1. Who we are
This website (gi-golf.com) is operated by [Golf Club / Organisation Name], a company registered in England and Wales (company number: [XXXXXX]), whose registered office is at [Address], [Postcode].
We are the data controller for personal information collected through this website.
Questions about this policy should be directed to our Data Protection contact privacy@gi-golf.com
2. What data we collect and why
We do not collect sensitive personal data (as defined under UK GDPR Article 9) through this website. We do not knowingly collect personal data from children under 13 without verifiable parental consent.
3. Legal basis for processing
Under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, we rely on the following lawful bases:
- Legitimate interests (Article 6(1)(f)) — website analytics, security monitoring, and displaying public golf competition results.
- Consent (Article 6(1)(a)) — newsletter subscriptions and non-essential cookies. You may withdraw consent at any time.
- Contract (Article 6(1)(b)) — where you are a club member and we process your data to deliver membership services.
- Legal obligation (Article 6(1)(c)) — where we are required to retain records by law (e.g. financial records).
4. Third-party services
This website integrates with the following third-party platforms. Each acts as either a data processor (acting on our instructions) or an independent data controller (with their own privacy obligations):
Golf Genius
We use Golf Genius to publish tournament schedules, tee times, and competition results on this website. Player data (name, handicap, scores) processed through Golf Genius is governed by the Golf Genius Privacy Policy. Golf Genius acts as a data processor on behalf of our club. Results displayed publicly reflect data that is considered public competition information within the golf community.
Instagram / Meta
Our website may display an embedded feed of our official Instagram account using Instagram's public embed functionality. When pages containing embedded Instagram content are loaded, Meta Platforms Ireland Ltd may collect data about your visit in accordance with the Instagram/Meta Privacy Policy. Meta acts as an independent data controller for data collected through its embed infrastructure. We recommend reviewing Meta's privacy policy if you have concerns.
If you are not logged in to Instagram, Meta may still set cookies and collect browsing data through the embed. You can prevent this by using a browser extension that blocks third-party scripts.
Email service provider
Newsletter and transactional emails are sent via [Email Provider, e.g. Mailchimp / Brevo]. Subscriber data is held on their platform under a data processing agreement. You may unsubscribe at any time using the link in any email we send.
Hosting infrastructure
This website is hosted on servers located in the United Kingdom / European Economic Area. Our hosting provider processes server logs (IP addresses, request timestamps) for security and operational purposes only, under a data processing agreement with us.
5. Cookies & analytics
We use cookies and similar technologies to understand how visitors use this website. We do not use advertising or tracking cookies that follow you across other websites.
Cookie / toolTypePurposeDuration
Session cookie
Essential
Maintains your session while browsing
Session
Cookie consent
Essential
Remembers your cookie preferences
12 months
Website analytics
Functional
Anonymous page view and traffic analysis (no cross-site tracking; no personal data stored)
12 months
Instagram embed
Third-party
Set by Meta when Instagram content is loaded; subject to Meta's cookie policy
Varies
Our website analytics tool is configured to anonymise IP addresses and does not share data with advertising networks. Analytics data is used solely to improve our website. You may opt out of analytics cookies via our cookie preferences panel.
6. Data retention
- Contact enquiries — retained for 2 years from last contact, then securely deleted.
- Newsletter subscribers — retained until you unsubscribe, or after 3 years of inactivity, whichever is sooner.
- Analytics data — aggregated and anonymised; retained for up to 26 months.
- Competition results — public golf results may be retained indefinitely as part of the club's sporting record.
- Server logs — automatically purged after 30 days.
7. Your rights
Under UK GDPR you have the following rights regarding your personal data:
Access
Request a copy of your data
Rectification
Correct inaccurate data
Erasure
Request deletion of your data
Restriction
Limit how we use your data
Portability
Receive your data in a portable format
Objection
Object to processing on legitimate interest grounds
To exercise any of these rights, contact us at the details in section 9. We will respond within one calendar month. We may need to verify your identity before acting on a request.
You also have the right to withdraw consent at any time where processing is based on consent. This does not affect the lawfulness of processing before withdrawal.
8. International transfers
Where data is transferred outside the United Kingdom (for example, to Meta's servers in the United States or to Golf Genius infrastructure), we ensure appropriate safeguards are in place under Article 46 UK GDPR, including Standard Contractual Clauses (SCCs) or transfers to countries covered by a UK adequacy decision.
Our primary hosting and operational data remains within the United Kingdom or the European Economic Area.
9. Contact & complaints
For any privacy-related queries, to exercise your rights, or to raise a concern:
Data Protection Contact
[Golf Club / Organisation Name]
[Address, Postcode, England]
If you are dissatisfied with our response, you have the right to lodge a complaint with the Information Commissioner's Office (ICO):
Information Commissioner's Office
0303 123 1113