Privacy Policy
Last updated 2 November 2026
We are committed to safeguarding the privacy of our website visitors. This policy explains what personal information Birtley (Portobello) Golf Club collects through this website, why we collect it, how we look after it and what your rights are.
1. Who we are
Birtley (Portobello) Golf Club is the data controller for personal information collected through this website. Our address is:
The Secretary
Birtley (Portobello) Golf Club
Birtley Lane
Birtley
Chester-le-Street
Co. Durham
DH3 2LR
For any privacy question or request, email secretary@birtleyportobellogolfclub.co.uk or call 0191 410 2207.
2. What we collect and why
We only collect personal information that you choose to give us through this website.
| Where | What we collect | Why (lawful basis) | How long we keep it |
|---|---|---|---|
| Contact and enquiry forms | Your name, email address, phone number (if given) and your message | To answer your enquiry, for example about golf, a society day or a function in the clubhouse (legitimate interest) | As long as needed to deal with your enquiry, then deleted within 12 months |
| Membership application | Your name, contact details, date of birth, the membership type you want and the other details asked for on the form | To process your application and, if you join, to run your membership (contract) | Members: for the length of your membership and as required for the club's accounts. Applications that don't go ahead: 12 months. |
| Share Your Photos | Your name, email address (if given), a description (if given) and the photos or videos you send | To use them on the club's website and social media, as you agree on the form (consent) | Until the club has finished with them, or sooner if you ask us to delete them |
| Members' emails | Members' names and email addresses, from the club's membership records | To send club news and notices to members (legitimate interest). Every email has an unsubscribe link. | For the length of your membership |
| Chat assistant | The questions you type. We don't ask for your name or email. | To answer your question (legitimate interest). The assistant answers from the club's own information; your questions are not stored. | Not kept |
We do not use website analytics or advertising trackers, and we will not pass your personal information to anyone else for direct marketing without your express consent.
3. Tee time bookings
Visitor and member tee times are booked through ClubV1, the club's online booking system. When you book, the details you enter are handled by ClubV1 under its own privacy policy. Links to ClubV1 open its website.
4. Who we share your information with
We may share information about you with:
- The club's officers, committee and staff, as far as needed for the purposes above
- Our website host, a UK web hosting provider, which stores the website and any form submissions on servers in the United Kingdom
- Brevo, the email service that delivers messages from this website's forms to the club and sends the club's emails to members
- Anyone we are required to share it with by law, or in connection with legal proceedings or to establish, exercise or defend our legal rights
Apart from this, we will not provide your information to third parties.
5. Keeping your information secure
We take reasonable technical and organisational precautions to prevent the loss, misuse or alteration of your personal information. Data sent over the internet can never be completely secure, so we cannot guarantee the security of information you send to us online.
6. Cookies
This website does not use tracking or advertising cookies. See our Cookie Policy for details.
7. Your rights
Under UK data protection law you have the right to:
- Ask for a copy of the personal information we hold about you
- Ask us to correct or update anything that is wrong
- Ask us to delete your information, unless we have to keep it by law
- Object to us using your information where we rely on legitimate interest
- Tell us not to use your information for marketing by email, at any time
To do any of these, email secretary@birtleyportobellogolfclub.co.uk or write to the Secretary at the address above. We aim to reply within one month.
8. Other websites
This website links to other websites, such as ClubV1, Facebook, England Golf and our sponsors. We are not responsible for the privacy policies or practices of other websites.
9. Complaints
If you're unhappy with how we have handled your information, please tell us first so we can put it right. You can also complain to the Information Commissioner's Office (ICO), the UK's data protection regulator, on 0303 123 1113.
10. Changes to this policy
We may update this policy from time to time by posting a new version on this page, with a new "Last updated" date. Please check back occasionally to make sure you are happy with any changes.