Privacy Policy
How Lexden Wood Golf Club collects, uses and protects your personal information.
Privacy Policy
Who we are
This policy explains how Lexden Wood Limited ("Lexden Wood", "the club", "we", "us") uses personal
information. We run Lexden Wood Golf & Leisure Club, Bakers Lane, Colchester, Essex CO3 4AU, its website,
online booking at book.lexdenwood.co.uk and the Lexden Wood app.
Lexden Wood Limited is registered in England and Wales (company number 16119205), registered office
Middleborough House, 16 Middleborough, Colchester CO1 1QT. We are the controller of your personal information
and are registered with the Information Commissioner's Office (registration number ZC000136).
Questions about this policy or your data: info@lexdenwood.co.uk
or 01206 696212.
What we collect
Information you give us: your name, email address, mobile number and address
where needed; your date of birth (we ask because under-16s have booking rules); if you become a member, whether you are male or female, if you choose to tell us (competitions are run by section); your membership, bookings, guests, competition entries and preferences; your England Golf (CDH) number
if you add it; and anything you tell us in an enquiry, call or message.
Information created when you use our services: your booking and payment history (card payments are
taken by our payment provider: we never see or store your full card number), points balance, sign-in
activity, the devices you are signed in on, and, if you allow it, a token so we can send notifications to
your phone.
Technical information: error reports when something goes wrong, and, only with your consent,
how pages are used (with anything you type hidden). See our cookie policy.
On site: CCTV images and recordings of calls to and from the club.
How we use it and our legal basis
To provide what you ask for (contract): bookings, memberships, competition entries, your account,
the app and club card, payments and refunds, and messages about them such as confirmations and reminders. For members, this includes your date of birth and, if you choose to tell us, whether you are male or female.
To run and protect the club (legitimate interests): keeping the course, tee sheet and accounts
accurate, applying booking rules for under-16s using a guest's date of birth, preventing fraud and misuse, keeping our systems secure, fixing faults, training staff,
CCTV for safety and security, recording calls for quality and records, and, if you give us your date of
birth when it isn't needed for your membership, counting how many people of each age group play here
(we only ever look at totals, never at one person's age). We weigh these interests
against your rights and you can object at any time (see Your rights).
Legal obligations (legal obligation): keeping financial records, and dealing with tax,
safety or legal requests.
With your consent (consent): club news and offers by email, phone notifications, and optional
analytics cookies. You can withdraw consent at any time in your account, your phone's settings, the cookie
settings link or by contacting us; this does not affect anything done before.
We do not sell your personal information and we do not make decisions about you by automated means
that have legal or similarly significant effects.
Our app and online booking
You sign in with a one-time code sent to your email or mobile, and you can choose to stay signed in or
unlock the app with Face ID, Touch ID or your device passcode; your fingerprint or face never leaves your
device. Notifications (tee-time reminders, course updates, competitions and membership) are optional and
can be switched off in the app or in your phone's settings. The app does not track you across other
companies' apps or websites and shows no adverts.
You can delete your account yourself in the app (Account → Delete your account) or at
book.lexdenwood.co.uk/delete-account.
Who we share it with
We use carefully chosen service providers who act only on our instructions and must keep your
information secure: for hosting and email, sending sign-in codes and texts, taking card payments, digital
wallet cards, phone notifications, competition management and handicaps, and error monitoring. Our key providers
are based in the UK and the European Union. Some services we use are run by companies based outside the UK,
such as in the United States. Where any of your data is handled outside the UK, it is protected by safeguards
approved under UK data protection law (such as the UK–US Data Bridge, UK adequacy decisions or the UK
International Data Transfer Addendum), so it keeps the same protection as it has here.
We share competition entries and scores with the competition and handicap services the club uses
(such as England Golf), and we may share information where the law requires it, to protect people or
property, or with professional advisers. If you message the club on WhatsApp or similar services, that
service also handles your messages under its own privacy policy.
How long we keep it
Your account: while it is active; you can delete it at any time.
Payments, bookings and refunds: six years after the end of the financial year they relate to,
as UK tax law requires; once your account is deleted these are kept without your name or contact details.
Enquiries and messages: as long as needed to deal with them and for a reasonable period after.
Marketing: until you unsubscribe or withdraw consent.
CCTV and call recordings: for a short period, unless needed for an incident, complaint or claim.
Your rights
Under UK data protection law you can ask us for a copy of your information, to correct it, to delete it,
to restrict or object to how we use it (including any use based on our legitimate interests), and, where
you gave it to us under a contract or consent, to receive it in a portable format. Where we rely on your
consent you can withdraw it at any time. Contact info@lexdenwood.co.uk;
we will respond within one month and may ask you to confirm your identity.
If you are unhappy with how we have handled your information, please tell us first. You can also
complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113.
Requesting deletion of your data
Delete your account in the app or at book.lexdenwood.co.uk/delete-account. To ask us to delete other information, including anything linked to contacting the club through Facebook, Instagram or WhatsApp, email info@lexdenwood.co.uk with the subject "Data deletion request" and the name, email address or phone number you used. We will confirm once it has been removed, unless the law requires us to keep it.
Children
Our online booking and app are intended for adults. Junior members' information is provided and managed by a parent or guardian. We do not knowingly collect information online from children under 13.
Keeping your information safe
We use appropriate technical and organisational measures to protect your information, including encryption in transit, access controls and staff training. If a breach is likely to put you at risk we will tell you and the ICO as the law requires.
Changes to this policy
We may update this policy from time to time; the latest version is always on this page and important changes will be highlighted in the app or by email. Last updated 30 October 2026.