Last updated: 19 October 2026
1. Who We Are
This Privacy Policy applies to:
GolfPodCo Limited
10 Moor Park Lane
Farnham
England
GU10 1QS
Company Number: 15661142
(“GolfPod”, “we”, “us”, “our”)
We operate the website:
golfpod.co.uk
GolfPodCo Limited is the data controller responsible for determining how and why your personal data is processed in accordance with applicable UK data protection legislation, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
If you have any questions about this Privacy Policy or how we handle your personal information, please contact:
Email: info@golfpod.co.uk
2. The Data We Collect
We may collect and process the following personal information.
Information You Provide Directly
- Full name
- Email address
- Telephone and mobile numbers
- Company or organisation details
- Booking details, including dates, times and locations
- Partnership and business enquiries
- Contact form submissions
- Marketing preferences and consent records
- Communications with GolfPod
Information Collected Automatically
When you visit our website or use our services, we may collect:
- IP address
- Browser type and device information
- Website usage and interaction data
- Booking activity
- Cookie identifiers and analytics information
Technology and Gameplay Data
Where GolfPod facilities use third-party technology, including Toptracer-powered golf bays, information may include:
- Golf performance and session data
- Gameplay and usage history
- App-linked statistics, where applicable
- Account or profile information associated with a session
Some information may be collected and processed directly by the relevant technology provider under its own privacy policy.
Where GolfPod receives or controls this information, it will be processed in accordance with this Privacy Policy.
Payment Information
Payments may be processed through secure third-party payment providers.
GolfPod may receive transaction references, payment status and associated booking information. Full payment card details are generally processed by the relevant payment provider rather than stored by GolfPod.
3. How We Use Your Data
We process personal information for the following purposes:
- Responding to enquiries and requests
- Managing and confirming bookings
- Providing booking reminders and important service updates
- Delivering our golf facilities and associated services
- Processing payments and maintaining transaction records
- Managing commercial partnerships
- Improving our website, facilities and customer experience
- Sending marketing communications where permitted by law
- Managing SMS and email marketing preferences
- Meeting legal and regulatory obligations
- Preventing fraud and maintaining security
We will only use personal information where we have an appropriate lawful basis and will not use it for incompatible purposes without a valid legal justification.
4. Our Lawful Bases for Processing
Under UK GDPR, GolfPod relies on the following lawful bases, depending on the purpose of processing:
| Purpose | Lawful Basis |
|---|---|
| Booking and service delivery | Contract |
| Payment processing | Contract and Legal Obligation |
| Booking confirmations and essential service updates | Contract or Legitimate Interests |
| Responding to enquiries | Legitimate Interests or steps prior to entering a contract |
| Website operation and security | Legitimate Interests |
| Customer support | Contract or Legitimate Interests |
| SMS marketing where customers opt in | Consent |
| Email marketing where customers opt in | Consent |
| Eligible existing-customer marketing | Legitimate Interests, where PECR requirements are met |
| Optional analytics and advertising cookies | Consent, where required |
| Legal and regulatory compliance | Legal Obligation |
| Fraud prevention and security monitoring | Legitimate Interests or Legal Obligation |
Where we rely on legitimate interests, we consider whether our business interests are balanced appropriately against individuals’ rights and freedoms.
Where we rely on consent, you may withdraw it at any time without affecting the lawfulness of processing carried out before withdrawal.
5. Marketing Communications
GolfPod may contact customers and individuals with information about our services, facilities, offers and events where we have a lawful basis to do so.
We comply with applicable UK electronic marketing legislation, including the Privacy and Electronic Communications Regulations 2003 (PECR).
5.1 Email Marketing
Where you have opted in, or where another lawful marketing exception applies, we may send emails containing:
- Special offers and promotions
- News about GolfPod locations and facilities
- Information about events and competitions
- Updates about new services and products
- Other relevant GolfPod news
You can unsubscribe from marketing emails at any time using the unsubscribe link included in our messages or by contacting info@golfpod.co.uk.
5.2 SMS Marketing
If you choose to opt in to SMS marketing, GolfPod may send text messages to the mobile telephone number you provide.
These messages may include:
- Exclusive offers, discounts and promotions
- News about new products, services and facilities
- Information about events and competitions
- Other relevant GolfPod news and marketing updates
By opting in, you provide your consent to receive SMS marketing communications from GolfPod.
Consent is entirely optional and is not a condition of making a booking, accessing our facilities or using our services.
Where we rely on consent, we will request it through a clear, affirmative action, such as selecting an unticked checkbox on our booking or registration forms.
We may retain records of your consent, including when and how it was provided and the preferences selected.
You can withdraw your consent at any time by following the unsubscribe instructions included in our messages, replying STOP where this functionality is supported, or contacting us at info@golfpod.co.uk.
We will stop sending SMS marketing communications following a valid withdrawal of consent, subject to the time reasonably required to process your request.
5.3 Booking Reminders and Service Communications
Separately from marketing, GolfPod may send essential service-related communications by email or SMS.
These may include:
- Booking confirmations
- Booking reminders
- Changes or cancellations to bookings
- Payment or transaction updates
- Important information about booked facilities or services
These communications are necessary for administering bookings and providing our services and are not dependent on consent to receive marketing.
Where a communication includes promotional material, we will treat the relevant content as marketing and apply the appropriate legal requirements.
5.4 Managing Your Marketing Preferences
You may change your marketing preferences or withdraw consent at any time.
