Privacy policy

FORM Golf Performance (“FORM Golf”, “we”, “us” or “our”) is a golf coaching and golf strength and conditioning business operated jointly by two independent sole traders: Bradley Harris, trading as Brad Harris Golf. Joshua Cottingham, trading as COTT Coaching. FORM Golf Performance is a trading name and joint business venture.

It is not currently a separate limited company or incorporated legal entity. For data protection purposes, Bradley Harris and Joshua Cottingham jointly determine how and why personal information is used in connection with FORM Golf’s services. They therefore act as joint data controllers for the personal information covered by this policy.

Our correspondence address is: FORM Golf Performance Lewes Golf Club Chapel Hill Lewes BN7 2BB You can contact us about privacy or your personal information at contact@formgolf.co.uk.

We may collect and use the following categories of personal information: Identity and contact information Name and contact details, including email address, telephone number and postal address. Date of birth. Emergency contact details.

Membership and service information Membership tier, subscription status and payment history. Booking history, attendance and session usage. Communications with our coaches.

Membership preferences, enquiries and feedback. Golf and performance information Golf handicap and playing information. Golf performance data and coaching notes.

Swing videos, photographs and other recordings supplied to us or created during coaching. Physical assessment results, movement information and training progress. Training programmes, exercise records and progress reports.

Health and injury information Relevant medical history. Current or previous injuries, pain, limitations and relevant health information. Information you provide to help us adapt coaching, exercise selection and physical assessments safely.

Health and injury information is special category personal data under UK data protection law and receives additional protection. We only seek information that is relevant to the services being provided. Payment and transaction information Payment status, transaction records, invoices and subscription information.

Payment details processed by our payment provider. Online card payments are handled by Stripe. We do not intend to store or have access to your full payment card details.

Website and technical information Website and member portal usage. Device, browser and technical information. IP address and information collected through cookies or similar technologies, where permitted by your cookie preferences.

We may collect personal information: Directly from you when you complete an enquiry, assessment, registration or membership form. When you communicate with Brad or Josh by email, telephone, message or in person. When you book or attend a coaching session, physical assessment or studio hire.

When you use our website, member portal or online services. Through third-party services used to deliver our services, where you have provided information to those services or authorised the relevant sharing. During coaching, assessments and training, including information recorded by our coaches.

You should ensure that information you provide is accurate and tell us if relevant details change.

We use personal information for the following purposes: Responding to enquiries and arranging consultations. Setting up and administering memberships. Taking payments and managing subscriptions.

Booking and delivering golf tuition, strength and conditioning, physical assessments and studio access. Reviewing golf performance, physical assessment results and training progress. Preparing coaching notes, training programmes and feedback.

Communicating important service updates and responding to requests. Managing customer service, complaints and disputes. Maintaining appropriate business, accounting and tax records.

Protecting our website, member portal, systems and business. Understanding and improving website performance, where you have consented to relevant analytics cookies. Sending marketing communications where we are permitted to do so.

We do not sell your personal information.

We process personal information under one or more of the following lawful bases: Contract: Where processing is necessary to provide a service you have requested, administer your membership, manage bookings or fulfil our contractual obligations. Legitimate interests: Where processing is necessary for our legitimate business interests, such as maintaining business records, managing enquiries, improving our services, protecting our systems and handling disputes. We consider your rights and interests before relying on this basis.

Legal obligation: Where we need to process or retain information to comply with legal, accounting, tax or regulatory requirements. Consent: Where you have given consent for a specific purpose, such as certain marketing communications or non-essential cookies. Health and other special category information Where we process health or injury information, we rely on your explicit consent as the relevant special category condition, alongside an appropriate Article 6 lawful basis.

We request this information because it may be relevant to the safe and appropriate delivery of physical assessments, strength and conditioning and coaching services. You can withdraw your explicit consent at any time by contacting us. Withdrawal does not affect processing already carried out lawfully.

However, if we can no longer use information that is necessary to assess or adapt your training safely, this may limit or prevent our ability to provide certain services. Please do not provide information about other people unless you are authorised to do so.

Bradley Harris and Joshua Cottingham both have access to relevant customer and coaching information needed to operate FORM Golf Performance. We may share information with trusted service providers who help us operate the business and deliver services. These currently include: Lovable: website and platform development and hosting-related services.

