Last Updated: 17th September 2025
We recommend updating the date when the policy is published or amended.
1. Who We Are
The Rolls of Monmouth Golf Club operates the website https://www.therollsgolfclub.co.uk. We are the data controller for personal data collected through this site.
2. What Personal Data We Collect & Why
a) Website Interactions
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Comments: When users leave comments, we collect the information entered on the comment form (e.g., name, email), along with your IP address and browser user-agent string for spam detection.
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Gravatar: When leaving comments, an anonymised hash of your email may be provided to Gravatar to check for a profile. If used, your Gravatar profile image may be visible publicly next to your comment.
b) Cookies
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When you leave comments, you may opt-in to have your name, email, and website saved in cookies for convenience. These cookies last one year.
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If you have an account and log in, a temporary cookie may be set to check whether your browser accepts cookies; this contains no personal data and is discarded when you close the browser.
c) Site Usage Information
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We may collect technical information such as your IP address, browser type, operating system, and device details to monitor and improve site performance.
d) Additional Data (if applicable)
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If you register for events or memberships (e.g., green fees, weddings, lodging), we may collect personal details such as name, contact info, payment information, and preferences to facilitate these services.
3. How We Use Your Data
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To manage and display comments and prevent spam.
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To remember user credentials or form details for convenience through cookies.
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To improve the website’s functionality, performance, and security.
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To manage bookings, memberships, payments, and communications (if applicable).
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To comply with legal obligations (e.g., responding to lawful requests).
4. Legal Bases for Processing
Under UK GDPR, we process your personal data on the following lawful grounds:
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Consent: When you opt into cookie saving or leave comments.
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Contract: Where necessary to administer bookings, memberships, or other services.
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Legal Obligation: To meet our statutory obligations if required.
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Legitimate Interests: When necessary to improve website security, performance, and manage communications—provided your rights are not overridden.
5. Cookies & Tracking
We use session and persistent cookies as described above to enhance user experience and functionality.
By using our site, you consent to these cookies. You may delete cookies via your browser settings, but note certain functionality may be affected.
6. Data Retention
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Comments and associated metadata: Retained until manually deleted or as reasonably necessary.
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Cookies: One year for comment-related cookies; temporary login cookies deleted when the session ends.
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Bookings/Memberships: Retained for as long as needed for legal, administrative, or business purposes.
7. How We Protect Your Data
We implement appropriate technical and organisational measures (e.g., encryption, secure hosting, access controls) to safeguard your personal data from loss, misuse, or unauthorised access.
8. Your Rights
Under UK GDPR, you have the following rights:
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Access: To request a copy of data we hold about you.
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Correction: To update inaccurate or incomplete information.
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Erasure: To request deletion of your personal data in certain circumstances.
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Restriction: To limit how we process your data.
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Withdrawal of Consent: To revoke consent (e.g., cookies, communications).
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Object: To object to processing based on legitimate interest.
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Data Portability: To receive your data in a commonly used format.
You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO).
9. Data Breach Notification
In the event of a data breach, we will notify affected individuals and the ICO within 72 hours where feasible.
10. Third-Party Links & Services
Our site may include links to third-party websites such as Gravatar or social media. We are not responsible for their privacy practices; please review their privacy policies.
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11. Policy Updates
We may update this Privacy Policy from time to time. Updates will be reflected by the date above, and we encourage you to review it periodically.
12. Accommodation Bookings