Last updated: [23 August 2025]
Who we are: RNJ – The Gift of Golf Foundation (“RNJ”, “we”, “us”).
Contact for privacy matters: privacy@rnj-giftofgolf.com
Registered address: [Add address].
Charity number (if applicable): [Add number].
This notice explains how we handle personal data when you visit rnj-giftofgolf.com and when you take part in our events (including the Ricki Neil-Jones – Gift of Golf Day). We follow the UK General Data Protection Regulation (UK GDPR) and Data Protection Act 2018.
1) What data we collect
- Event & admin data: name, email, phone, team/entry details, tee preferences, dietary notes (if you choose to give them), payment/donation metadata (handled by our payment partner), message history with us.
- Website data: pages viewed, consent preferences from the cookie banner, form submissions.
- Photography & video: images captured at events where you may appear (see section 7).
- Children’s data: only with parent/guardian involvement/consent (section 7).
We aim to collect the minimum needed to run the event safely and efficiently.
2) Why we use your data (and legal bases)
- Event administration & communications (creating teams, tee times, updates, results): legitimate interests and/or contract.
- Onboarding team captains to the PLAI Sport app (sending an invite using email only so captains can manage teams/payments in-app): legitimate interests. You can opt out before we upload your email (section 10).
- Payments, donations, Gift Aid and HMRC compliance: legal obligation.
- Marketing updates about RNJ events (optional): consent — unsubscribe any time.
- Non-essential cookies/analytics on our website: consent (managed via our cookie banner).
We do not carry out automated decisions that have legal or similarly significant effects.
3) Who we share data with (service providers)
We use trusted providers who process data for us under contract. We only share what’s necessary.
| Service | Purpose | Typical data shared | Location/transfer |
|---|---|---|---|
| PLAI Sport | Event/team management app; sends captain invites; in-app admin | Email address of captain (for invite). Additional data only if you add it in the app. | UK/Singapore/other; PLAI uses appropriate safeguards (e.g., IDTA/SCCs). See PLAI’s own privacy policy in their app/site. |
| Payment processor (e.g., Stripe or provider used by PLAI) | Secure payments, receipts, refunds | Transaction metadata; last4/expiry via provider; RNJ doesn’t store full card details | UK/EU/US; protected by standard transfer terms where applicable |
| Email & IT/hosting (e.g., [Email service or Google/Microsoft], [Web host/CDN]) | Email delivery, website hosting, security, backups | Contact details, email contents as needed | Various; protected by standard transfer terms |
| Analytics (only if you consent) | Understand site usage to improve | Pseudonymous usage data, consent state | Various; blocked until you consent |
We’ll keep this table up to date; exact vendors can change as we improve the service.
4) International transfers
Some providers may process data outside the UK. When that happens, we use UK-approved safeguards (e.g., the International Data Transfer Agreement (IDTA) or EU Standard Contractual Clauses) to protect your information.
5) How long we keep data
- Event/admin records: normally up to 24 months after the event (for queries and planning next year).
- Financial/donation records: 6 years (HMRC).
- Marketing contacts: until you unsubscribe or we clean inactive lists.
- Support queries: up to 12 months from closure.
- Photography/video: reviewed annually; removed on request where reasonable (see section 7).
We keep data longer only if required by law or to resolve disputes.
6) Cookies and consent
We use a consent banner so non-essential cookies only run if you opt in. You can change your choices any time via the banner icon on our site. See our [Cookie Policy] for details of categories and providers.
7) Photography, video & children
We photograph/video our events to celebrate and promote the charity.
- Tell a volunteer or email privacy@rnj-giftofgolf.com if you prefer not to be photographed; we’ll do our best to avoid or remove images.
- For images of children, we seek parent/guardian consent and follow safeguarding principles.
- We don’t sell images or use them for unrelated advertising.
8) Your rights (UK GDPR)
You can request access, correction, erasure, restriction, portability, or object to certain uses (including marketing). We usually respond within one month.
Contact: privacy@rnj-giftofgolf.com.
If unresolved, you can complain to the Information Commissioner’s Office (ICO): ico.org.uk.
9) Security
We use reasonable technical and organisational measures (HTTPS, access controls, least-privilege admin, reputable cloud providers). No system is perfectly secure; we work to mitigate risk and act promptly if issues arise.
10) Your choices
- PLAI onboarding: If you prefer not to have your email uploaded to PLAI for the captain invite, tell us before the upload (reply OPT OUT) and we’ll manage your entry by email instead.
- Marketing: You can withdraw consent/unsubscribe at any time.
- Cookies: Use the banner to Accept / Deny / Manage categories.
11) Who is responsible for your data?
- RNJ is the controller for the data we collect to run the event and this website.
- PLAI Sport provides its own service and becomes the controller for any app account you create with them. Their privacy policy will apply to your in-app activity.
12) Changes
We may update this page to reflect improvements or law changes. The latest version is always available at /privacy-policy/.
Contact
Questions about this notice or your data: support@rnj-giftofgolf.com
Postal: 106 Livingstone Road, Gravesend. Kent DA12 5DY