Privacy Policy

Last updated: 11th November 2026

This notice explains how Pavenham Park Golf Club handles personal information about members, visitors and people contacting the club. It covers club activities, our main website, the Pro Shop offers website, members’ document library and course-status service.

1. Who is responsible for your information?

Thompson Golf Limited (company number 02757865), trading as Pavenham Park Golf Club, is the data controller responsible for the club’s membership, communications and website records.

Contact: High Street, Pavenham, Bedfordshire MK43 7PE; office@pavenhampark.com; or 01234 822202.

2. What information do we use?

Depending on your dealings with us, we use names, addresses, contact details, dates of birth, membership categories and status, England Golf identifiers, handicap and competition details, bookings, enquiries, correspondence, email preferences and records of fees and payments.

We retain payment transaction receipts and accounting records, not full card numbers or card security codes. Our websites and forms may also process technical, device, login, security and subscription information.

We take additional care with junior membership, health and safeguarding information.

3. Why do we use it?

Membership, bookings and payments: to provide membership, bookings, competitions and other requested services. Our main lawful basis is usually performance of a contract; legal obligations may also apply to financial records.

Club administration and enquiries: to respond to requests, organise golf activities, maintain records and operate our facilities. We generally rely on legitimate interests in running the club, or a contract where appropriate.

Security and website access: to protect our systems and provide members’ and staff access. We generally rely on legitimate interests in keeping our services secure and functioning.

Membership and service messages: we send information genuinely needed to administer membership and club services, such as renewals, competitions and operational notices.

Optional marketing: we send promotional emails, special offers and Pro Shop marketing only with consent or where another lawful permission applies. Marketing consent is optional and can be withdrawn; every marketing email provides a way to unsubscribe.

Sensitive information: if we need to process health or safeguarding information, we must have an appropriate legal basis and an additional condition under data protection law.

4. Club emails and EmailOctopus

We use EmailOctopus to send club communications and, where permitted, marketing emails.

We manage the club’s general communications audience and a separate PPGC Pro Shop Offers list. People signing up for Pro Shop offers give optional marketing consent using an unticked checkbox and then confirm by email (double opt-in).

Existing club members are not automatically added to the Pro Shop list. EmailOctopus processes contact details, subscription preferences, delivery information and unsubscribe requests.

We use click tracking to understand which information is useful and improve our emails. Links include unique tracking URLs, allowing EmailOctopus to record which links an individual recipient clicks and when.

EmailOctopus has confirmed that this click tracking is recorded server-side, without cookies, local storage or device fingerprinting.

We rely on legitimate interests for this analysis, and members can object. Open tracking is disabled for new campaigns.

5. Members’ documents and course status

The document library at ppgcnews.co.uk checks registered membership details, including an email address and surname, when members access the library.

Some individual PDF documents are available through public links without a login, so those documents should not be regarded as confidential.

Our separate Course Status page is publicly accessible; authorised staff use a restricted login to update its information.

6. Cookies and website technologies

We use cookies and browser storage for essential site functions such as security, sign-in and remembering cookie choices.

The Pro Shop website allows visitors to manage optional analytics, marketing and platform analytics cookies.

The EmailOctopus subscription form uses an unticked marketing-consent checkbox and email confirmation (double opt-in). EmailOctopus also provides rate limiting and blocking of problematic domains to reduce spam sign-ups.

We review website technologies and seek consent where required.

7. Who receives information?

Golf competitions and handicaps: We use Master Scoreboard (provided by HandicapMaster Limited) to help administer club competitions, handicaps and results.

Relevant information, such as member names, handicaps, competition entries and scores, may be processed through the service. Master Scoreboard requires users to log in to access the club’s competition information.

Where needed, relevant information is shared with England Golf and other golfing bodies for affiliation, handicaps and competitions; suppliers supporting bookings, payments and membership records; IT and hosting providers (including Hostinger); and EmailOctopus for communications.

We may also share information with professional advisers or authorities where required.

We do not sell members’ personal information.

Some suppliers may process data outside the UK; where a restricted transfer takes place, applicable safeguards must be used.

8. How long do we keep information?

We keep information only for as long as reasonably needed for membership and services, accounting and legal requirements, or unresolved matters.

Former-member records are reviewed at least annually and information no longer needed is deleted or anonymised.

Payment records are retained as necessary for tax and legal obligations.

We may keep minimal records of marketing objections to honour opt-outs.

9. Your rights

Subject to legal conditions, you may ask to see personal information we hold about you, correct it, have it deleted, restrict its use, or receive it in a portable format.

You may withdraw consent where we rely on it.

To make a request, contact office@pavenhampark.com; we may need to verify your identity.

Your right to object: You may object to direct marketing at any time. You may also object to processing based on legitimate interests, including certain engagement reporting.

Contact the club to exercise these rights.

10. Concerns and changes to this notice

Please contact office@pavenhampark.com if you have any concerns.

You also have the right to complain to the Information Commissioner’s Office (ICO) at ico.org.uk or 0303 123 1113.

We may update this notice when our services or data-handling arrangements change; the current approved version will be available on the club website.