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Privacy Policy

How we collect, use and look after your personal information.

1. Who we are

Fairway Legends (“we”, “us”, “our”) operates the Fairway Legends Trackman Studio website at fairway-legends-performance.co.uk and related studio, academy and membership services at Hermitage Works, Desborough Rd, Market Harborough, Leicestershire LE16 8GP.

For privacy queries, email [email protected] or call 01858 457474.

2. What this policy covers

This Privacy Policy explains how we collect, use, store and share personal data when you use our Site, contact us, book studio services, join a membership or academy, or otherwise deal with Fairway Legends.

Online bay, lesson and membership bookings are often processed through Trackman’s booking platform. Trackman may act as an independent controller or processor for booking data under its own terms and privacy notices.

3. Personal data we collect

Depending on how you interact with us, we may collect:

  • Identity and contact data — name, email address, phone number, and similar details you provide.
  • Enquiry and communication data — messages you send via email, phone or web forms, and our responses.
  • Booking and membership data — bookings, membership tier, payment status (as available to us), guest details you provide, and related service history.
  • Marketing preferences — whether you have opted in to receive updates, and related email marketing data stored in our email platform (Klaviyo).
  • Technical and usage data — IP address (often anonymised for analytics), browser type, device information, pages visited and referral sources, via cookies and similar technologies. See our Cookies Policy.
  • CCTV imagery — video footage of people in monitored public studio areas (see section 7).
  • Coaching / TrackMan performance data — swing and ball-flight data generated during coaching or practice on TrackMan systems. This data is held by TrackMan and/or your coach, not retained by Fairway Legends as a studio record (see section 8).

We do not intentionally collect special category data through this Site. If you share health or other sensitive information in a coaching context, it will only be used as needed to provide the service you requested.

4. How we collect data

  • Directly from you (forms, email, phone, membership signup, bookings).
  • Automatically when you browse the Site (cookies / analytics, where permitted).
  • From booking platforms and service providers we use to operate the studio (for example Trackman).
  • Via CCTV cameras operating at the studio premises.

5. Why we use your data (lawful bases)

We use personal data to:

  • Respond to enquiries and provide customer support (legitimate interests / contract).
  • Process and manage bookings, memberships, lessons, fittings and related services (contract).
  • Send service messages about your bookings or membership (contract / legitimate interests).
  • Improve our website and services using aggregated analytics where you have accepted analytics cookies (consent / legitimate interests where appropriate).
  • Send marketing communications via our email platform (Klaviyo) where you have opted in, or where otherwise permitted by law (consent / legitimate interests). You can opt out at any time (see section 12).
  • Operate CCTV for security, safety, crime prevention/detection, protection of property and incident investigation (legitimate interests / legal obligation where applicable).
  • Comply with legal obligations and protect our rights (legal obligation / legitimate interests).

6. Sharing your data

We may share personal data with the third parties described in section 9. We do not sell your personal data.

7. CCTV and studio recording

Fairway Legends operates cameras and recording systems at our Trackman Studio at Hermitage Works, Desborough Rd, Market Harborough, Leicestershire LE16 8GP. Signage is displayed on site so visitors know recording is in operation.

Who may be recorded includes members, academy students, guests, hirers and their invitees, and employees while working in studio areas.

CCTV (security)

CCTV operates continuously in public studio areas (for example entrance, reception, coaching bays and corridors) for security, health and safety, crime prevention and incident investigation. Cameras are not located in restrooms or changing rooms.

Footage is accessed only by authorised personnel on a need-to-know basis. Routine CCTV footage is retained for 6 months and then automatically overwritten or securely deleted, unless a longer period is needed for an ongoing incident investigation, insurance claim or legal requirement.

If you want to make a request relating to CCTV footage that may include you, contact us using the details below. We will consider requests in line with UK data protection law and may need proof of identity and enough information to locate relevant footage. Access may be limited where other people also appear in the footage.

Coaching cameras and TrackMan (not Fairway Legends storage)

TrackMan devices and coaching cameras in coaching bays may capture swing imagery, video and performance data for swing analysis and coaching improvement. Coaching recordings require your consent — your coach will discuss this with you.

That coaching and swing analysis data sits with TrackMan and/or your coach, not with Fairway Legends as a Fairway Legends studio archive. Retention is typically 1 year or longer, as determined by TrackMan and/or the coach under their own systems and privacy practices. Fairway Legends does not control how long TrackMan or an individual coach keeps that coaching data.