You can do so by:
- Using the unsubscribe instructions in our marketing communications
- Contacting info@golfpod.co.uk
Where you unsubscribe, we may retain limited information on a suppression list to ensure that you are not contacted again for the relevant marketing purposes.
We do not sell personal data to third parties.
6. Sharing Your Data
We may share personal information with trusted third parties where necessary to operate our business and deliver our services.
These may include:
- Booking and payment service providers
- Golf technology and performance tracking providers
- Website hosting and technical support providers
- Email and SMS communication platforms
- Website analytics and marketing service providers
- Professional advisers, including accountants and legal advisers
- Regulatory authorities and law enforcement agencies where legally required
Where third parties process personal data on our behalf, we require appropriate contractual arrangements and data protection safeguards.
Some third-party providers may act as independent data controllers and process information in accordance with their own privacy policies.
We only share information where necessary and appropriate for the relevant purpose.
7. International Data Transfers
Some of our technology, hosting, booking, analytics or communication providers may process personal data outside the United Kingdom.
Where personal data is transferred internationally, we take appropriate steps to ensure that it remains protected.
These safeguards may include:
- Transfers to countries covered by UK adequacy regulations
- The UK International Data Transfer Agreement (IDTA)
- The UK Addendum to the EU Standard Contractual Clauses
- Other legally recognised transfer safeguards
Where required, we assess the risks associated with international transfers and implement appropriate additional protections.
You may contact us for further information about the safeguards applicable to your personal data.
8. Data Retention
We retain personal information only for as long as reasonably necessary to fulfil the purposes for which it was collected, including legal, accounting, regulatory and operational requirements.
Our general retention guidelines are:
| Data Type | Typical Retention |
|---|---|
| General enquiries | 12–24 months, depending on purpose |
| Booking and transaction records | Normally up to 6 years, where required for accounting or legal purposes |
| Marketing contact information | While a valid marketing basis remains, subject to periodic review |
| Marketing consent records | For as long as necessary to demonstrate compliance |
| Marketing suppression records | As necessary to respect opt-out requests |
| Website analytics | According to the configured analytics retention settings, where applicable |
| Security and technical logs | For an appropriate period based on security and operational needs |
Retention periods may vary where legal obligations, disputes or legitimate operational requirements justify a longer period.
When personal information is no longer required, it will be securely deleted, anonymised or otherwise disposed of appropriately.
9. Cookies and Tracking Technologies
Our website may use cookies and similar technologies to support:
- Essential website functionality
- Booking and payment processes
- User preferences
- Website analytics and performance monitoring
- Advertising and marketing measurement, where applicable
Essential cookies may be used where necessary to provide services requested by users.
Where required by law, we will obtain your consent before placing or accessing non-essential cookies, including analytics and advertising cookies.
You can manage your preferences through our website’s cookie consent controls, where available, and through your browser settings.
Further information about the cookies used, their purposes and how long they remain active is provided in our separate Cookie Policy.
10. Your Data Protection Rights
Under UK GDPR, you have certain rights relating to your personal information, subject to applicable legal conditions and exemptions.
These include the right to:
- Request access to personal information we hold about you
- Request correction of inaccurate or incomplete information
- Request deletion of your personal information in certain circumstances
- Request restriction of processing
- Object to processing, including direct marketing
- Request data portability where applicable
- Withdraw consent where processing relies on consent
- Not be subject to certain solely automated decisions with significant effects, where applicable
To exercise any of these rights, please contact:
We will respond to requests within the timeframes required by applicable data protection legislation.
You also have the right to complain to the Information Commissioner’s Office (ICO) if you are concerned about how your personal information has been handled.
Information Commissioner’s Office
https://ico.org.uk
We encourage you to contact us first so that we can attempt to resolve any concerns.
11. Data Security
GolfPod takes appropriate technical and organisational measures to protect personal information against unauthorised access, alteration, disclosure, loss or destruction.
These measures may include:
- Secure website hosting
- Access controls and account permissions
- Encryption where appropriate
- Secure payment processing
- Software and security updates
- Appropriate third-party supplier checks
- Restricted access to personal information
While we take reasonable steps to safeguard personal information, no method of electronic transmission or storage can be guaranteed to be completely secure.
12. Third-Party Websites and Services
Our website and booking systems may contain links to third-party websites, applications and services.
These may include golf technology platforms, payment providers and external booking services.
Third-party providers may have their own privacy policies explaining how they collect, use and protect personal information.
We encourage users to review these policies when accessing external services.
GolfPod is not responsible for the independent privacy practices of third-party websites or services.
13. Children’s Personal Data
GolfPod facilities and services may be used by children and young people, including those participating in golf activities, lessons or events.
Where personal information relating to children is collected, we take appropriate steps to ensure that it is handled lawfully and with suitable safeguards.
Where required, bookings or registrations involving children may need to be completed or authorised by a parent or legal guardian.
We do not knowingly send direct marketing communications to children without an appropriate lawful basis and any necessary safeguards or permissions.
Where we become aware that personal information has been collected or processed inappropriately, we will take reasonable steps to address the matter.
Parents or guardians with questions about children’s personal information may contact info@golfpod.co.uk.
14. Changes to This Privacy Policy
We may update this Privacy Policy periodically to reflect changes in our services, technology, legal obligations or data protection practices.
Any updated version will be published on our website with a revised last-updated date.
Where changes materially affect how we process personal information, we will take appropriate steps to inform affected individuals where required.
The latest version of this Privacy Policy will always be available at:
golfpod.co.uk
For questions about this policy, please contact:
GolfPodCo Limited
Email: info@golfpod.co.uk
