Club Policies and Procedures

Club Policies



articles of association

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 Dear Members,

We as a Committee, understand that members are entitled to hold opinions and under no circumstance, will we as a collective, not listen to general enquiries, ideas or constructive criticism.

We would point out that there is an established procedure in place to ensure that everyone’s points of view can be heard and acted upon as quickly and efficiently as possible;

General Communications Procedure

Your communication should be put in writing to the Club Secretary, who will ensure that it is read at the next available Committee meeting (monthly) or alternatively at an emergency committee meeting if the matter requires more urgent attention.

The matter will be discussed by the Committee and a response will be provided to the letter writer within 48 hours.

If deemed appropriate, a further meeting will be convened and the letter writer will be invited to address the Committee, and a suitable date and time will be arranged for this meeting to take place.

The matter will be deemed to be concluded when all parties reach a suitable outcome.

It is important to remember that the Committee of the Golf Club is an elected body, acting on a voluntary basis to run the club for the benefit of it’s Members. Any Member of the Club can be elected to the committee at any time.

Social Media #1



West Monmouthshire Golf Club realises that social media and networking websites have become a regular part of everyday life and that many people enjoy membership of such sites. However, we are also aware that these sites can become negative and care must be taken not to breach our confidentiality Policy or offend members, visitors, or suppliers, when using these services.

For the purposes of this Policy, social media is any type of interactive online media that allows parties to communicate instantly with each other or to share data in a public forum. This includes online social forums such as Twitter, Facebook and LinkedIn. Social media also covers blogs, and video-and-image-sharing websites such as YouTube and Flickr.

Members should be aware that there are many more examples of social media than can be listed here and this is a constantly changing area. Members should follow these guidelines in relation to any social media that they use.

The absence of, or lack of, explicit reference to a specific website or service does not limit the extent of the application of this Policy. Where no Policy or guidelines exist, members must use their judgment as to what is and what is not appropriate use or comment on such sites. Members should consult with the Club Committee if they are uncertain.


Social Media Policy

Social networking and video sharing websites

When logging on to and using social networking/video sharing websites at any time, members must not:

  • Conduct themselves in a way that is detrimental to the Club or brings the Club into disrepute.
  • Allow their interaction on these websites or blogs to damage relationships between employees and fellow members of the Club.
  • Make any derogatory, offensive, discriminatory or defamatory comments about the Club, its employees, contractors, suppliers, customers or fellow members.
  • Make any comments about the Club’s employees that could constitute unlawful discrimination, harassment or bullying contrary to the Equality Act 2010.
  • Disclose any trade secrets or confidential or sensitive information belonging to the Club, its employees, contractors, suppliers, customers or members or any information which could be used by one or more of the Club’s competitors, for example information about the Club’s work, its products and services, technical developments and staff morale.
  • Breach copyright or any other proprietary interest belonging to the Club including the Club Logo.

Members who are discovered contravening these rules may face disciplinary action under the Club’s disciplinary procedure.



Data Protection Policy


So that we can provide a Golf Club and course suited to the best interests of its members and other course users, we have to collect information. This information may include details of members, guests, visitors, current, past and prospective employees and suppliers.

West Monmouthshire Golf Club is committed to the correct treatment of personal data. We fully appreciate the underlying principles of the Data Protection Act and support and adhere to its provisions. The Act uses the term “Personal Data” which essentially means any recorded information held by us and from which a living individual can be identified.

We are committed to complying with the Data Protection Act Principles which are:

  1. Personal data shall be processed fairly.
  2. Personal data shall only be obtained one or more specified lawful purposes and shall not be further processed in any manner incompatible with that purpose or those purposes.
  3. Personal Data must be adequate, relevant and not excessive.
  4. Data is accurate and kept up to date.
  5. Data is not kept longer than is necessary.
  6. Data shall be processed in accordance with the individual’s rights.
  7. Data will be secure.
  8. Data will not be transmitted abroad without adequate protection.

We confirm we will not process data unless one or other of the following conditions apply:-

  • The Data Subject has consented to the processing.
  • It is necessary for the performance of a contact with the individual.
  • It is required under a legal obligation.
  • To protect the interest of the individual.
  • It is for the purpose of carrying out public functions, including complying with legal obligations.
  • It is necessary to pursue our interests and those of third parties.
  • Sensitive personal data will not be processed unless one of the following pre-conditions are met:-
  • The individual has consented.
  • The information is required by law for employment purposes.
  • It is for the protection of the individual or another person.
  • It is required to be processed by operation of law.
  • Individuals have the right of access to data held about them.
  • If a request for information is made we will reply within 40 days, subject to any fee payable.
  • We will only process data necessary
  • To establish, maintain membership or support.
  • To provide or administer activities for people who are members of the organisation or who regular contact with it unless it is necessary to share with people and organisations to carry out the organisation’s activity.

Only keep the information whilst the individual is a member or supporter or as long as it is necessary.

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