Safeguarding & Privacy Policies

Killymoon Golf Club – Child Safeguarding Statement
Date of Statement: 23/04/25
Next Review Date: 23/04/26
Designated Safeguarding Officer (DSO): Frances McKenna - 07869117431
1. Policy Statement
Killymoon Golf Club is fully committed to safeguarding the welfare of all children
(defined as persons under the age of 18) who engage with our club through sporting and
recreational activities. We recognise our duty of care under the Children (Northern
Ireland) Order 1995, the Safeguarding Board Act (Northern Ireland) 2011, and
guidance including Co-operating to Safeguard Children and Young People in
Northern Ireland (2017).
We acknowledge the rights of children to protection from abuse, neglect, exploitation
and violence, and we strive to provide a safe, supportive and enjoyable environment for
all young people.
2. Principles
This safeguarding statement is underpinned by the following principles:
• The welfare of the child is paramount.
• All children have the right to be protected from harm, abuse, and exploitation.
• All suspicions and allegations of abuse will be taken seriously and responded to
swiftly and appropriately.
• We will work in partnership with parents/carers, statutory agencies, and other
organisations to promote children s welfare.
• All staff, volunteers, and members have a responsibility to be alert to potential
risks and report concerns.
3. Scope
This statement applies to:
• All club officials, coaches, volunteers, and members
• All children and young people involved in activities under the auspices of
Killymoon Golf Club
• Any third parties or visitors involved in club-run junior activities
4. Legal Framework
This statement has been developed in accordance with the following legislation and
guidance relevant to Northern Ireland:
• Children (Northern Ireland) Order 1995
• Safeguarding Board Act (Northern Ireland) 2011
• Sexual Offences (Northern Ireland) Order 2008
• Children s Services Co-operation Act (Northern Ireland) 2015
• Co-operating to Safeguard Children and Young People in Northern Ireland
(2017)
• UN Convention on the Rights of the Child (UNCRC)
5. Risk Assessment
Killymoon Golf Club has carried out a risk assessment of potential harm to children
while they are involved in club activities. Risks include:
• Inappropriate behaviour or abuse by staff or volunteers
• Peer bullying or exclusion
• Unsafe practices in coaching or during travel
• Poor supervision or lone-working situations
Mitigating measures include:
• All staff and volunteers working with children are subject to AccessNI
enhanced checks and undergo safeguarding training.
• Implementation of a Code of Conduct for staff, volunteers, and young players.
• Use of supervision ratios appropriate to age and activity.
• Parental consent obtained for all participation, travel, and media use.
6. Procedures and Responsibilities
We have adopted safeguarding procedures consistent with guidance from Golf Ireland
and Sport NI, including:
• Appointing a Designated Safeguarding Officer (DSO) with responsibility for
managing concerns and ensuring compliance.
• Procedures for responding to disclosures, allegations, and concerns.
• Clear complaints and disciplinary procedures.
• Procedures for recruitment, selection, and vetting of staff and volunteers.
• Ongoing training and education in safeguarding for relevant individuals.
7. Reporting Concerns
All concerns, allegations, or disclosures regarding child welfare must be reported to the
Club s Designated Safeguarding Officer or Deputy. In cases of immediate danger, the
Police Service of Northern Ireland (PSNI) or Gateway Services (Health and Social
Care Trusts) should be contacted directly.
Designated Safeguarding Officer Contact:
Name: Frances McKenna
Phone: 07869117431
Email: fmckccc@hotmail.co.uk
Gateway Services Contact Details:
Northern Trust Gateway Team - 0300 1234 333
8. Communication & Monitoring
This safeguarding statement will be:
• Displayed publicly in the clubhouse and on our website
• Made available to parents and guardians upon request
• Reviewed annually or following any incident or change in legislation
• Updated as required to reflect best practice
9. Code of Conduct
All club members, volunteers, and staff must adhere to our Safeguarding Code of
Conduct, which outlines expectations for respectful and safe behaviour, appropriate
physical contact, and acceptable communication.
Breaches of this code will be investigated and may result in disciplinary action,
including suspension or termination of membership.
10. Useful Contacts
• NSPCC Helpline: 0808 800 5000
• Childline: 0800 1111
• PSNI (non-emergency): 101
• Golf Ireland Safeguarding Support: Fiona Power
Eamon Corey
Club Chairperson
Barry Donaghy
General Manager
PP On Behalf of Frances McKenna
Designated Safeguarding Officer
Date: 23/04/2025

KILLYMOON GOLF CLUB PRIVACY POLICY MAY 2018

About this Policy
This policy explains when and why we collect personal information about our members and instructors, how we use it and how we keep it secure and your rights in relation to it. We may collect, use and store your personal data, as described in this Data Privacy Policy and as described when we collect data from you.

We reserve the right to amend this Data Privacy Policy from time to time without prior notice. You are advised to check our website www.killymoongolfclub.com or our Club notice-board regularly for any amendments (but amendments will not be made retrospectively). We will always comply with the General Data Protection Regulation (GDPR) when dealing with your personal data.

Further details on the GDPR can be found at the website for the Information Commissioner (www.ico.gov.uk). For the purposes of the GDPR, we will be the “controller” of all personal data we hold about you.

Who are we ?
We are the Killymoon Golf Club. We can be contacted at 200 Killymoon Road, Cookstown BT80 8NU, golf@killymoongolfclub.com, telephone 028 8676 3762.

What information we collect and why ?

