Privacy Policy
1. Privacy Policy
Effective date: 8 May 2026
1. About us
This Privacy Policy explains how City Greens Golf Ltd collects, uses, stores and protects your personal information.
In this Privacy Policy, “we”, “us” and “our” means City Greens Golf Ltd, whose principal place of business is:
City Greens Golf Ltd
Old Bank of England Court
Queen Street
Norwich
Norfolk
NR2 4SX
United Kingdom
Email: info@citygreensgolf.co.uk
City Greens Golf Ltd is the data controller of the personal information we collect about you.
2. About this Privacy Policy
Your privacy is important to us. This Privacy Policy explains what personal information we collect, how we use it, who we share it with, how long we keep it, and what rights you have.
This policy applies when you use our website, make a booking, visit our venue, attend an event, contact us, sign up to our mailing list, take part in a promotion or competition, use our golf simulator services, or otherwise interact with City Greens Golf.
If you have any questions about this Privacy Policy or how we use your personal information, please contact us at:
info@citygreensgolf.co.uk
3. What personal information we collect
We may collect and use the following types of personal information.
Contact information
This may include your name, email address, phone number, postal address, company name, job title and any other details you provide when contacting us, making a booking, joining our mailing list or attending an event.
Booking information
When you make a booking with us, including through Trackman or Your Golf Booking, we may collect information such as your booking date and time, number of guests, type of session, bay allocation, booking history, attendance information, booking notes and any special requests you provide.
Payment and transaction information
When you buy products or services from us, we may collect information about the transaction, such as the amount paid, products or services purchased, booking reference, invoice details and payment status.
Payments are processed through SumUp or another payment provider we may use from time to time. We do not normally store your full card details ourselves.
Membership information
If you become a member, we may collect information relating to your membership, including membership type, start date, renewal date, payment status, preferences, visit history and communications with us.
Golf simulator and performance information
When you use our golf simulator services, including Trackman and related tracking features, we may collect information about your session, such as scores, gameplay data, club and ball data, practice activity, competition entries, leaderboard results, handicap information or other golf-related performance data.
Some of this information may also be processed by Trackman or another golf technology provider, depending on the system you use and whether you log into your own account.
Marketing preferences
We may collect information about whether you have opted in or out of marketing, what types of communications you are interested in, and how you interact with our emails or promotions.
We use Mailchimp to help manage our email marketing and customer communications.
Event and competition information
If you attend an event, enter a competition or take part in a promotion, we may collect your name, contact details, entry information, scores, results, prize details, attendance information and related communications.
Photos and videos
We may take photographs or videos at our venue or events for marketing, social media, website content or promotional purposes. Where appropriate, we will notify attendees in advance or display notices at the venue.
If you do not want to be photographed or filmed, please let a member of our team know.
CCTV and venue security information
We use CCTV at our venue for safety, security, crime prevention, incident management and protection of our customers, staff and property.
CCTV footage is normally kept for 30 days, unless it is needed for an incident, investigation, insurance matter, complaint or legal claim.
Website and technical information
When you use our website, we may collect technical information such as your IP address, browser type, device information, pages visited, website usage, referral source, time spent on pages and similar analytics information.
We may collect this information through Squarespace, Google Analytics, Meta Pixel, Mailchimp tracking, Trackman-related tracking tools and similar technologies.
Please see our Cookie Policy for more information.
Communications information
If you contact us by email, phone, social media, website form, text message or in person, we may keep a record of your communication, including your message, our response and any relevant follow-up.
Children and young people’s information
Our services may sometimes be used by children or young people, including as part of family bookings, school visits, coaching sessions, junior events or group activities.
Where we collect information about children, we will only use it where appropriate and lawful. Where necessary, we may require involvement or consent from a parent, guardian, school or event organiser.
4. How we collect personal information
We may collect personal information in the following ways:
directly from you when you make a booking, contact us, attend our venue, sign up to our mailing list, enter a competition or use our services;
through our website, booking platform, email platform, payment provider, golf technology provider or other systems we use;
through Trackman and Your Golf Booking;
through SumUp when you make payments;
through Mailchimp when you subscribe to or interact with our emails;
through Google Analytics, Meta Pixel and similar tracking technologies;
from event organisers, corporate booking contacts, schools or group leaders;
from social media platforms if you interact with us through those channels;
from CCTV or venue security systems;
from cookies and similar technologies when you use our website.
