Privacy Policy

Last updated: March 2026

Sidmouth Golf Club is committed to safeguarding the privacy of our website visitors and members. This policy sets out how we collect, use, and protect your personal information, and your rights under UK data protection law.

The data controller responsible for personal information collected via this website is:

Sidmouth Golf Club
Cotmaton Road, Sidmouth, Devon, EX10 8SX
Telephone: 01395 513451
Email: manager@sidmouthgolfclub.co.uk

1. Information We Collect

We may collect the following types of personal information:

Website usage data

When you visit our website, we automatically collect certain technical information, including your IP address, browser type and version, operating system, referring website, pages viewed, and the duration of your visit. This data is collected via Google Analytics and is used to help us understand how our website is used and to improve it.

Enquiry and contact data

If you contact us via our website contact form, we collect your name, phone number, email address, and your message. If you submit a membership enquiry, we also collect your gender. This information is used solely to respond to your enquiry.

Form submissions are delivered to the club by email via a third-party email delivery service. That service retains logs of transactional emails for up to 30 days, after which they are deleted. The club receives and retains the email containing your submission for as long as is necessary to deal with your enquiry.

Membership data

If you become a member of Sidmouth Golf Club, we collect personal information necessary to administer your membership, including your name, address, contact details, and payment information. This data is held and managed via our club management system (ClubV1 Members Hub).

Newsletter and marketing

If you subscribe to our newsletter or request marketing communications, we collect your name and email address. We will only send you marketing communications where you have given your consent to do so, and you can withdraw that consent at any time.

2. How We Use Your Information

We use the personal information we collect to:

• Operate and improve our websit
• Respond to your enquiries and requests
• Administer club membership
• Send newsletters and club communications where you have opted in
• Comply with our legal obligations
• Protect the security of our website and systems

We do not sell your personal information to third parties, and we do not share it with third parties for their own direct marketing purposes.

3. Legal Basis for Processing

Under UK GDPR, we process your personal information on the following legal grounds:

• Legitimate interests – for website analytics and improving our services
• Consent – for marketing communications and newsletters
• Contract – for administering club membership
• Legal obligation – where we are required to process data to comply with the law

4. Cookies

Our website uses cookies to help it function and to understand how it is used. For full details of the cookies we use and how to control them, please see our Cookies Policy.

5. Third Parties

Google Analytics

We use Google Analytics to collect anonymised data about how visitors use our website. Google may process this data on servers outside the UK. For more information, see Google's Privacy Policy.

Email delivery

Emails generated by our website contact forms are delivered via a third-party email delivery service, which acts as a data processor on our behalf. Submission data passes through their servers and is retained in their logs for up to 30 days.

ClubV1 Members Hub

Membership data is managed through ClubV1, our club management platform. ClubV1 acts as a data processor on our behalf and processes member data only as directed by us.

Other disclosures

We may disclose your personal information to our employees and agents where reasonably necessary to fulfil the purposes described in this policy. We may also disclose your information where required by law, in connection with legal proceedings, or to establish, exercise, or defend our legal rights.

6. Data Retention

We retain personal information only for as long as necessary for the purposes for which it was collected:

• Website analytics data – retained by Google Analytics for up to 26 months
• Contact and membership enquiry form data – our email delivery service retains transactional logs for up to 30 days. The club retains the email containing your submission for as long as necessary to deal with your enquiry, typically no longer than 2 years
• Membership data – retained for the duration of membership and for a reasonable period thereafter in accordance with our legal and accounting obligations
• Marketing data – retained until you unsubscribe or withdraw consent

7. Security

We take reasonable technical and organisational precautions to protect your personal information against loss, misuse, or unauthorised access. Our website is served over an encrypted HTTPS connection.

If you have a Members Hub account, you are responsible for keeping your login credentials confidential. Please do not share your password with anyone.

8. International Transfers

Some of our service providers (including Google) may process your data outside the UK. Where this occurs, we ensure appropriate safeguards are in place in accordance with UK data protection law.

9. Your Rights

Under UK data protection law, you have the following rights in relation to your personal information:

• Right of access – to request a copy of the personal information we hold about you
• Right to rectification – to request correction of inaccurate or incomplete information
• Right to erasure – to request deletion of your personal information in certain circumstances
• Right to restrict processing – to request that we limit how we use your data
• Right to object – to object to processing based on legitimate interests or for direct marketing
• Right to withdraw consent – where processing is based on consent, you may withdraw it at any time

To exercise any of these rights, please contact us using the details at the top of this page. We will respond within one month. You also have the right to lodge a complaint with the Information Commissioner's Office (ICO).

10. Third-Party Websites

Our website may contain links to external websites. We are not responsible for the privacy practices of those sites and encourage you to read their privacy policies.

11. Changes to This Policy

We may update this privacy policy from time to time. Any changes will be posted on this page with an updated date. Where changes are significant, we will notify members directly.

12. Contact Us

If you have any questions about this privacy policy or how we handle your personal information, please contact us via our contact page or write to us at:

Sidmouth Golf Club, Cotmaton Road, Sidmouth, Devon, EX10 8SX