Privacy Policy

1. Introduction

We respect your privacy and are committed to safeguarding your personal information. This Privacy Policy outlines how we collect, use, and protect your data when you interact with our pitch & putt organisation, whether as a member, player, volunteer, or visitor to our website.

2. Information We Collect

We may collect the following personal information to support our operations and services:

• Your name, email address, phone number, year (or date) of birth

• Postal addresses of officials

• Membership details and competition participation records

• Any other information you provide when registering, signing up for events, or engaging with our organisation

• Player profiles, including scores, handicaps, and rankings (which may be publicly displayed unless otherwise requested)

For former members, we may retain a record of their name and registration number for identification purposes if they rejoin, but this will not be linked to other personal details.

3. How We Use Your Information

We use your personal data to:

• Administer membership records and competition entries

• Communicate with you regarding events, club activities, and organisational updates

• Maintain historical records of competition results and rankings

• Comply with legal and regulatory obligations

4. Data Security & Encryption

We take data security seriously and have implemented protective measures:

• Encrypted Storage: Your personal information (such as contact details) is encrypted in our database using AES-256 (Advanced Encryption Standard) to ensure that even if data were accessed unlawfully, it would remain unreadable.

• Limited Access: Only authorised NEC members or staff with a valid reason can access individual records. Bulk reports containing sensitive contact data cannot be generated.

• Public Player Profiles: Competition results, handicaps, and rankings may be displayed publicly, but personal contact details will not be made available.

5. Data Retention & Former Members

We retain personal data for as long as necessary to fulfil its original purpose. Our retention policy includes:

• Active Members: Personal data is retained while membership is active.

• Former Members: Names and registration numbers may be kept for up to 10 years for identification purposes if they rejoin, but no other personal details (such as email, phone, or DOB) will be stored beyond the necessary retention period.

• Competition Data: Historical competition results, including names, may be retained indefinitely for statistical and historical purposes, unless a request for removal is made.

• Data Deletion: Upon request, we will delete or anonymise personal data that is no longer required unless legal obligations prevent immediate deletion.

6. Data Sharing & Third Parties

We do not sell, rent, or trade your personal information. Your personal data is only shared:

• With authorised club admins who require access to manage affiliation and registration

• When legally required (e.g., compliance with governing sports bodies or law enforcement requests)

7. Your Rights

Under applicable privacy laws, you have the right to:

• Access the personal data we hold about you

• Request corrections if your information is incorrect or incomplete

• Request deletion of your personal data (subject to legal and competition record obligations)

• Object to processing in certain circumstances

To exercise any of these rights, please contact us at [email protected].

8. Cookies & Tracking

We may use cookies or similar technologies to enhance your browsing experience and analyse website usage. You can manage cookie settings in your browser.

When someone visits https://www.irishpitchandputt.ie, we use a third-party service, Google Analytics, to collect standard information and details of visitor behaviour patterns. This is done to find out things such as the number of visitors to various parts of the website. This information is processed in a way which does not identify anyone. If we do want to collect personally identifiable information through our website, we will be upfront about this and explain what we intend to do with it.

9. Changes to This Policy

We may update this Privacy Policy periodically. Any significant changes will be communicated via our website and email updates to members.

10. Contact Us

If you have any questions or concerns about this Privacy Policy, please contact us at:

• Email: [email protected]

• Address: Irish Sport HQ, National Sports Campus, Blanchardstown, Dublin 15