Why Golf Clubs Need an IT Security Policy (And What Should Be in It)

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Most golf clubs have a policy for almost everything: course etiquette, safeguarding, buggy use, uniforms, dress codes, competition rules, even dog walking. But one policy that’s still missing at many clubs — and arguably one of the most important — is an IT Security Policy.

When I visit clubs, I often find that everyone is doing their best with technology, but no one really knows what the “official rules” are. Who approves new software? Who decides what devices can access club email? What happens when a volunteer leaves? Who resets passwords? What’s the correct process if someone accidentally clicks something suspicious?

Without a clear policy, the answers depend on who’s in the office that day. And that inconsistency is exactly what cybercriminals rely on.

The good news is that an IT Security Policy isn’t a technical manual. It’s a simple, practical document that sets expectations, explains responsibilities, and gives staff and committee members clarity. It prevents misunderstandings and reduces risk — not just from hackers, but from everyday human error.

In this article, we’ll look at why every golf club needs an IT Security Policy, what it should include, and how to make sure it actually works in real life.

 

Why an IT Security Policy Matters So Much for Golf Clubs

Golf clubs are busy places, and the office team often wears multiple hats. One person might handle membership queries, tee bookings, competitions, invoices, bar stock orders and IT issues — sometimes all before lunch. When people are stretched, they rely on habit, shortcuts, and whatever seems easiest at the time.

That’s how risk creeps in.

An IT Security Policy gives your team something solid to lean on. It removes uncertainty and makes sure that everyone — staff, volunteers, committee members, and even captains — follows the same rules.

It also protects the club from finger-pointing. Instead of wondering “who should have done what” after an incident, you already have a clear framework that shows how to behave and how issues should be handled.

 

What an IT Security Policy Needs to Include (In Plain English)

You don’t need pages of technical wording to create a strong policy. What you really need is clarity in a few key areas:

1. Passwords and Access

Who gets access to which systems?

How strong must passwords be?

What happens when someone leaves a role?

These simple rules prevent unnecessary access and stop ex-committee members retaining login rights.

2. Email Use and Approval Processes

This is where invoice fraud usually starts.

Your policy should outline how invoices are checked, who approves payments, and how bank detail changes are verified.

3. Device Use

Can staff use personal laptops or phones for club work?

Are devices protected?

Is everything updated regularly?

Clear boundaries help avoid accidental data leaks.

4. Software and Cloud Services

Before someone signs up to a new cloud system, who should they ask?

Policies help avoid “shadow IT” — systems no one knows about or controls.

5. Incident Reporting

If someone clicks something dodgy or notices something unusual, what should they do?

A simple, documented process reduces panic and speeds up response time.

 

Why Policies Fail (And How to Avoid It)

Many clubs do have something resembling an IT policy, but it sits forgotten in a committee document pack or on a hard drive no one opens anymore. Policies often fail for three reasons:

1. They’re too technical.

People won’t follow what they don’t understand.

2. They’re too long.

If it feels like a 50-page manual, no one reads it.

3. They aren’t reinforced.

Policies need to be part of onboarding, training, and annual review — not a one-time document.

A good policy should be short, readable, and relevant. Something your office team and committee can understand without Googling every other word.

 

What Happens When a Club Has No IT Security Policy

Without a policy, it’s easy for things to slip through the cracks. Over time, clubs end up with old accounts still active, devices no one manages, email access shared informally, volunteer laptops connecting to member databases, or staff using their personal phones to access club email.

None of these things feel dangerous individually — but together, they create a perfect storm.

And when a cyber incident does happen, one of the first questions insurers, auditors or regulators ask is:

“Did you have a policy in place?”

Having one shows you’re taking reasonable and responsible steps to protect the club.

 

How to Create a Policy That Actually Works

Start small. You don’t need to build the perfect policy in one go. Begin with the basics: passwords, access, devices, approvals, and reporting. Then build from there.

Speak with your office team and committee about what currently works and what doesn’t. Your policy should reflect reality — not an idealised version of your club that only exists on paper.

And if you feel unsure where to start, that’s completely normal. Most clubs don’t create these documents often, which is why structured templates and guidance make a huge difference.

 

Give Your Committee Confidence in Your Club’s Cyber Setup

A clear IT Security Policy is one of the simplest ways to improve your club’s protection — and one of the most overlooked. It reduces risk, clarifies responsibilities, and ensures your staff and volunteers work consistently rather than reactively.

If you’d like help creating a practical, readable IT Security Policy — or reviewing the one you already have — LinksGuard can support you with:


If you’d like help with anything in this blog — or any other cyber security concern at your club — you can book a free, no-obligation chat with me anytime.