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

Privacy Policy – May 2025
About this Policy
This policy explains when and why we collect personal information about our members and instructors, how we use it, 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 Privacy Policy and as explained when we collect data from you.
We reserve the right to amend this Privacy Policy from time to time without prior notice. Please check our website (www.killymoongolfclub.com) or the Club notice board regularly for any updates. Amendments will not be made retrospectively.
We always comply with the General Data Protection Regulation (GDPR) when dealing with your personal data. Further details on GDPR are available from the Information Commissioner’s Office (www.ico.org.uk).
For the purposes of GDPR, we are the “controller” of all personal data we hold about you.

Who are we?
We are Killymoon Golf Club, located at:
200 Killymoon Road,
Cookstown, BT80 8NU
Email: golf@killymoongolfclub.com
Tel: 028 8676 3762

What Information We Collect and Why
Type of Information Purpose Legal Basis
Member’s name, address, phone numbers, email Managing membership and duty roster Performing the Club’s contract; legitimate interest in operating the Club
Names and ages of member’s dependants Managing their membership Performing the Club’s contract
Emergency contact details To contact next of kin in an emergency Protecting vital interests
Date of birth / age Managing age-based membership categories Performing the Club’s contract
Gender Providing adequate and inclusive facilities Legitimate interest
Member’s name, Golf Ireland membership number and CDH number Managing competitions, sharing results with Golf Ireland, other clubs and media Legitimate interest in operating and promoting the Club
Photos/videos of members Use on website, social media, press Consent (can be withdrawn at any time)
Name and email for online membership directory For internal communication Consent (can be withdrawn)
Bank account details Managing membership, events, and payments Performing the Club’s contract
Member’s name and email, up to one year after ceasing membership For Golf Ireland surveys Legitimate interest of the Club and Golf Ireland
Club officers’ and committee members’ contact details Website, newsletter, publications Legitimate interest in operating and promoting the Club
Suppliers’ contact details Managing supplier relationships Performing contracts

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How We Protect Your Personal Data
• We do not transfer your data outside the EU without your consent.
• We follow industry-standard security measures to protect personal data from loss, misuse, unauthorised alteration or destruction.
• While we take precautions, transmission of data over the internet is never 100% secure.
• Online payments use secure systems.
• We will notify you promptly in the event of a data breach that may expose you to serious risk.

Who Has Access to Your Information?
• We do not sell your personal data.
• We will not share your data with third parties without your consent, except where required by law or as outlined below.
Third-party processors:
• We may share data with trusted service providers, agents, or subcontractors (e.g., for printing or email systems).
• We ensure these third parties only use your data for the purposes intended and keep it secure.
• Sub-processors engaged by these third parties must also comply with equivalent data protection standards.
Golf Ireland:
• We may share data with Golf Ireland to conduct member surveys or for official purposes.
• Golf Ireland may use trusted third parties to facilitate this under strict data protection agreements.

Data Retention
• We retain your data as long as you are a member and afterwards only if necessary for legal or operational reasons.
• Financial data is destroyed securely once no longer needed.
• We review personal data annually to ensure it is still relevant and lawful to hold.

Your Rights Under GDPR
You have the right to:
• Access the personal data we hold about you
• Be informed about how your data is processed
• Correct any inaccuracies in your data
• Have your data erased in certain situations
• Restrict or object to certain types of processing
• Request that your data be transferred to another organisation

Concerns or Complaints
If you are concerned about how we are handling your data, you have the right to contact the Information Commissioner’s Office (ICO):
• https://ico.org.uk/concerns/
• Tel: 0303 123 1113
• Address: Information Commissioner’s Office,
Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

Contact Us
For any questions or to exercise your rights under this policy, please contact our Data Protection Manager:
Data Compliance Manager: Barry Donaghy
Data Processor: Finola McElroy
Email: golf@killymoongolfclub.com
Phone: 028 8676 3762

Policy Operational Date: 1 May 2025
Prepared by: Barry Donaghy
Next Review Date: 1 May 2026