Privacy policy
This privacy policy explains how Korving Klikt ("we", "us") handles personal data when you visit the website of The Reciprocal at thereciprocal.co.uk (the "Site") or contact us through it.
It covers the Site only. The platform for golf clubs is not yet available; it will come with its own privacy information.
1. Who we are
Korving Klikt is responsible (the "controller") for the personal data described in this policy.
You can reach us through our contact form.
2. Information we collect
When you visit the Site. To deliver pages to you, the web server of our hosting provider processes technical data such as your IP address, browser type and the pages you request, and records them in server log files, together with the date and time of each request. These logs are used only to deliver the Site, to keep it secure and to solve technical problems. We do not use analytics, tracking or advertising tools, and we do not build profiles of visitors.
When you use the contact form. Your name, email address, your club or organisation (if you fill it in), your message, and the date and time it was sent.
Message log. Every message sent through the contact form is also written to a log file on our server, so that no message is lost if delivery by email fails. The log contains the details listed above.
Rate-limit files. To prevent misuse of the contact form and the survey, we record the times at which the form was sent or a survey was started from your IP address. We do not store the IP address itself, but a code derived from it with a secret key (a keyed hash, or HMAC). Without that key, which is held only on our server, the code cannot be traced back to an IP address.
When you take our survey. Your answers about your club and how it handles reciprocal play: the club's name and country, your role, the number of partner clubs and visits, how arrangements are managed and verified, the time spent on it, your views, and anything you write in the open question. We also record a random response number, the date and time, the source code in the survey link if there is one (for example from a newsletter), and how far you got, including when you stop before the end. Your name, job title and email address are optional, as are the two tick boxes: a summary of the results, and permission to contact you about The Reciprocal.
If you leave your name and email address empty, your answers are stored without them. Your club's name and your role can still make a response traceable to you, so we treat every response as personal data. We do not store your IP address with the survey.
Cookie. The contact page and the survey set one strictly necessary cookie. See our cookie policy.
3. How we use your information
- To answer your message. Our basis is our legitimate interest in responding to enquiries, or, if you ask about using our services, taking steps at your request before entering into a contract.
- To keep the message log, so that no message is lost. Our basis is our legitimate interest in handling every enquiry.
- To analyse survey answers, so we understand how clubs manage reciprocal play and can develop The Reciprocal accordingly. Our basis is our legitimate interest in researching the needs of the clubs we build for.
- To send you a summary of the survey results, or to contact you about The Reciprocal, but only if you ticked the box for it. Our basis is your consent, which you can withdraw at any time through our contact form; we then stop and delete your contact details.
- To keep the rate-limit files and set the session cookie, to protect the Site, the contact form and the survey against misuse. Our basis is our legitimate interest in keeping the Site secure.
We do not use your details for marketing or newsletters, and we do not use automated decision-making. If we want to use your information for any other purpose, we will ask for your consent first.
4. How we share your information
We do not sell or rent your personal data. Survey answers and contact details are used only for The Reciprocal and are not shared with third parties. The Site, its database and the message log are hosted by TransIP, a hosting provider in the Netherlands, which also delivers messages from the contact form to us by email. TransIP processes this data only on our behalf and on our instructions.
We may also disclose your information where the law requires it, or to establish or defend legal claims.
5. Transfer to the company behind The Reciprocal
The Reciprocal is currently operated by Korving Klikt. A separate company is being set up to run The Reciprocal. Once it has been set up, the operation of the Site and the personal data described in this policy, in particular contact messages, the message log and survey responses, may be transferred to that company. From then on that company will be responsible for your data, under this policy or under a policy it publishes in its place. We will update this policy to name the new company.
Such a transfer does not change the purposes for which your data is used, or how long it is kept. We will announce it on this page, and if we have your email address because you asked us to contact you, we will also let you know directly.
6. How long we keep your information
- Contact messages in the message log: 12 months after they were sent. Older messages are deleted automatically each time a new message arrives.
- Contact messages in our mailbox: 12 months after they were received, after which we delete them, unless the conversation is still going on.
- Survey responses, including any contact details and consents: 24 months after you started the survey. Older responses are deleted automatically each time a new survey is started. If you withdraw your consent earlier, we delete your contact details then.
- Rate-limit files: deleted one hour after the last time the form was sent or a survey was started from that IP address.
- Session cookie: removed when you close your browser.
- Server log files: kept by our hosting provider for a limited period for security and troubleshooting, and then deleted automatically.
7. Your rights
Under data protection law you have the right to:
- access the personal data we hold about you, and have it corrected or deleted;
- object to or restrict our use of it;
- receive your data in a portable format, where this applies;
- withdraw consent, where we rely on it;
To exercise any of these rights, for example to see, correct or delete your data, use our contact form. We may ask you to confirm your identity first, and we will respond within one month.
You also have the right to lodge a complaint with the Dutch Data Protection Authority (Autoriteit Persoonsgegevens). We would appreciate the chance to resolve your concern first, so please contact us before you do.
8. Cookies
The Site uses one strictly necessary cookie, on the contact page and the survey only. For details, see our cookie policy.
9. Security
The message log and the rate-limit files are stored outside the public part of our web server and are accessible only to us. Survey responses are stored in a database that is only accessible to us; the export is protected by a password. The contact form and the survey are protected against forged submissions. No method of transmission or storage is completely secure, but we take reasonable technical and organisational measures to protect your data.
10. Links to other websites
This policy does not cover other websites linked from the Site, including the website of The Centenary. Please read their own privacy policies.
11. Changes to this policy
We may update this policy, for example when the company behind The Reciprocal has been set up. The date at the top of this page shows the latest version. If we make a significant change, we will say so on this page.
12. Contact
For any questions about your data, contact: