Astbury Golf Club

Astbury Golf Club

01260 272772

Course open, buggies allowed. Thank you. (updated 19 June at 07:41)

We are committed to safeguarding the privacy of our website, our visitors and, of course, our golf club members and staff.

This policy, required under the GDPR (General Data Protection Rquirements)  sets out how we will treat your personal information and images.

Privacy Policy for Astbury Golf Club, Visitors and Societies ( not Members)

Here are the GDPR Key Principles as they affect your personal data

Principle 1: Use data fairly, lawfully and transparently
Personal data must always be processed fairly and lawfully and with transparency at the
forefront of all processing.
Principle 2: Purpose Limitation
Personal data may only be collected for specified, explicit and legitimate purposes and must
not be further processed in a manner that is incompatible with those purposes.
Principle 3: Data minimisation
Personal data must be adequate, relevant and limited to what is necessary for the purpose for
which you collect it.
Principle 4: Accuracy
Personal data must be accurate and, where necessary, kept up to date.
Principle 5: Data retention
Data must be kept in a form that permits identification of individuals for no longer than is
Principle 6: Data security
Personal data must be processed in a manner that ensures appropriate technical and
organisational security of those data.

In the following pages you will find the Astbury Golf Club definitions relating to these principles as it covers Visitor and Society players that are not members of AGC; they cover  :-

What personal data does Astbury Golf Club collect, and what is it used for­­­?

Who is your data shared with?

Where does this data come from?

How is your data stored?

Who is responsible for ensuring compliance with the relevant laws and regulations?

Who has access to your data?

What is the legal basis for collecting this data?

How you can check what data we have about you?

Does Astbury Golf Club collect any “special” data?

Web site useage data and cookies

How can you ask for data to be removed, limited or corrected?

How long we keep your data for, and why?

What happens if a member dies?

Can you download your data to use it elsewhere?

What about CCTV and WebCam images?

Astbury Golf Club Privacy Policy (Visitors)

What personal data does Astbury Golf Club collect?

The data we routinely collect includes visitor names, addresses, email addresses, home club, Phone numbers and Handicap. We collect this data directly from our visitors when they enter online to play at the club, or when they complete a visitor registration form in the proshop.

We collect the scores from games you play, which are displayed on our results pages and may be used in maintaining the Central Database of Handicaps.

We also record images at social events and for security and safety purposes via CCTV - our policies and responsibilities on this data are set out later in this document.

What is this personal data used for?

We use visitor's data for the administration and security of your application to play at the club; the communication of marketing information ( if you consent to it) , and in the organisation of events.

Who is your data shared with?

Information from your results may also be passed on to English Golf to be used for stratification and handicap purposes.

Parts of your data, held securely in local systems at Astbury Golf Club, will be available for use by the following services/applications in pursuance of our legitimate business as a golf club. These services/applications are used by us to provide you the various online Golf and Membership facilities required as part of being a member of the golf club

  • Handicap Master ( for processing Golf Competition details and scores as required by the EGU)
  • Club View (our web site provider) - You can review in detail their statement on Privacy, Security and Privacy here 
  • BRS ( Opens booking)
  • These applications and service providers are acting as a Data Processors on our behalf. They are not free to pass this on to other organisations that are not connected with Astbury Golf Club , and are required to publish and maintain their own Privacy Policy under these regulations.

Your personal data is never passed on by us to organisations other than those indicated above, whether or not connected with golf. 

Where does this data come from?

Data for Visitors comes to us when you play or book to play at Astbury Golf Club or when you update your information either directly through the Astbury Website personal details page or through the Club’s Administration office.

Scoring data comes directly from the results of the games in which you play.

How is your data stored?

This information is mainly stored in digital form on computer servers resident at the Astbury Golf Club office . Data stored locally is held in Industry recognised Windows Server databases and application access is limited only to administrative staff who must use various security credentials to allow them access - Desktop, application and server security credentials. Any information that is stored remotely is stored in compliance with the GDPR.

Who is responsible for ensuring compliance with the relevant laws and regulations?

Under the GDPR (General Data Protection Regulation) we do not have a statutory requirement to have a Data Protection Officer. The person who is responsible for ensuring Astbury Golf Club discharges its obligations under the GDPR is The Astbury Golf Club Secretary.

Who has access to your data?

Members of the committees and administrative staff of Astbury Golf Club have access to Visitors data in order for them to carry out their legitimate tasks for the organisations.

Sub-contractors of Astbury Golf Club may be given access to subsets of the data for specific tasks, such as sending mailings. They are not free to use it for any other purpose.

You also have access to your own data through the various applications ( such as BRS who act as our Data Processor in this regard) that Astbury uses in order to provide Open/Visitor booking services. You can manage which parts of this data are made visible or retained as part of the application process within the BRS application. None of this data is made available through the public parts of the web site.  

What is the legal basis for collecting this data?

