Privacy Notice
GolfQube Limited (“GolfQube”, “we”, “us”, “our”) is a company registered in England and Wales
under company number 16426716. Our registered office is Kingsway Golf Centre, Cambridge
Road, Melbourn, Royston, SG8 6EY.
This Privacy Notice explains how we collect, use and protect personal data when you:
visit our website;
submit an enquiry;
make a booking;
buy products, services or gift vouchers;
sign up for marketing;
join our rewards scheme;
use our guest Wi-Fi;
visit our premises where CCTV is in operation; or
otherwise interact with us in store, by phone, by email or online.
If you have any questions about this notice or how we use personal data, please contact:
Julian Dell
Email: julian@kingswaygolf.co.uk
Address: Kingsway Golf Centre, Cambridge Road, Melbourn, Royston, SG8 6EY
What personal data we collect
Depending on how you interact with us, we may collect:
name;
email address;
telephone number;
postal address;
booking and appointment details; purchase and transaction records;
payment-related information;
rewards account, balance and redemption data;
communications and enquiry details;
marketing preferences;
CCTV images;
guest Wi-Fi and device/network data;
website usage data, cookie data and online identifiers;
limited junior participant information supplied by a parent or guardian; and
where relevant, limited injury, health or accessibility information that you choose to provide for
a lesson, fitting or visit.
How we collect personal data
We collect personal data:
directly from you;
from a parent or guardian making a junior booking;
through our website and forms;
through our booking, till, payment and rewards systems;
through our CCTV and Wi-Fi systems; and
through cookies and similar technologies where applicable.
How we use personal data
We use personal data to:
respond to enquiries;
manage bookings, lessons, fittings, simulator/range sessions and gift vouchers;
process payments, refunds and purchases;
operate our rewards scheme and maintain store credit balances;
send booking confirmations, reminders and service communications;
provide guest Wi-Fi;
keep our premises, people and property secure;
improve our services, website and customer experience;
send marketing where we are allowed to do so; and
comply with legal, tax, accounting and regulatory obligations.
Our lawful bases
We rely on one or more of the following lawful bases: contract – where we need your data to take steps at your request or provide products or
services to you;
legitimate interests – where we need your data to run and improve our business, respond to
enquiries, protect the business, prevent misuse and keep appropriate records;
legal obligation – where we need to keep records or disclose information to comply with the
law; and
consent – where you choose to receive marketing from us, accept non-essential cookies, or
provide certain optional information.
Special category data
If you choose to provide injury, health or accessibility information relevant to a lesson, fitting or visit,
we will only use that information where it is genuinely necessary and lawful to do so. In most cases,
we will rely on your explicit consent, or the explicit consent of a parent or guardian where relevant,
together with an appropriate lawful basis under UK data protection law.
Marketing
We may send you news, offers, updates, product information, events and service-related promotions
by email and SMS/whatsapp.
For most new marketing contacts, we will only send electronic marketing where you have expressly
opted in.
If you are an existing customer, we may sometimes rely on the soft opt-in to send you marketing
about our own similar products and services where the law allows us to do so and where you were
given the opportunity to opt out when your details were collected and in every later message.
You can opt out of marketing at any time by:
clicking the unsubscribe link in an email;
replying STOP to a marketing text; or
contacting us using the details above.
We may keep a limited suppression record so that we can respect your preference not to receive
marketing.
Juniors
Where a booking or enquiry relates to a junior, we expect a parent or guardian to provide the relevant
information and act as the main contact. We only ask for junior information that is reasonably needed
to provide the lesson, booking or related service safely and appropriately. We do not use a child’s
contact details for direct marketing.
Rewards scheme
If you join GolfQube Rewards, we use your personal data to create and administer your rewards
account, record eligible purchases, calculate and apply store credit, process redemptions, prevent
misuse, and provide customer support.
CCTV
CCTV operates at our premises for safety, security, crime prevention and incident investigation.
Guest Wi-Fi
If you use our guest Wi-Fi, we and our service providers may process limited device, connection and
usage/security data to provide the service, maintain network security, troubleshoot problems and
prevent misuse.
Who we share personal data with
We may share personal data with trusted service providers who support our business, including
providers of:
website hosting and website services;
booking and scheduling systems, including Acuity Scheduling and Golfmanager, and
Lightspeed once implemented;
payment processing, including Stripe and our in-store card payment providers;
marketing systems, including Mailchimp and any SMS platform we use;
analytics and advertising services, including Google and Meta;
CCTV and guest Wi-Fi services;
IT, professional and business support services; and
regulators, law enforcement or other authorities where required.
We do not sell personal data.
International transfers
Some of our service providers may process personal data outside the UK. Where this happens, we
take steps to ensure appropriate safeguards are in place.
Data retention
We keep personal data only for as long as reasonably necessary for the purposes set out in this
notice. Our default retention periods are:
general enquiries: 12 months from last substantive contact;
customer bookings, purchases, gift vouchers and related financial records: 6 years
from the end of the financial year of the transaction;
marketing records: until you unsubscribe or we no longer need them for that purpose;
suppression records: as long as necessary to ensure we respect opt-out requests;
rewards scheme records: while the account is active and normally for 6 years afterwards
where needed for accounting, audit, dispute or tax purposes;
CCTV footage: normally up to 30 days unless needed longer for an incident, investigation or
claim;
guest Wi-Fi logs: normally up to 12 months for network security and misuse prevention;
junior booking/admin records: for as long as needed to manage the service and for a
reasonable period afterwards, with longer retention where safeguarding or legal issues
require it.
Your rights
Depending on the circumstances, you may have the right to:
request access to your personal data; ask for inaccurate data to be corrected;
ask for data to be erased;
ask us to restrict processing;
object to processing, including direct marketing;
withdraw consent at any time where we rely on consent; and
ask for a portable copy of certain data.
To exercise your rights, please contact us using the details above.
Complaints
If you have concerns about how we use personal data, please contact us first. You also have the right
to complain to the Information Commissioner’s Office.
Changes to this notice
We may update this Privacy Notice from time to time. The latest version will always be published on
our website.