5. How we use your personal information
We use your personal information for the following purposes:
to manage bookings and provide our services;
to process payments and keep financial records;
to communicate with you about your booking, membership, event or enquiry;
to provide customer support;
to manage memberships and customer accounts;
to operate golf simulator sessions, competitions, leaderboards and events;
to run promotions, competitions and prize draws;
to send marketing communications where permitted by law;
to understand how customers use our services and improve our venue, website and customer experience;
to manage our website, booking systems, email systems and other technology;
to measure the effectiveness of our advertising and marketing;
to protect the safety and security of our venue, customers, staff and property;
to prevent fraud, manage disputes and enforce our terms;
to comply with legal, tax, accounting and regulatory obligations.
6. Our lawful basis for using your personal information
Under UK data protection law, we need a lawful basis to use your personal information. The lawful basis we rely on depends on the type of information and the reason we are using it.
PurposeTypes of personal informationLawful basisManaging bookings and providing servicesContact details, booking details, attendance detailsContractProcessing payments through SumUpTransaction details, invoice details, payment statusContract and legal obligationSending booking confirmations and service messagesContact details, booking detailsContract and legitimate interestsResponding to enquiriesContact details, communicationsLegitimate interestsManaging membershipsContact details, membership details, payment statusContractOperating simulator sessions and competitionsBooking details, golf performance data, scores, leaderboard resultsContract and legitimate interestsSending email marketing through MailchimpContact details, marketing preferences, email engagementConsent or legitimate interests, where permitted by lawRunning promotions and prize drawsContact details, entry details, prize detailsConsent, contract and legitimate interestsImproving our services and customer experienceBooking history, website usage, feedback, survey responsesLegitimate interestsWebsite analyticsDevice information, website usage, cookie dataConsent or legitimate interests, depending on the type of cookieAdvertising and retargeting, including Meta PixelDevice information, website usage, cookie dataConsentCCTV and venue securityCCTV images and footageLegitimate interestsLegal, tax and accounting complianceTransaction records, invoices, customer recordsLegal obligationHandling complaints or disputesContact details, booking details, communications, evidenceLegitimate interests and legal obligation
Where we rely on legitimate interests, we will only use your personal information where our interests are not overridden by your rights and freedoms.
Where we rely on consent, you can withdraw your consent at any time.
7. Marketing communications
We may send you marketing communications about City Greens Golf, including news, offers, events, memberships, competitions, corporate packages and similar services.
We will send marketing messages where:
you have consented to receive them;
you have purchased or enquired about similar services from us and have not opted out;
we are otherwise permitted to do so under applicable law.
The UK “soft opt-in” rule may allow businesses to email or text their own customers about similar products or services, but it does not apply to all contacts and people must be given a clear opportunity to opt out.
You can unsubscribe from marketing emails at any time by using the unsubscribe link in our emails or by contacting us at:
info@citygreensgolf.co.uk
If you opt out of marketing, we may still send you important non-marketing messages, such as booking confirmations, payment information, service updates or information relating to your account or membership.
We will not sell your personal information to third parties. We will only share your personal information with third parties for their own direct marketing purposes where we have your consent or are otherwise legally permitted to do so.
8. Cookies and analytics
Our website uses cookies and similar technologies to help the website work, improve your browsing experience, understand how visitors use the site and support our marketing activity.
We may use cookies and tracking technologies provided by:
Squarespace;
Google Analytics;
Meta Pixel;
Mailchimp;
Trackman or related golf technology platforms;
other similar service providers we may use from time to time.
Cookies may be used for:
essential website functionality;
booking and payment functionality;
website analytics;
remembering your preferences;
measuring the performance of our marketing;
advertising and retargeting;
understanding customer journeys from marketing emails, adverts and website visits.
Some cookies are essential and cannot be switched off. Other cookies, such as analytics, advertising or marketing cookies, will only be used where required with your consent.
You can manage cookies through your browser settings and, where available, through our website cookie banner or cookie preferences tool.
Please see our Cookie Policy for more information.
9. How we share your personal information
We may share your personal information with trusted third parties where necessary to operate our business and provide our services.