You can withdraw consent for coaching image capture; CCTV for security continues. Withdrawing coaching consent may limit some coaching services that rely on recorded analysis. For TrackMan’s own processing, see TrackMan’s privacy policy.

8. TrackMan performance data

TrackMan devices installed in our coaching bays capture swing data and related performance metrics. TrackMan may act as an independent data controller for data it retains on its own systems, and as a processor for certain coaching uses. Fairway Legends uses TrackMan technology to deliver studio and coaching experiences, but coaching/performance data is not held by Fairway Legends as our own long-term record.

9. Third-party data sharing

We may share personal data with:

  • TrackMan — booking platform data and swing/performance data captured on TrackMan devices, for bookings, studio operation and coaching analysis. TrackMan may act as processor and/or independent controller. See trackman.com/legal/privacy-policy.
  • Klaviyo — name, email address and marketing preferences for email newsletters, offers and studio updates when you sign up or otherwise opt in. Klaviyo acts as a data processor storing and sending marketing emails on our behalf. See Klaviyo’s privacy notice.
  • Coaching app provider (Clarity Growth Ltd) — names, contact details, lesson schedules, attendance and progress notes as needed to administer academy coaching. Clarity Growth acts as a data processor on our instructions for academy administration.
  • Sponsors — name and membership status only, to enable sponsor discounts, where you have consented. You can opt out at any time. Junior academy data is never shared with sponsors. Sponsors are independent controllers for data they receive.
  • Payment processors (Trackman via Adyen) — payment card/bank details as necessary to process membership fees, bookings and other charges through Trackman’s booking payments, which are processed by Adyen. Adyen acts as a payment service provider / data processor for those transactions. See Adyen’s privacy policy.
  • Golfing trip and event organisers — names, contact details and dietary/accessibility requirements where needed to run leagues, challenges or trips. Those organisers may be independent controllers for event management.
  • IT and hosting providers — limited access needed for hosting, software maintenance and technical support, under contract with appropriate safeguards.
  • Professional advisers and the police or other authorities where required by law or necessary for the prevention or detection of crime.

Where a third party transfers data outside the UK/EEA, we expect appropriate safeguards to be in place (for example Standard Contractual Clauses or an adequacy decision).

10. International transfers

Some providers (for example Google or TrackMan) may process data outside the UK. Where that happens, we expect appropriate safeguards to be in place in line with UK data protection law.

11. How long we keep data

We keep personal data only as long as needed for the purposes above, including to meet legal, accounting or reporting requirements. Enquiry records are typically retained for a limited period after the conversation ends; membership and booking records are retained for the life of the relationship and a reasonable period afterwards.

  • CCTV: 6 months, unless retained longer for an incident, claim or legal requirement (see section 7).
  • Coaching / TrackMan swing data: held by TrackMan and/or your coach (typically 1 year or longer) — not retained by Fairway Legends as a studio archive (see sections 7–8).

12. Your rights

Under UK GDPR you may have the right to access, rectify, erase, restrict or object to certain processing, and to data portability, and to withdraw consent where processing is based on consent. You also have the right to complain to the Information Commissioner’s Office (ICO) at ico.org.uk or by calling 0303 123 1113.

For Fairway Legends-held data (including CCTV), contact [email protected]. For coaching or TrackMan performance data held by TrackMan or your coach, you may also need to contact them directly.

Marketing emails: You can unsubscribe at any time using the unsubscribe link in any Fairway Legends marketing email (sent via Klaviyo). You can also email [email protected] and ask to be removed from marketing. Unsubscribing from marketing does not affect essential service messages about bookings or memberships.

13. Security

We take appropriate technical and organisational measures to protect personal data. No method of transmission over the internet is completely secure, so please take care when sharing information online.

14. Children

Our Site is aimed at a general audience. Academy and junior programmes involve under-18s; we process related data with the involvement of a parent or guardian as appropriate, and only as needed to deliver those programmes.

If your child attends our Junior Academy, we will ask you to sign consent forms before any coaching images are captured. CCTV footage of your child may be captured as part of studio security — this does not require separate consent but is limited to security and safety purposes. We will never use images of your child for marketing or social media without your separate permission. Junior academy data is never shared with sponsors.

15. Updates

We may update this Privacy Policy from time to time.

16. Contact

Fairway Legends Trackman Studio
Hermitage Works, Desborough Rd
Market Harborough, Leicestershire LE16 8GP
[email protected] · 01858 457474