Privacy Policy

Last updated: 8 September 2026

Evolution Golf Academy (“we”, “us”, “our”) is committed to protecting your personal data. This policy explains what we collect, why we collect it, how we use it and the rights you have under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, as amended by the Data (Use and Access) Act 2025.

1. Who we are

Evolution Golf Academy
Nottingham Road, Codnor, Ripley, Derbyshire, DE5 9RJ
Telephone: 07710 582036
Open Monday to Sunday, 7:00am to 8:00pm

Evolution Golf Academy is the data controller responsible for your personal data. Our Academy Director, Will Painter, oversees data protection at the academy. You can contact us by telephone, by post at the address above, or through the contact form on our website.

Our team of PGA Professional coaches, Will Painter (Head Coach and Academy Director), Hayden Berridge (Coach and Custom Fitter) and Scott Hassall (Coach and Head of Juniors), each have access only to the personal data they need to coach and look after you.

2. The personal data we collect

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

• Identity and contact data: name, email address, telephone number, postal address.
• Booking data: lesson, range, simulator and fitting bookings, appointment times, coach assigned, attendance history.
• Golf performance data: handicap, swing data, Trackman data from our Trackman Range, Trackman Simulator and Trackman Coaching sessions, club specifications, custom fitting results from our Custom Fitting Suite (including TaylorMade and Titleist fittings) and coaching notes.
• Junior data: where a child under 18 attends our junior coaching programme, we collect the child’s name, age and any relevant medical or safeguarding information, together with parent or guardian contact details and consent.
• Payment data: details of purchases, vouchers and gift cards. Card payments are processed by our payment providers and we do not store full card numbers.
• Communications data: emails, WhatsApp messages, contact form submissions, newsletter preferences and any correspondence with us.
• Technical data: IP address, browser type, device information, pages visited and how you use our website, collected through cookies and similar technologies (see section 9).
• Marketing data: your preferences for receiving marketing from us.
• Images and video: photographs and video recorded during lessons for coaching purposes, and any images used for marketing where you have agreed.

We do not knowingly collect special category data except where a junior’s parent or guardian provides medical information relevant to their safety during coaching.

3. How we collect your data

• Directly from you when you book a lesson, buy a voucher, complete a contact form, sign up to our newsletter, message us or attend the academy.
• Through our online booking system (Setmore, linked from the Book a Lesson buttons on our website) and our customer relationship management system.
• Automatically through cookies and analytics when you visit our website, which is built and maintained for us by 160 Digital.
• From third parties such as payment providers, social media platforms where you interact with our Instagram or YouTube pages, and our newsletter platform when you subscribe at newsletter.evolutiongolfacademy.co.uk.
• From you directly when you leave a review or testimonial, which we may publish on our website with your first name only.

4. Why we use your data and our lawful basis

• Taking and managing bookings, delivering lessons, fittings and range sessions: Performance of a contract
• Processing payments, vouchers and refunds: Performance of a contract; legal obligation
• Recording swing, launch monitor and fitting data to deliver coaching: Performance of a contract
• Sending booking confirmations, reminders and service messages: Performance of a contract
• Sending our newsletter and marketing about lessons, Trackman sessions, custom fitting, vouchers, offers and events: Consent, or legitimate interests (soft opt-in) where you are an existing customer and have not opted out
• Responding to enquiries: Legitimate interests (running our business and responding to you)
• Safeguarding junior golfers: Legitimate interests; legal obligation; consent of parent or guardian for medical information
• Improving our website, facilities and services: Legitimate interests
• Keeping accounting and tax records: Legal obligation
• Preventing fraud and keeping our systems secure: Recognised legitimate interests (crime prevention and security)
• Publishing testimonials and reviews with your first name: Consent
• Using your image in marketing: Consent

Where we rely on legitimate interests, we have balanced our interests against your rights and concluded that our processing is not unduly intrusive. You can ask us for details of this assessment.

5. Marketing

We will only send you marketing by email or text if you have opted in, or if you are an existing customer and we are marketing similar services to those you have bought or enquired about. You can unsubscribe at any time by clicking the link in any email, replying STOP to a text, or contacting us using the details in section 1. We will act on your request promptly.