This may include:
Trackman;
Your Golf Booking;
SumUp;
Mailchimp;
Squarespace;
Google Analytics;
Meta or Facebook advertising tools;
website hosting and analytics providers;
IT and software providers;
accountants, bookkeepers and professional advisers;
event partners, sponsors or organisers, where relevant;
insurance providers;
legal advisers;
regulators, law enforcement agencies or public authorities where required by law.
Third-party service providers may only use your personal information where necessary to provide their services to us, unless they are acting as an independent data controller and have their own lawful basis for using your data.
Where a third party uses your information as an independent controller, their own privacy policy may also apply.
10. International transfers
Some of the service providers we use may process personal information outside the UK.
Where your personal information is transferred outside the UK, we will ensure appropriate safeguards are in place. This may include using countries that have been recognised as providing adequate protection, the UK International Data Transfer Agreement, standard contractual clauses or another lawful transfer mechanism under UK data protection law.
11. How long we keep your personal information
We will only keep your personal information for as long as necessary for the purpose for which it was collected, including to meet legal, accounting, tax, reporting or regulatory requirements.
As a guide:
Type of informationExample retention periodBooking recordsUp to 6 years after the booking or transactionPayment and invoice recordsUsually 6 years for tax and accounting purposesMarketing dataUntil you unsubscribe or after a reasonable period of inactivityEnquiry recordsUsually up to 24 months, unless needed for longerMembership recordsFor the duration of membership and then for a reasonable period afterwardsCompetition and event recordsFor the duration of the event or promotion and a reasonable period afterwardsCCTV footageUsually 30 days, unless needed for an incident, investigation or legal claimComplaint or dispute recordsAs long as needed to deal with the matter and protect our legal position
We may keep certain information for longer where necessary to comply with legal obligations, resolve disputes, prevent fraud, enforce agreements or protect our legal rights.
12. Your data protection rights
Depending on the circumstances, you may have the following rights under UK data protection law:
the right to access the personal information we hold about you;
the right to ask us to correct inaccurate or incomplete information;
the right to ask us to delete your personal information;
the right to object to certain types of processing;
the right to ask us to restrict how we use your information;
the right to data portability;
the right to withdraw consent where we rely on consent;
the right to object to direct marketing at any time.
To exercise your rights, please contact us at:
info@citygreensgolf.co.uk
We may need to verify your identity before responding to your request.
You also have the right to complain to the Information Commissioner’s Office, the UK supervisory authority for data protection matters.
However, we would appreciate the chance to deal with your concerns first, so please contact us if you have any questions or concerns.
13. Children and school groups
We may provide services to children and young people as part of family bookings, school groups, coaching sessions, junior events or private events.
Where a booking or event involves children, we may collect limited personal information where necessary to provide the service safely and appropriately. This may include names, attendance details, emergency contact information, school or group details, golf session information or relevant communications with parents, guardians, schools or organisers.
We will not knowingly send direct marketing to children without appropriate consent where required.
14. Photos, video and social media
We may take photos or videos at our venue or during events for use on our website, social media, email marketing, printed materials and other promotional channels.
Where appropriate, we will make attendees aware that photography or filming may take place.
If you do not want to be photographed or filmed, please let a member of our team know before or during your visit. We will take reasonable steps to respect your request.
For private events, corporate bookings or school groups, photography and filming arrangements may be agreed separately with the organiser.
15. CCTV and venue security
We use CCTV at our venue for safety, security, crime prevention, incident management and protection of our customers, staff and property.
CCTV footage may be shared with law enforcement, insurers, legal advisers or other relevant parties where necessary and lawful.
CCTV footage is normally kept for 30 days, unless it is needed for an incident, investigation, insurance matter, complaint or legal claim.
16. Changes to this Privacy Policy
We may update this Privacy Policy from time to time.
When we make changes, we will update the effective date at the top of this page. Where changes are significant, we may take additional steps to notify you.
Please check this page from time to time for the latest information about how we use your personal information.
17. Contact us
If you have any questions about this Privacy Policy, how we use your personal information, or your rights, please contact us at:
City Greens Golf Ltd
Old Bank of England Court
Queen Street
Norwich
Norfolk
NR2 4SX
United Kingdom
Email: info@citygreensgolf.co.uk
