Privacy Notice

1. Who we are

Webgolf Ltd, trading as Fairways London, is the data controller for the personal information described in this notice.

• Company number: 06669455
• Registered office and trading address: 51–53 Coleman Street, London EC2R 5AB
• VAT number: 505747290
• ICO registration number: 00015084219
• Data protection contact: Bianca Skudder — bianca@fairways-london.co.uk
• Telephone: 0207 101 8814

2. What this notice covers

This notice covers personal information we handle as a business: when you visit our website, enquire, book a bay, become a member, book a Full Game Audit, use the studio, buy from us, or are recorded on our CCTV.

It does not cover coaching. Our coaches are self-employed professionals who contract with you directly and take payment for lessons and packages themselves. When you book a lesson, your agreement is with your coach, not with Fairways London. Your coach decides what information to collect about you and how to use it, and is an independent data controller for it — including lesson notes, swing video and analysis, practice plans, their own apps or software, and their record of what you paid.

The one coaching-adjacent service we sell ourselves is the Full Game Audit. You buy that from us, so we hold your booking and your payment — but the coach who delivers it holds any notes or findings, under their own privacy notice. Section 5 explains what happens to the data captured during any session.

Section 6 explains the split. If you are unsure who holds a particular piece of information, ask us and we will tell you.

3. Where your information comes from

• Directly from you — enquiry forms, booking forms, membership applications, health declarations, in conversation, by email, phone or WhatsApp
• Automatically when you use our website or booking system
• From our CCTV cameras when you visit
• From our launch monitors and bay systems during a session
• From a parent or guardian, where the player is under 18
• From a company, where you are a nominated user on a corporate membership
• Occasionally from a member who refers you

4. What we collect, why, and our lawful basis

Where we rely on legitimate interests, we have considered whether our interest is outweighed by your rights. You can object at any time — see section 13.

5. Swing data and bay cameras

Our bays are fitted with TrackMan launch monitors and swing cameras. When you hit a shot, the system measures your ball and club and shows it on the screen in front of you.

We do not store any of it. This applies to every kind of session — practice, lessons, custom fitting and the Full Game Audit alike. The data exists so you can see it while you play, and it is not saved to any Fairways London system.

What happens to it depends on how you use the bay:

5.1If you log in to your own TrackMan account, your shots are saved to that account. That is your account with TrackMan, not with us — TrackMan is responsible for it as a separate data controller, under their own privacy policy and their terms with you. We cannot see it, change it or delete it, so any request about it goes to TrackMan.

5.2If you play as a guest, you can see your data on screen for as long as that session is open. When the session ends, the data goes with it. We cannot retrieve it afterwards, for you or for anyone else.

5.3If your coach records your session, they keep it in their own systems as an independent data controller. This includes any notes or findings from a Full Game Audit. See section 6, and ask your coach for their privacy notice.

5.4The bay swing cameras do not record. They show a live view and are not connected to any recording system. This is separate from our CCTV, which does record — see section 8.

5.5What we do keep. Only the commercial record: that you booked, what you paid, and the details of any equipment you order through us. No swing data, no video, no launch monitor readings, no fitting measurements.

If you want a lasting record of your session, log in to your own TrackMan account before you start, or ask your coach.

6. Your coach and your coaching records

Coaching at Fairways London is delivered by self-employed PGA professionals. When you book a lesson or a package, you are contracting with your coach and paying your coach. We provide the bay and the equipment.

6.1What we hold. If a lesson is booked through our booking system, we hold the appointment — your name, contact details, the date, time and bay. We hold this so we can allocate a bay and let you into the building. We do not hold what you paid your coach, their lesson notes, or their analysis of your game.

6.2What your coach holds. Your coach decides what to collect and how to use it, and is an independent data controller for it: their record of you as their client, lesson notes, swing video and analysis, practice plans, whatever software they use, and their record of payments you have made to them.

6.3The Full Game Audit. You buy an audit from us, so we hold your booking and your payment. The coach who delivers it holds any notes, findings or analysis, under their own privacy notice — so a request for your audit findings goes to them, not to us.

6.4Exercising your rights. For anything to do with your coaching records or payments to your coach, contact your coach directly — we cannot answer for them and do not have access to their records. For bookings, membership, bay use, audits, payments to us and CCTV, contact us. If you are not sure, ask and we will point you to the right place.

