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Privacy policy

Draft text, still to be reviewed by a lawyer and confirmed by the controller.

This policy explains which personal data this website processes when a visit is requested between the Centenary Clubs, why, and what your rights are.

Controller

Royal Latem Golf Club vzw, company number BE 0411.084.911, Latemstraat 120, 9830 Sint-Martens-Latem, Belgium. Contact: Michel Verheughe, President, president@latemgolf.be.

The host club that assesses your request also uses the data to welcome you on the playing day. How responsibilities are shared between the clubs is set out in a separate agreement.

Which data

  • About the applicant: name, e-mail address, language and any message to the host club.
  • About each player: name, federation number, home club, category, handicap index and the statement of full membership.
  • About the request: host club, requested day and period, status, tee time and guest rate.
  • About the check: time of QR scans and attendance per player.
  • About club staff: name, e-mail address, roles and an encrypted secret for two-step verification.

We never ask for a national register number, passport number, date of birth or a copy of an identity document. The QR code contains no personal data, only a random code that the server checks.

Purposes and legal basis

  • Handling a visit request and organising the playing day: performance of the charter arrangements you rely on (Art. 6(1)(b) GDPR).
  • Checking the charter limits (two visits per club per year, two flights per day, handicap): the clubs’ legitimate interest in fair reciprocity (Art. 6(1)(f) GDPR).
  • Security and an audit trail of changes: legitimate interest (Art. 6(1)(f) GDPR).

Recipients

The host club of your request sees the request and player data. Other clubs do not. The network administrator sees an overview of visits per player to monitor the yearly limit. The website is hosted by a provider in the European Union, acting as processor. No data is sold or used for advertising.

Retention

  • Requests and player data: until the end of the second calendar year after the playing day, then anonymised. The visit is kept only as a count.
  • Unconfirmed requests: deleted after 7 days.
  • QR scans and the audit trail: 24 months.
  • Sign-in links: valid for 15 minutes; sessions: 12 hours.

These periods are a proposal and still have to be confirmed by the controller.

Your rights

You can ask for access, rectification, erasure, restriction or portability, and object to processing based on legitimate interest. Write to president@latemgolf.be. We reply within one month.

You can also lodge a complaint with the Belgian Data Protection Authority, Rue de la Presse 35, 1000 Brussels, www.dataprotectionauthority.be.

Changes

Material changes to this policy are announced on this page.