Privacy Policy

Privacy Policy U.G.C. De Pan Part I

General

The Utrechtse Golfclub “De Pan”, (hereinafter referred to as U.G.C. “De Pan”) attaches great importance to respecting your personal data. In this Privacy Policy, we want to provide clear and transparent information about how we handle personal data.

To ensure your privacy, we handle personal data with care. U.G.C. “De Pan” complies in all cases with the applicable laws and regulations, including the General Data Protection Regulation. This means that, as a minimum, we:

process your personal data in accordance with the purpose for which they were provided. Some of these purposes and the type of personal data are described in this Privacy Policy Part I, that of members and donors in Part II;
ensure the processing of your personal data is limited to data that are at least necessary for the purposes for which they are processed;
do not keep your personal data for longer than is necessary for the purpose, or as required by law;
request your consent if we need it for the processing of your personal data;
take appropriate technical and organisational measures to ensure the security of your personal data;
do not pass on personal data to other parties, unless this is necessary for the purposes for which they were provided;
are aware of your rights regarding your personal data, will point out these rights to you, and respect them.
As U.G.C. “De Pan”, we are responsible for the processing of your personal data. If, after reading our Privacy Policy, or in a general sense, you have questions about this or wish to contact us, you can do so via the contact details at the bottom of this document.

The processing of personal data of (potential) customers, suppliers and green fee players

Personal data of customers, suppliers and green fee players will be processed by U.G.C. “De Pan” for the following purposes: 

  • Executing a contract between both parties, or giving an order/processing an offer;
  • Financial/administrative purposes;
  • Communication about the order and/or invitations;
  • Registering your booking/tee-time reservation.

The Basis (according to the GDPR) for the processing of the personal data is:

  • providing a quotation and/or agreed order/contract;
  • dealing with telephone/email booking/tee-time reservations or visiting card issues.

For the purpose(s) stated above, U.G.C. “De Pan” can request the following personal data from parties:

Commercial parties:

  • Company name;
  • Forename/initial(s) of contact person;
  • Infix;
  • Surname of contact person;
  • Salutation;
  • (Business) telephone number;
  • (Business) Email address;
  • (Business) address;
  • Bank account number.

Your personal data will be stored for the processing described above by U.G.C. “De Pan” for the processing described above for the period:

During the term of the contract and up to 2 years after its expiry. Then, only the necessary information for financial administration for a maximum of 7 years.
Green fee players and introduced players:

  • Name;
  • Telephone number;
  • Email address;
  • NGF number (the caddy master shall ask for your NGF card on the day of play).

Your personal data will be stored for the processing described above by U.G.C. “De Pan” for the period:

  • your telephone number and email (address) for up to 1 year;
  • in the current calendar year, the number of times you have been introduced;
  • from the moment of booking/playing, your name and NGF number will be entered and saved in the E-golf4U program.

Processing of personal data of Pan Partners or sponsors

Personal data of Pan Partners or sponsors will be processed by U.G.C. “De Pan” for the following purpose(s):

  • provision of information, for example in the form of newsletters and/or targeted contacts/contracts;
  • taking care of (financial) administration.

The basis for the processing of personal data is:

  • Partnership contract or sponsorship contract.

For the purpose(s) stated above, U.G.C. “De Pan” may request the following personal data from you:

  • Company name;
  • Forename/initial(s) of contact person;
  • Infix;
  • Surname of contact person;
  • Salutation;
  • (business) Telephone number;
  • (Business) Email address;
  • Business address;
  • Invoice address;
  • Logo.

Your personal data will be stored for the processing described above by U.G.C. “De Pan” for the processing described above for the period:

  • During the period of the contract as a Pan Partner or sponsor and up to 1 year thereafter.
  • After this period, only personal data that are necessary for the financial administration for a maximum of 7 years are kept.

Provision to third parties

We can provide the data you provide to us to third parties if this is necessary for the implementation of the purposes described above and/or the processing of the data.

For example, we use a third party for:

  • taking care of (financial) administration;
  • taking care of printed matter, sending relevant information and written invitations.

When transferring personal data to parties that process it for us, we conclude a Processor contract. Of course, we will make the required agreements for this to ensure the protection of your personal data. Furthermore, we shall not provide other parties with the information you provide to us, unless this is legally required and permitted. An example of this is a police request for (personal) data from us in the context of an investigation. In such a case, we must cooperate and are therefore obliged to provide this information.
We can also share personal data with third parties if you give us written permission for this. 

Outside of the EU

We do not provide personal data to parties located outside the EU.

Minors

We only process personal data about minors (persons younger than 16 years of age) if we have written permission for this from the parent, guardian or legal representative.

Safety

We have taken appropriate technical and organisational measures to protect your personal data against unlawful processing; for example, we have taken the following measures;

  • Anybody who can view your data on behalf of U.G.C. “De Pan”, is bound to confidentiality;
  • We have a username and password policy on all our systems;
  • We pseudonymise and ensure the encryption of personal data if there is reason to do so;
  • We make backups of the personal data in order to be able to restore them in the event of physical or technical incidents;
  • We regularly test and evaluate our measures;
  • Our employees have been informed about the importance of protecting personal data.

Photos, films and sound recordings

U.G.C. “De Pan” applies the following rules for taking photos and recording films and sound:

  • You may take photographs or make film recordings of yourself on the golf course or in the clubhouse, but other members or visitors may only be visually or orally recognisable on the media if they give their express permission for this.
  • Do you want to share a photo or movie via social media? Always ensure there is nobody who is unaware of the camera in the background of your photo/movie. If people are clearly in the picture/movie, ask for permission and also tell them that you intend to share this on social media.

Rights regarding your data

You have the right to inspect, correct or delete the personal data we have received from you. You can also object to the processing of your personal data (or part thereof) by us or by one of our processors. You also have the right to have us transfer your information to you or to another party of your choice. We may ask you to identify yourself before we can respond to the aforementioned requests. 

If we are allowed to process your personal data on the basis of your permission, you always have the right to withdraw this permission.

Links to other websites

The website of U.G.C. “De Pan” may contain links to other websites. This Privacy Policy only applies to the processing of personal data by U.G.C. “De Pan”. Other websites/organisations may have their own privacy policy. The Golf Club advises you to always read the relevant Privacy Policy of the website/organisation before using other websites.

Amendments to the Privacy Policy

U.G.C. “De Pan” amends its Privacy Policy from time to time to keep it up-to-date. The most recent version of our Privacy Policy shall always be on the website.

Complaints

If you have a complaint about the processing of your personal data, please contact us directly. It would be a shame if we were unable to work this out amicably.
You always have the right to file a complaint with the Dutch Data Protection Authority, which is the supervisory authority for privacy protection.