We would like to clarify the type of data we collect, and how we control, process, handle and protect that data in accordance with current GDPR and PECR regulations.

Explanation of the definition and references within this Privacy Policy:

•   “our” “ we” “us” “I” refers to the business i.e. Synecore Limited
• “you” “your” “the user” “everyone” “participants” refers to the person/s using the website or attending the Synecore Charity Golf Day
• “subscriber” refers to the person/s who register on the Synecore Charity Golf Day website to book themselves and/or team members
• “the event” refers to the Synecore Charity Golf Day 
• “our website” refers to www.synecorecharitygolfday.co.uk
• GDPR is an acronym for General Data Protection Regulations
• PECR means Privacy & Electronic Communications Regulation
• ICO is an acronym for Information Commissioner’s Office
• Cookies mean small files stored on a user’s computer or device

Why do we need to collect data?

Let us assure you that we only collect data that is necessary to orchestrating the planning and execution of Synecore’s annual Charity Golf Day. This privacy policy explains how we use the data provided by the subscriber s in alignment with Synecore’s existing business privacy policy. Therefore, should you have any questions, please do not hesitate to take the matter up with a senior member of Synecore team. Contact details are provided at the end of this policy.

What data do we collect?

We collect personal and behavioural data for the individuals and businesses attending the Synecore Charity Golf Day. The type of data we collect includes

• Subscriber full name and job title (the person registering to book tickets for themselves and/or on behalf of other participants i.e the main team contact)
• Company name (if registering as corporate participant)
• Full name of participants
• Job title (if relevant)
• Subscriber Email addresses (business and/or personal)
• Subscriber Phone numbers (business and/or personal)
• Participant Email addresses (business and/or personal)
• Participant Email addresses (business and/or personal)
• Golf handicap for each participant
• Dietary requirements of participants
• Specialist information that can impact on the particpant’s involvement within our event
• Online subscriber and user behaviour, preferences and performance data using internet cookies
• Sponsors to provide information about their business and marketing contact information

Payments

All digital transactions related to ticket purchases, sponsorship, auction items, raffles and donations take place via Just Giving. This ensures our chosen charity directly benefits from everyone’s fundraising efforts. If you have any questions or concerns about the way Just Giving collect, store and process your personal data please view the Just Giving Privacy Policy.

How we collect data

We collect data via our dedicated Synecore Charity Golf Day website, where there is a subscriber and participants registration form. Here, you can also sign up to our email marketing database.

Occasionally, the nature of the event means that we will also collect data via emails to the event team, verbally over the phone or face to face at the event.  

Subscriptions

Our preferred method of collecting data is through the event’s secure website, which is our central booking and management system.

The person/s responsible for making a booking is/are required to create an account with a username and password before they can complete their online registration for the event.

These individuals are the ‘subscriber’ who is responsible for the booking and amending the information provided for themselves and/or the participants.

Once the subscriber has an account, they can register themselves and others for the event by inputting the necessary business and personal data into the booking form. All of this information is required to guarantee a place at the event.

To complete the booking, the subscriber will be redirected to Just Giving to make payment. If the payment or the data required for the booking is incomplete, a member of the event planning team will contact the user via the information provided.

By accepting our privacy policy, the subscriber is agreeing and acknowledging that they have the permission of the registered participants to share their personal data. Each participant will receive an email confirmation and future correspondence regarding the event. The accuracy of the information provided during registration is the sole responsibility of the subscriber.

Cookies

Our website uses cookies to collect data relating the user’s experience, preference and behaviour.
A cookie is a small file, typically of letters and numbers, downloaded by your internet browser on your personal device (computer, smart phone, iPad). Our website uses cookies to recognise the user’s device in order to personalise and enhance the user’s experience.
These cookies store your preferences and past actions. This allows us to make our website more efficient, saving you time and providing the information that you need.
In accordance with the PECR, GDPR and E-Privacy Directive (May 2012), our website asks you to consent to the way we use cookies. 

The Cookies we use include:

• Google Analytics 
• Google Adsense

You can find out more about cookies at:

• Information Commissioner’s Office (ICO) website
• Guidance on the new cookies regulation, ICO (PDF 677KB)

Email marketing

Past event participants have been automatically subscribed to our email marketing list for the event in order to update and provide information on future events. Subscribers can ‘opt out’ at any time using the links within the emails they receive. By clicking the ‘unsubscribe’ link their email address will be automatically added to our suppression lists, which we regularly audit.

As of 2021 our web-based central booking system asks subscribers to ‘opt in’ to receiving email marketing about future events run by Synecore.  

If the opt in section is left unmarked, we will only use registered data to confirm event registration and provide necessary updates on the event to the user.  

Our email marketing data is processed via Mail Chimp, a third party service provider. The type of data we process via Mail Chimp includes:

• Email address
• Name (first and last)
• Job title
• Company name
• I.P. address
• Subscription time and date

The email marketing messages that we send contain tracking beacons and tracked links that enable us to record the subscriber’s unique engagement relating to clicks, opens, forwards, geographic and demographic reach.

How we use your data

The data collected for the purposes of booking the Synecore Charity Golf Day will be used under the following circumstances:

• Updates on the event and changes in circumstances
• Follow-up regarding bookings, payments, golf handicap, dietary requirements and sponsorship
• Confirmation of specialist requirements if not clearly stated in the registration process or provided directly to the event team
• Confirmation of participants names, including evening guests and team members
• Making changes to the booking
• Support with sponsorship material i.e. signage, adverts, listings and blogs
• Sharing information with our event partners: the venue, charity, marketing and event suppliers

How we store data

All personal data held by Synecore is securely stored and accessed only by authorised Synecore personnel and their external marketing provider. We enforce data security with a number of methods:

• Managerial procedures
• Property security
• Online systems with password protection
• Internal electronic systems with password protection
• Regular auditing of marketing databases, including removal of unsubscribed or suppressed email data

We assure you that the data stored by Synecore will not be sold or shared with any third parties. The only instance data is shared outside of the corporation is in relation to the event.
Security

Synecore does not sell or share personal data to third party providers. The data we store is strictly for the purposes of orchestrating participation in our events.  

There are circumstances when data is shared outside of the Synecore organisation. These include sharing information with:

• Our venue partners in order to confirm names, golf handicaps, dietary requirement, specialist requirements for the event
• The charity, who support our event and make a valuable contribution to the organisation
• Marketing and design departments who manage, market and coordinate the event, its sponsors, the registration website, bookings, the Just Giving page, email marketing, social media, auction suppliers, raffle, the charity and venue
• Event suppliers if deemed essential to delivering the service

Under no circumstances do we permit our event suppliers, the venue, charity or external marketing partners to share or process personal data for purposes other than the Synecore Charity Golf Day.

Your right to ‘Opt Out’

In accordance with GDPR regulations, you have the right to opt out of future communications or amend your details that we store relating to the Synecore Charity Golf Day. Please contact [email protected] if you:

• Wish to have your data permanently removed from our files
• Access the information we hold
  If there is something that we have not covered in the Privacy Policy that you would like to discuss, please contact us via email [email protected] or write a letter to: Synecore Limited, 1 Conqueror Court, Sittingbourne, Kent ME10 5BH