Privacy and Farnham Park Sports Fields (The South Buckinghamshire Golf Course and Farnham Park Playing Fields)
This privacy notice explains how Farnham Park Sports Fields, which is part of the Communities Service at Buckinghamshire Council (the data controller) will use the personal information we collect about you when you use this service. The notice also sets out how we will protect your personal information.
Information held about you.
We ask for the following mandatory information on you: • your name • your contact telephone number We may ask for the following extra details because they help us to contact you and improve our services: • your date of birth or age group i.e. if over 60 • your e-mail address • your home address • your Emergency Contact and their telephone number • gender We will also hold information about the contact we have had with you, such as your bookings at South Buckinghamshire Golf Course and/or Farnham Park Playing Fields. Our Golf Reception Desk and Bar area are in public spaces, and it is possible for conversations to be heard by other people within the area. We remind all customers to be cautious when conducting conversations of a personal or sensitive nature. We may hold financial details such as payments made by you for services at either site or debts owed by you to the service.
Why we need your information.
We need your information to:
• provide a golf and playing fields service
• ensure our membership database is accurate for the administration of the services we provide
• contact you on occasion, for example to inform you of an amendment to your booking or even a closure of the golf course or postponement of a sports pitch, normally due to weather
• to update you on maintenance work to the golf course or sports pitch which may affect your booking
• to send you a regular newsletter (which you can opt out of receiving)
• to send you a new booking form or application form
• contact you to take part in reviews or surveys and ask your opinion about our services to understand how we can provide a better service
• use for statistical analysis and to monitor and improve our services
What is the legal basis for us to process your data?
The legal bases for processing the data under the UK GDPR and Data Protection Act 2018 are: • Article 6(1)(a) Your consent. Where applicable, you can remove your consent at any time (this would prevent your use of the service). You can do this by contacting farnhamparksportsfields@buckinghamshire.gov.uk If we use your special category information, we use it under consent.
How we share and process your information
We will share your information, if appropriate, with:
• third parties (data processors) contracted by Buckinghamshire Council to work on behalf of the Council to support the service such as the providers of our booking management system
• other bodies in connection with the prevention of crime, criminal or legal investigations or proceedings including fraud (and the National Fraud Initiative) or regulatory functions (such as the Local Government Ombudsman)
• other relevant services within the council, for example the customer service centre
We will securely hold your information and only keep it for as long as is necessary. Where information is no longer needed it will be confidentially disposed of. If you do not book golf or a sports pitch for 24 months your details will become deactivated. To reactivate your account, you will need to confirm your personal details.
Automated decision making
We do not carry out any automated decision making in relation to this information
Privacy and our booking system
When you book a round of golf online; by phone or in person, our employees can view the date and time of your session, your name, and any membership category. This information is stored on our secure computer booking system. We also hold details for Function bookings, Golf Society and Golf Club Bookings, Season Tickets, Golf Cards, and Flexi Points packages via an application form. In addition, we hold information related to sports pitch bookings. These details are held in a hard copy and stored in a file which is kept on site. These details are kept for no longer than 24 months after the date of the event, or expiry of the membership package, at which point the details are destroyed.
Your rights
You have legal rights over your information. For full details of those rights, see our corporate Privacy Policy. Your rights will differ depending on our lawful basis for processing your data. Providing there are no outstanding charges on your account you have the right to have any personal information removed from our systems and records.
Our Data Protection Officer can be contacted at Buckinghamshire Council, The Gateway, Gatehouse Road, Aylesbury, HP19 8FF, by email at access2information@buckinghamshire.gov.uk.
If you have any concerns about our use of your personal information, you can make a complaint to the Data Protection Officer. You can also then complain to the ICO if you remain unhappy with how we have used your data.
Review
The Privacy Policy next review is scheduled for June 2025