Type of information / Purposes / Legal basis of processing

Member's name, address, telephone numbers, e-mails address. / Managing the Member’s membership of the Club. Managing the duty roster. / Performing the Club’s contract with the Member. For the purposes of our legitimate interests in operating the Club.

The names and ages of the Member’s dependants / Managing the Member’s and their dependants’ membership of the Club / Performing the Club’s contract with the Member.

Emergency contact details / Contacting next of kin in the event of emergency / Protecting the Member’s vital interests and those of their dependants.

Date of birth, age related information / Managing membership categories which are age related / Performing the Club’s contract with the Member.

Gender / Provision of adequate facilities for members / For the purposes of our legitimate interests in making sure that we can provide sufficient and suitable facilities (including changing rooms and toilets) for each gender.


The Member’s name, GUI membership number and CDH recognition / Managing competition entries results. Sharing results with other clubs, and the GUI, and providing results to local and national media / For the purposes of our legitimate interests in holding competitions for the benefit of members of the Club. For the purposes of our legitimate interests in promoting the Club. For the purposes of our legitimate interests in operating the Club.

Photos and videos of Members / Putting on the Club’s website and social media pages and using in press releases / Consent. We will seek the Member’s consent on their membership application form and each membership renewal form and the Member may withdraw their consent at any time by contacting us by e-mail or letter.

The Member’s name and e-mail address / Creating and managing the Club's online Membership Directory / Consent. We will seek the Member’s consent on their membership application form and each membership renewal form. The Member may withdraw their consent at any time by contacting us by e-mail or letter to tell us that they no longer wish their details to appear in the Membership Directory.

Bank account details of the member or other person making payment to the Club / Managing the Member’s and their dependants’ membership of the Club, the provision of services and events / Performing the Club’s contract with the Member.

The Member’s name and e-mail address, whilst a current member and for up to [a year] after ceasing to be a member of the Club / Passing to the GUI for the GUI to conduct surveys of Members and former members of the Club. See paragraph 5.3 below / For the purposes of our legitimate interests in operating the Club and / or the legitimate interests of the GUI in its capacity as the national body for all forms of golf.

Name, e-mail address and telephone number of each Club Officer / Information published on Club’s website, in Club’s newsletter and other publications, in the Club’s marketing materials and made available to the GUI, in each case as a point of contact at the Club / For the purposes of our legitimate interests in operating and promoting the Club.

Name, e-mail address and telephone number of each Club committee member / Information published on Club’s website / For the purposes of our legitimate interests in operating and promoting the Club.

Employees and representatives of suppliers to the Club / Entering into and managing arrangements with suppliers / Entering into and performing contracts with suppliers.

How we protect your personal data

5.4.1 We will not transfer your personal data outside the EU without your consent.

We have implemented generally accepted standards of technology and operational security in order to protect personal data from loss, misuse, or unauthorised alteration or destruction.
Please note however that where you are transmitting information to us over the internet this can never be guaranteed to be 100% secure.
For any payments which we take from you online we will use a recognised online secure payment system.
4.5 We will notify you promptly in the event of any breach of your personal data which might expose you to serious risk.

5. Who else has access to the information you provide us?
5.1 We will never sell your personal data. We will not share your personal data with any third parties without your prior consent (which you are free to withhold) except where we are required to do so by law or as set out in the table above or in paragraphs 5.2 and 5.3 below.

5.2 We may pass your personal data to third parties who are service providers, agents and subcontractors to us for the purposes of completing tasks and providing services to you on our behalf (e.g. to print newsletters and send you mailings). We do this for the purpose of our legitimate interests in operating the Club and for performing our contract with you. However, we disclose only the personal data that is necessary for the third party to deliver the service and we have a contract in place that requires them to keep your information secure and not to use it for their own purposes. It is possible that third parties may themselves engage others (sub-processors) to process your data. Where this is the case third parties will be required to have contractual arrangements with their sub-processor(s) that ensure your information is kept secure and not used for their own purposes.

5.3 We may also pass your personal data to the GUI for the purposes of carrying out surveys when it is in the legitimate interest of the club and the GUI to do so. The GUI may use third parties to carry out the surveys but disclose only the personal data that is necessary for the third party to do so and will have a contract in place that require the third party to keep your information secure and not to use it for their own purposes.

6.How long do we keep your information?

6.1 We will hold your personal data on our systems for as long as you are a member of the Club and for as long afterwards as it is in the Clubs’ legitimate interest to do so or for as long as is necessary to comply with our legal obligations. We will review your personal data every year to establish whether we are still entitled to process it. If we decide that we are not entitled to do so, we will stop processing your personal data except that we will retain your personal data in an archived form in order to be able to comply with future legal obligations e.g. compliance with tax requirements and exemptions, and the establishment, exercise or defence of legal claims.

6.2 We securely destroy all financial information once we have used it and no longer need it.

7. Your rights

8.7.1 You have rights under the GDPR:

to access your personal data
to be provided with information about how your personal data is processed
to have your personal data corrected
to have your personal data erased in certain circumstances
to object or to restrict how your personal data is processed
(f) to have your personal data transferred to yourself or to another business in certain circumstances.

7.2 You have the right to take any complaints about how we process your personal data to the Information Commissioner
https://ico.org.uk/concerns/
0303 123 1113
Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire SK9 5A

For more details, please address any questions, comments and requests regarding our data processing practices to our Data Protection Manager golf@killymoongolfclub.com.

Data Compliance Manager: Cyril Rafferty
Data Processor: Finola McElroy
Policy Operational Date: 25 May 2018
Policy prepared by Cyril Rafferty 23 May 2018
Policy Review Date: 31 May 2018