Privacy Policy
How Junior Golf Scotland collects, uses and protects personal information — including information about children.
1. Who we are
Junior Golf Scotland ("JGS", "we", "us") is a Scottish charity, registration number SC051603, registered at 5 Hazelwood Avenue, Newton Mearns, G77 5PT. We are the data controller for the personal information described in this policy.
If you have any question about this policy or about how we handle your information, contact us at gregg@juniorgolfscotland.co.uk.
2. Whose information we hold
Most of the people we hold information about are children. Where a junior golfer is under 16, we take their details from a parent or guardian, and we deal with that parent or guardian in relation to consent, bookings and payments.
3. What we collect
Parents and guardians
- Name, email address and telephone number
- An emergency contact name and number
- Records of the bookings you make and the payments you have made
- Correspondence with us
Junior golfers
- Name and date of birth
- Which class, squad, camp or event they are registered for, and their attendance
- Where relevant, their golf club, handicap and CDH number, and their scores and results in JGS events
- Any medical, dietary, disability or additional-needs information you choose to tell us
Everyone using the site
- Your email address, if you create a login
- Standard technical information such as IP address and browser type, recorded by our hosting provider for security purposes
Health information. Medical notes, allergies, disabilities and additional needs are "special category" data under UK data protection law and are treated with extra care. We ask for them so that coaches can keep your child safe during sessions. Providing them is your choice — where you do, we rely on your explicit consent, and you can withdraw that consent or ask us to correct or delete the information at any time.
4. Why we use it, and our legal basis
- To deliver what you have signed up for — running classes, squads, camps and events, managing registers and contacting you about sessions. Legal basis: performance of a contract with you.
- To take payment — processing subscriptions and one-off bookings, and issuing receipts. Legal basis: performance of a contract, and our legal obligations around financial records.
- To keep children safe — giving coaches access to emergency contacts and any medical information for the juniors in their sessions. Legal basis: your explicit consent for health information, and our legitimate interest in the safety of participants.
- To run competitions — recording scores, publishing leaderboards and Order of Merit standings, and sharing results with clubs and governing bodies where an event requires it. Legal basis: legitimate interests in running junior competitive golf.
- To improve and secure the service — diagnosing faults and preventing misuse. Legal basis: legitimate interests.
- To send you optional updates — news about JGS. Legal basis: consent. Every such email has an unsubscribe link, and opting out never affects your bookings.
Emails that are part of the service you have signed up for — booking confirmations, payment receipts, renewal reminders, session changes — are not marketing and are sent on the basis of our contract with you.
5. Publishing results and photography
Where a junior plays in a JGS event, we may publish their name, club, category and score in leaderboards and Order of Merit standings on this website. If you would prefer your child's name not to appear publicly, contact us and we will use initials instead.
We sometimes take photographs or video at sessions and events for use on our website and social media. We ask separately for consent for this, and you can refuse or withdraw it at any time without it affecting your child's place.
6. Who we share it with
We do not sell personal information, and we do not share it for anyone else's marketing. We share it only as follows:
- Coaches at our Academy Host Venues — coaches see the register, contact details, emergency contacts and any medical notes for the juniors in the sessions they run, and no more.
- Stripe — our payment processor. Card details are entered directly with Stripe and are never held on our own systems. Stripe's privacy notice is at stripe.com/gb/privacy.
- Supabase — the database and hosting platform where our records are stored, in the European Union.
- Resend — the service that sends our transactional email.
- Golf clubs and governing bodies — where an event or handicap record requires it, for example when results are submitted for handicapping.
- Anyone we are legally required to share with — including where there is a child-protection or safeguarding concern, which may mean sharing information with the police or social services without your consent.
7. Where your information is held
Our database is hosted within the European Union. Some of our suppliers, including Stripe and Resend, may process information outside the UK. Where they do, they are covered by appropriate safeguards such as the UK International Data Transfer Agreement or an adequacy decision.
8. How long we keep it
- Membership and booking records — for as long as your child takes part, and for two years afterwards, so we can deal with any query or complaint.
- Payment records — for seven years, as required for charity accounting and tax.
- Medical and additional-needs information — deleted within three months of your child leaving, or sooner if you ask.
- Competition results — kept as part of the historical record of JGS events.
- Marketing consent — until you withdraw it.
9. Your rights
You have the right to ask us to give you a copy of the information we hold, correct it if it is wrong, delete it, restrict how we use it, or transfer it elsewhere. You can object to processing we carry out on the basis of legitimate interests, and withdraw any consent you have given. Where the information concerns a child, a parent or guardian can exercise these rights on their behalf.
To do any of this, email gregg@juniorgolfscotland.co.uk. We will respond within one month.
If you are unhappy with how we have handled your information, you can complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113. We would appreciate the chance to put things right first.
10. Cookies
This site uses cookies that are necessary for it to work — keeping you logged in and keeping the payment process secure. We do not use advertising cookies. Some pages load Stripe, which sets its own cookies to detect fraud; you can read about these in Stripe's privacy notice linked above.
11. Keeping information secure
Access to our systems is restricted to named administrators and to coaches, who see only the juniors in their own sessions. Connections to this site are encrypted, logins use one-time email links rather than stored passwords, and we never hold card numbers ourselves.
12. Changes to this policy
If we change this policy we will update the effective date at the top of this page, and we will tell you directly if the change materially affects how we use your or your child's information.
