Visitor privacy notice

This notice explains how Wheatley Golf Club uses your details when you sign in as a visitor (a Green Fee player or a member's guest) and receive a digital Visitor Pass.

Who is responsible for your data

Wheatley Golf Club is the data controller. You can contact the club about your data at proshop@wheatleygolfclub.co.uk, or in the Professional Shop.

What we collect

• Your first and last name and your email address.
• Whether you are a Green Fee visitor, a member's guest (with the name of the member you are playing with), or signing in a society (with the society's name and number of players).
• The date and time you signed in, your Visitor Pass reference, and whether your pass email was delivered.
• The green fee paid for your visit, if the Professional Shop records it.
• If you book in advance: your name, email, phone number (if given), the booking's date, tee time, number of players, package and price, so we can confirm and manage it. These are deleted on the same schedule, counted from the day of play. If you book online, this also includes your mobile number and the names of the players with you.
• If you send a society or golf day enquiry: the society's name, your name, email and phone number (if given), and the dates, numbers and package you ask about, so we can reply. Enquiries are deleted on the same schedule, counted from when you sent them.
• If you hire a buggy or trolley: your name, email and phone number (if given), whether you're a member or visitor, and the date, time and price of the hire, so we can have it ready, and when you agreed to the Club Golf Buggy Agreement and Disclaimer (with the name you typed, or that you signed it at the shop). Deleted on the same schedule, counted from the day of hire.
• If you're a member: from the club's membership records, your name, membership number (if the club uses one), membership category, handicap index and England Golf CDH ID, email address and mobile number, date of birth and gender, home town and postcode, whether you're in the football sweep and your club marketing choice. They're used for competition sign-in, to confirm buggy and other bookings with you, to run club sections, teams and the sweep, and to send club emails to the right members (marketing emails only if you opted in; every email has an unsubscribe link). Only club staff see them; in the members' app you see your own. They're updated each time the club imports its member list, and removed when you leave the club.
• If we send you a gift voucher (for example a charity prize): the email address it was sent to and, when it is used, the date and (if given) the player's name. Deleted on the same schedule, counted from the voucher's expiry date.

We don't collect payment details, your address or your phone number through this sign-in. If you sign in on your own phone using the code at the counter, your phone keeps one small cookie that lets it open the sign-in form until midnight; it isn't used for anything else.

Why we use it

• To record who is on the course, so the club can run it safely and fairly.
• To issue your Visitor Pass and email it to you.
• To let club officials confirm your pass is valid, and to keep a register of visitors and green fees.

Our lawful basis is the club's legitimate interests in managing visitors to the course and its premises, and taking the steps needed to provide your round. Your details are not used for marketing unless you choose to be kept updated (below).

Keeping you updated (optional)

The sign-in form has a box, never ticked for you, that says: “Keep me updated: email me about open days, visitor offers and events at Wheatley Golf Club. I can unsubscribe at any time.”

If you tick it, we record that you did, when, and the wording you agreed to, and we may email you about the things it describes. Our lawful basis for those emails is your consent. Only the person signing in can tick it, for themselves: guests signed in by someone else are never added. You can stop at any time by using the unsubscribe link in any of those emails or by contacting proshop@wheatleygolfclub.co.uk, and we'll stop straight away. Your choice is kept with your visit record, so it's deleted along with it (see below).

Who else handles it

The club uses these service providers to run the visitor sign-in, under contract and only on the club's instructions:

• Green Fee Ticket, which provides the sign-in and pass service.
• Supabase, which stores the visitor register (in London, UK).
• Vercel, which hosts the website.
• Resend, which sends the Visitor Pass email (from Ireland, EU).

Some of these providers are based in the United States and may access data from there. Where that happens, it is covered by the UK's approved safeguards for international transfers. We don't sell your data or share it with anyone else, unless the law requires us to.

How long we keep it

Visitor records are deleted automatically after about 13 months (400 days). Your Visitor Pass stops being valid at the end of the day of your visit. So that nothing is lost by accident, a private backup copy of the records is made each night and kept for 30 days, then deleted.

Your rights

You can ask for a copy of your details, ask us to correct them, object to how we use them, or ask us to delete them sooner. Contact proshop@wheatleygolfclub.co.uk. If you're unhappy with how we've handled your data, you can complain to the Information Commissioner's Office (ico.org.uk).

Last updated 14 October 2026.