Astbury Golf Club collects personal data that is necessary for the purposes of its legitimate interests as a membership organisation and participant in an internationally recognised and regulated, competitive sport.

For some data, such as that relating to financial matters, the basis for its collection and retention is to comply with our legal obligations.

Similarly, some personal data is kept in compliance with our legal obligations.

How you can check what data we have about you?

If you want to see the basic membership data we hold about you, you can inspect it for yourself through the Member Area Update my details page here and/or you should contact the Club Secretary.

You can contact us if you want to ask us to provide you with any other information we hold about you through email If you are interested in any particular aspects, specifying them will help us to provide you with what you need quickly and efficiently. We are required to provide this to you within one month.

Does Astbury Golf Club collect any “special” data?

The GDPR refers to sensitive personal data as “special categories of personal data”.  

We do not record any such special data

We are committed to safeguarding the privacy of our website visitors and members; this policy sets out how we will treat your personal information.

Web Site usage data

We may collect, store and use the following kinds of personal data:

  • Information about your computer and about your visits to and use of our website including your IP address, geographical location, browser type, referral source, Length of visit and number of page views
  • Information that you provide to us for the purpose of registering with us
  • Information that you provide to us for the purpose of subscribing to our website services, email notifications and/or newsletters
  • Any other information that you choose to send to us


A cookie consists of information sent by a web server to a web browser, and stored by the browser. The information is then sent back to the server each time the browser requests a page from the server. This enables the web server to identify and track the web browser.

We may use both "session" cookies and "persistent" cookies on the website. We will use the session cookies to keep track of you whilst you navigate the website and we will use the persistent cookies to enable our website to recognise you when you visit.

  • Session cookies will be deleted from your computer when you close your browser
  • Persistent cookies will remain stored on your computer until deleted, or until they reach a specified expiry date.
  • We use Google Analytics to analyse the use of our website. Google Analytics generates statistical and other information about website use by means of cookies, which are stored on users' computers. The information generated relating to our website is used to create reports about the use of the website. Google will store this information. Google's privacy policy is available at:\privacypolicy

Most browsers allow you to refuse to accept cookies. For example in Internet Explorer you can refuse all cookies by clicking "Tools", "Internet Options", "Privacy", and selecting "Block all cookies" using the sliding selector. This will, however, have a negative impact upon the usability of many websites, including the Astbury Service.

How can you ask for data to be removed, limited or corrected?

There are various ways in which you can limit how your data is used.

  • You may choose not to receive information emails from Astbury Golf Club(we do not send any out on behalf of other organisations other than the Professional Shop associated with Astbury Golf Club).

How long we keep your data for, and why?

We normally keep members’ data after they resign or their membership lapses in case they later wish to re-join. However, we will delete any former member’s contact details entirely on request.

Since underlying statistical data, like scores from games, continues to be necessary in relation to the purpose for which it was originally collected and processed, results from events used for the CDH are not deleted by Astbury Golf Clubor English Golf.

Can you download your data to use it elsewhere?

To access data held by Astbury Golf Club contact the Club Secretary or the admin office.

Other considerations.

Photographic images

Various club activities ( such as Social Events and Prize givings) may result in photographs being taken for internal and external club publicity purposes, including via Social Media. If you attend any of these kind of events then it is possible that you may be present, anonymously, in an image or video recorded, it is impractical to prevent this. (note that in the case of Juniors however the club will actively seek parents prior signed approval under the relevant safeguarding laws). However the club will also seek your own prior approval before identifying anyone appearing in such images :- 

a) To allow your names to be directly associated with any images, in which you appear, that are published within the member's section of the web site.

b) To allow posting any of such images publicly with or without naming.

c) The images will not be used, reused or shared beyond the single purpose for which they were intended.

CCTV and Web Cam images

CCTV . In order to provide legitimate security services around the club, and it's boundaries, the club operates a number of CCTV cameras. Images from these cameras are recorded and stored for up to 14 days - to allow post event review in the case of any Security, Safety or Unlawful incidents.This data is stored in a secured server and can only be reviewed by the Club Secretary or their nominated assistants using password protected review applications. The server is secured in a secured area of the club premises and is not openly available on the club's internal network.. The recordings are never copied or shared beyond their original storage in the server and are destoyed after 14 days. Furthermore no association is made in real time between the recorded data and any member's personal identity or details - other than for lawful purposes following a Security, Safety or Unlawful incident. The fact that Astbury Golf Club do run a CCTV system, which does record activity on the boundary of a Public Highway, is registered as required with the relevant bodies.

WebCam - The club's web cams are for member entertainment or information purposes only. Access to view these web cams is restricted with simple name and password access available only to members. Images from these devices are never recorded or stored. No real time association is made between the video stream and anyone or anything shown in them.  

Document prepared by

Paul Collier IT director Astbury Golf Club and

Authorised by Denny Stevens Honorary Secretary Astbury Golf Club.