The Old Rugbeian Golfing Society’s aim, as it has been since its foundation in 1924, is to facilitate the playing of golf by former pupils of the School both at events of the ORGS and in other competitions where the ORGS can put forward a team.
The ORGS uses data collected from every member to keep members informed of the activities of the Society and to allow them to participate in its events should they wish. As the aim of the ORGS is to arrange golf fixtures in which members may participate, it is considered that the use of data in this way is the simple consequence of membership; thus the ORGS committee is satisfied that the processing of data as described in this notice is necessary for the achievement of the objects of the ORGS and that the Society is not using members’ data in any way other than they would reasonably expect by being a member.
The activities of the ORGS are overseen by a Committee, with the majority of day to day administration undertaken by the Hon Secretary and Treasurer. The data collected from members comprises contact information (name, postal address, telephone numbers, e-mail address and House and dates at the School) and certain financial records necessary for the preparation of the income and expenditure account presented at the AGM every year. The Society also maintains certain historical records – participation at events, winners of prizes, cup holders and the like.
The information about each member is maintained by the Hon Secretary for so long as he or she remains a member of the ORGS and, to the extent the Hon Secretary is informed of changes in that information, is kept accurately and up-to-date.
Members are informed of events by means of the annual fixtures list (sent in December by post (or, where requested, electronically) to every member) and by the ORGS website. Contact details of event organisers are set out on the Fixtures List to allow members to make contact; only the name of the organiser is given on the website, but contact can be made with the organiser via the website without publishing that organiser’s contact details. E-mail addresses are frequently used by members in connection with the conduct of the activities of the Society. The Hon Secretary does and will continue to provide when asked the contact details of members (usually an e-mail address or telephone number) to event organisers to allow them to advertise that event or facilitate its smooth running.
The ORGS website gives reports of the Society’s events, invariably naming winners and often the names of all participants. Photographs of those attending events are published. Semi-annual reports are provided to the Rugbeian Society for inclusion in The Floreat.
The individual responsible within the ORGS for ensuring that members’ personal interests are protected with regard to the provision and storage of personal data is the Hon Secretary. Any member who wishes check the information held on him or her, or who has any questions or comments about the ORGS’s policies as set out in this notice, should contact the Hon Secretary.