6. Who we share your data with

We share personal data only where necessary with:

• Booking and scheduling providers (Setmore) to manage appointments.
• CRM and marketing platforms used to send confirmations, reminders and newsletters.
• Payment providers to process card and online payments.
• Trackman and other coaching software providers to record and analyse performance data.
• Club manufacturers including TaylorMade and Titleist, where you order custom-fitted clubs, so that your specifications can be built.
• Our newsletter platform to deliver the Evolution Golf Academy newsletter.
• Website hosting, analytics and cookie management providers, and 160 Digital, who build and maintain our website.
• Our coaches and staff, who are bound by confidentiality.
• Professional advisers such as accountants, insurers and solicitors.
• Regulators, law enforcement or courts where we are legally required to do so.

We do not sell your personal data.

7. International transfers

Some of our providers store data outside the United Kingdom, including in the United States. Where this happens we ensure appropriate safeguards are in place, such as the UK International Data Transfer Agreement, the UK Addendum to the EU Standard Contractual Clauses, or transfers to countries covered by UK adequacy regulations including the UK-US Data Bridge.

8. How long we keep your data

• Booking, coaching and fitting records: for the duration of our relationship and up to 6 years after your last booking.
• Accounting and tax records: 6 years from the end of the relevant financial year, as required by law.
• Marketing data: until you unsubscribe or we have had no engagement from you for 3 years.
• Junior safeguarding records: in line with safeguarding guidance, which may require longer retention.
• Website analytics data: up to 26 months.
• Testimonials: for as long as they are published on our website, and removed on request.

When data is no longer needed we delete or anonymise it securely.

9. Cookies

Our website uses cookies and similar technologies. Strictly necessary cookies are set automatically. We use analytics and marketing cookies only where permitted by law, and you can change your choices at any time using the Cookies Settings link in the footer of our website. For more detail, see our Cookie Policy or the cookie banner when you first visit the site.

10. Security

We use appropriate technical and organisational measures to protect your data, including access controls, encrypted connections (HTTPS), password protection and staff confidentiality obligations. No system is completely secure, and we cannot guarantee the security of data transmitted over the internet.

11. Your rights

You have the right to:

• Access the personal data we hold about you.
• Rectify inaccurate or incomplete data.
• Erase your data in certain circumstances.
• Restrict how we use your data in certain circumstances.
• Object to processing based on legitimate interests, and to direct marketing at any time.
• Data portability, receiving your data in a structured, machine-readable format where processing is based on consent or contract.
• Withdraw consent at any time where we rely on it, without affecting processing already carried out.
• Not be subject to solely automated decisions with legal or similarly significant effects. We do not make such decisions. Trackman data is used by your coach to inform coaching, not to make automated decisions about you.

To exercise any of these rights, contact us using the details in section 1. We will respond within one month, which may be extended by up to two further months for complex requests. We may ask you to verify your identity first. There is normally no fee.

12. Complaints

If you are unhappy with how we have handled your personal data, you have the right to complain to us directly. Please contact us using the details in section 1. We will acknowledge your complaint within 30 days and respond without undue delay.

You also have the right to complain to the Information Commissioner’s Office (ICO):

Information Commissioner’s Office
Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Telephone: 0303 123 1113
Website: ico.org.uk/make-a-complaint

We would appreciate the chance to address your concerns before you approach the ICO.

13. Children

Junior coaching is provided to under-18s with the consent and involvement of a parent or guardian. We do not knowingly collect personal data directly from children under 13 online. If you believe a child has provided us with personal data without parental consent, please contact us and we will delete it.

14. Third-party links

Our website contains links to third-party sites, including our Setmore booking platform, our newsletter, Google Maps, Instagram (@evolutiongolfacademy) and YouTube (@EvolutionGolfAcademy). We are not responsible for the privacy practices of those sites. Please read their privacy policies.

15. Changes to this policy

We may update this policy from time to time. The latest version will always be published on this page with the date of the last update.

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