Any changes will be published on the Society website and members will be notified accordingly. We encourage you to review this policy periodically to stay informed about how we are protecting your information.