6.5What we require of coaches. Every coach working at Fairways London is required by their agreement with us to comply with data protection law, to be registered with the ICO where required, to make their own privacy notice available to you, to keep your information secure, and to tell us promptly about any data breach affecting people who use our venue.

6.6Health information. Where you give us health information as part of using the studio, we handle it under section 7. Where you give it to your coach, they handle it under their own notice. Please tell both of us anything relevant to your safety.

7. Health information

When you book coaching, a Full Game Audit, or use a bay, we ask about injuries, medical conditions and medication that could affect how you move.

Health information is treated as a special category of personal data and receives extra protection in law. We collect and use it only with your explicit consent, which we ask for at the point you give us the information. You can withdraw that consent at any time, though we may not be able to let you take part in an activity if we do not have the information we need to keep you safe.

We use it only to keep you safe, to adapt a session, and to respond in an emergency. We share it only with the coach or staff member delivering your session, and with the emergency services if needed.

We keep health information for 3 years after your last session, or until a junior's 21st birthday where the information relates to someone under 18, so that we can respond to any claim arising from an injury.

8. CCTV

We operate CCTV at 51–53 Coleman Street for the safety of everyone using the studio, to protect our equipment, and to prevent and investigate crime and damage.

CCTV is separate from the swing cameras in the bays. The bay cameras show you a live view of your swing and do not record. The CCTV cameras described below do record.

• Cameras cover entrance, reception, bay areas, corridors.
• There are no cameras in the changing rooms, shower areas or toilets, and no camera is positioned so that it can see into them.
• Signs are displayed where CCTV is in operation.
• Footage is kept for 30 days and then automatically overwritten, unless it has been retained for a specific incident, claim or police request.
• Access is limited to Craig Skudder and Bianca Skudder.
• We share footage with the police, our insurers or our lawyers where there is a lawful reason to do so.

You can ask for a copy of footage of yourself — see section 13. We may need to obscure other people appearing in it.

9. Children and juniors

We coach players under 18. Where we do:

• A parent or guardian books, provides the information, and gives any consent on the player's behalf.
• We collect only what we need: the player's name, age, health information relevant to safety, and the parent or guardian's contact details.
• We do not send marketing to anyone under 18.
• We never use footage or photographs of a player under 18 in our marketing without specific written permission from their parent or guardian, given separately from any other consent, and withdrawable at any time.
• We keep records relating to a junior until their 21st birthday, so that we can respond to any claim brought after they reach adulthood, and then delete them.

A parent or guardian can exercise any of the rights in section 13 on the player's behalf.

10. The website, cookies and the booking system

Our website is hosted on Squarespace and our bookings run through Acuity Scheduling.

Essential cookies keep the site and booking system working — you cannot turn these off. Analytics and advertising cookies, including Google Analytics and Meta pixel, are only set if you accept them through our cookie banner. You can change your choice at any time through the banner.

We collect your IP address, browser type, device information and pages visited. Where this is used for analytics or advertising, we rely on your consent.

11. Who we share your information with

We do not sell your personal information. We share it with:

Where these organisations act on our instructions, they are bound by contract to protect your information and use it only as we tell them.

12. Where your information is held

We store information in the UK and the European Economic Area where we can. Some of our providers — including Squarespace, Acuity, Meta and our payment provider — are based in or transfer data to the United States. Where information leaves the UK, it is protected by UK adequacy regulations, the UK Addendum to the standard contractual clauses, or another safeguard permitted by law.

13. How long we keep things

When a retention period ends we delete the information or anonymise it so it can no longer identify you.

14. Your rights

You have the right to:

• be informed about how we use your information — this notice
• access the information we hold about you
• have inaccurate information corrected
• have information deleted, in certain circumstances
• restrict how we use your information
• object to our use of your information where we rely on legitimate interests, and to direct marketing at any time
• portability — receive certain information in a reusable format
• withdraw consent at any time, where we rely on it

To exercise any of these, contact bianca@fairways-london.co.uk. We will respond within one month. If your request is complex we may extend this by up to two further months and will tell you if we do. There is normally no charge.

Remember that for coaching records held by your coach, you should contact the coach directly (section 6).

15. Complaints

Please contact us first — we would rather put something right ourselves. You also have the right to complain to the Information Commissioner's Office at ico.org.uk, or on 0303 123 1113.

16. Changes

We review this notice regularly and will post any changes here. Where a change is significant, we will tell members by email.