Supabase: database, authentication and storage services supporting the website and member portal. Stripe: payment processing and subscription management. Everfit: online training programmes, exercise records and coaching support.

Foremost: golf lesson, studio and other booking services. Microsoft 365: business email and communication services. Google Analytics: website analytics, subject to your cookie consent.

Meta Pixel may be introduced in the future for advertising measurement and marketing. It is not represented as currently active under this policy. If introduced, it will be subject to the relevant cookie and consent requirements.

These providers process information according to their own services and contractual arrangements with us. Their own privacy policies may also apply when you use their platforms. We may also disclose information where required by law, to professional advisers, or where necessary to establish, exercise or defend legal claims.

We do not routinely share customer information with Lewes Golf Club merely because services are delivered at the club's premises.

Some of our service providers or their sub-processors may process or store personal information outside the United Kingdom. Where personal information is transferred internationally, we will take steps to ensure that the transfer is permitted under UK data protection law. This may include relying on UK adequacy regulations or appropriate safeguards such as the UK International Data Transfer Agreement or UK Addendum, where required.

We keep personal information only for as long as reasonably necessary for the purposes described in this policy, taking account of legal requirements, business needs and the nature of the information. Our intended retention approach is: Membership and coaching records: normally retained during the relationship and for up to six years after it ends where reasonably necessary for business administration, continuity or legal claims. Physical assessment, health and injury information: retained only while needed for coaching, safety, progress review or legitimate record-keeping purposes.

We will review whether continued retention is necessary and aim to delete or anonymise it when it is no longer required. Swing videos, photographs and training recordings: retained while they are useful for coaching or progress review, then deleted when no longer required unless there is a separate agreed purpose for keeping them. Financial and tax records: retained for the periods required by applicable tax and accounting rules.

For relevant self-employed tax records, this will generally be at least five years after the 31 January submission deadline for the relevant tax year. Marketing information: retained until you unsubscribe or object, or until it is no longer reasonably necessary for the relevant marketing purpose. Website and cookie information: retained according to the relevant cookie or analytics settings and provider retention periods.

Backups: information may remain in secure backup systems for a limited period before being overwritten or deleted through normal backup cycles. We may retain information for longer where required by law or where necessary to establish, exercise or defend legal claims.

We take reasonable technical and organisational measures to protect personal information against unauthorised access, loss, alteration, disclosure or misuse. Access to customer and coaching information is restricted to Brad and Josh and to service providers who need access to perform their functions. No online system can be guaranteed to be completely secure.

You should avoid sending unnecessary sensitive information through unsecured communication channels.

Under UK data protection law, you may have the right to: Request access to the personal information we hold about you. Request correction of inaccurate or incomplete information. Request erasure of personal information where the legal conditions are met.

Request restriction of processing in certain circumstances. Object to processing based on legitimate interests. Request a copy of certain information in a portable format.

Withdraw consent where processing is based on consent. Complain to the Information Commissioner's Office (ICO). These rights are subject to applicable legal conditions and exemptions.

For example, we may need to retain certain financial or contractual records even if you request deletion. To exercise your rights, contact contact@formgolf.co.uk. We may need to verify your identity before responding.

You can also contact the Information Commissioner's Office at https://ico.org.uk/ if you are concerned about how your information has been handled.

We may contact you with information about FORM Golf services, memberships, events or offers where we are legally permitted to do so. You can opt out of marketing emails at any time by using the unsubscribe link or contacting us at contact@formgolf.co.uk. Opting out of marketing will not affect essential communications about an existing membership, booking or service.

Our services are primarily intended for adults. Where we provide services to anyone under 18, we will take appropriate steps to obtain any necessary parent or guardian involvement and consent, particularly where health information is involved.

We may update this Privacy Policy from time to time to reflect changes in our services, technology or legal obligations. The latest version will be published on our website with its updated date.

For any questions, requests or concerns about this Privacy Policy or how we use your personal information, contact: FORM Golf Performance Email: contact@formgolf.co.uk Address: Lewes Golf Club, Chapel Hill, Lewes, BN7 2BB