Privacy Policy
Last updated: 13 June 2026
1. Who we are
Long Drive Club Ltd ("LDC", "we", "us", "our") is the data controller for the personal information described in this policy. We are a company registered in England and Wales under company number [COMPANY NUMBER], with our registered office at [REGISTERED ADDRESS].
Being the data controller means we are responsible for deciding how and why your personal information is held and used, for keeping it secure, and for using it only in line with data protection law. The law that applies is the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
We are registered with the Information Commissioner's Office (ICO) under registration number [ICO REGISTRATION NUMBER].
This policy explains what information we collect, why we collect it, how we use and share it, how long we keep it, and the rights you have over it. If you have any question about it, contact us using the details in section 11.
2. The information we collect
When you apply to attend an event, you give us:
- your name, email address and telephone number
- your occupation or the nature of your work
- the car you drive
- how often you play golf
- whether you are attending alone or bringing a passenger, and that passenger's details where you provide them
- which future events or themed days interest you
When you are offered a place and pay, we collect:
- your billing details
- a record of your payment. We do not see or store your full card details. Payment is handled by our payment processor (see section 5), and your card data is held by them, not by us.
When you attend an event, we and our appointed photographer and videographer capture:
- photographs and video footage of you, your car and its registration plate
When you use our website or contact us, we may collect:
- the content of your messages to us and our replies
- limited technical information about your device and visit, through cookies (see section 9)
You are not obliged to give us any of this information. But the application questions are how we curate the event, and without the answers we cannot assess or offer you a place.
3. Why we use your information, and our lawful basis for it
Data protection law requires us to have a lawful basis for everything we do with your information. Ours are set out below.
To assess your application and curate the event. We use the information in your application to decide who is offered a place. Our lawful basis is our legitimate interest in building a curated field of attendees, which is the core of what we offer.
To contact you about a place and take payment. Once you are offered a place, we use your details to confirm it, take payment and give you the information you need for the day. Our lawful basis is the performance of our contract with you.
To run the event safely. We use your information to manage the drive, the golf booking and the day itself, including sharing what is necessary with the golf club and our suppliers. Our lawful basis is the performance of our contract with you, and our legitimate interest in running the event safely and well.
To capture and use photography and video of the event. The film and photographs are a central part of what LDC produces, and we use them to promote LDC and future events, including on our website and social media. Our lawful basis is our legitimate interest in promoting the club. Where we use a close, identifiable image of you as the focus of a marketing piece, we will rely on your consent, which you can give or decline on the day, and withdraw afterwards by contacting us.
To send you marketing about future events. Where you have agreed to it, or where you are an existing attendee and the marketing relates to events of a kind you have attended, we will send you information about future LDC events. Our lawful basis is your consent, or our legitimate interest in marketing to existing customers. You can opt out at any time, through the unsubscribe link in any message or by contacting us.
To keep proper business records and meet our legal obligations. We retain records of bookings, payments and correspondence as any business must. Our lawful basis is compliance with our legal obligations and our legitimate interest in keeping orderly records.
Where we rely on legitimate interest, we have considered whether that interest is overridden by your own rights, and concluded it is not. You can ask us about that assessment at any time, and you can object to processing carried out on this basis (see section 8).
4. Passengers and third parties
If you give us the details of a passenger or anyone else, you confirm you have their permission to do so, and that you have shown them this policy. They have the same rights over their information as you have over yours.
5. Who we share your information with
We do not sell your personal information, and we do not share it with anyone except as set out here.
- Our payment processor, who handles your payment securely on our behalf.
- The host golf club and event suppliers, including the photographer, videographer, caterers and detailing crew, with whom we share only what each needs to play their part in the day.
- Our professional advisers, such as our accountant and lawyers, where they need it to advise us.
- A regulator, law enforcement or other authority, where we are required by law to disclose it.
Where a supplier handles personal information on our behalf, we put a written agreement in place requiring them to protect it and use it only as we instruct.
6. Where your information is held
We aim to keep your personal information within the UK. Where any supplier we use stores information outside the UK, we ensure it is protected by one of the safeguards UK data protection law allows, such as an adequacy decision or standard contractual clauses. You can ask us which suppliers this applies to.
7. How long we keep your information
We keep your information only as long as we need it.
- If you apply and are not offered a place, or decline one, we keep your application for up to 12 months, so we can consider you for the next event, then delete it. You can ask us to delete it sooner.
- If you attend an event, we keep your booking and contact records for the duration of our relationship with you and for 6 years after your last event, to meet our legal and accounting obligations.
- Payment records are kept for 6 years, as tax law requires.
- Photographs and video of events we keep indefinitely as part of our archive and promotional library, subject to your right to withdraw consent to the use of an identifiable image of you.
8. Your rights
Under data protection law you have the right to:
- be informed about how we use your information, which is what this policy is for
- ask for a copy of the information we hold about you
- have inaccurate information corrected
- ask us to delete your information, where we have no continuing reason to hold it
- object to processing we carry out on the basis of legitimate interest, including marketing
- withdraw consent at any time, where we rely on your consent
- restrict or object to certain processing, and to ask for your information in a portable form
To exercise any of these, contact us using the details in section 11. We will respond within one month. Exercising these rights is free, and we will not treat you any differently for it.
9. Cookies
Our website uses cookies. Some are necessary to make the site and the booking process work. Others help us understand how the site is used so we can improve it. When you first visit, we ask which non essential cookies you accept, and you can change your choice at any time through your browser settings. Necessary cookies cannot be switched off without affecting how the site works.
10. How we protect your information
We hold your information on secure systems, accessible only to those who need it, and we require our suppliers to do the same. Payment is processed through a secure gateway and card details are never stored on our systems.
11. How to contact us, and how to complain
For any question about this policy, or to exercise any of your rights, contact us at:
[CONTACT EMAIL]
Long Drive Club Ltd, [REGISTERED ADDRESS]
If you are not satisfied with how we have handled your information, you have the right to complain to the Information Commissioner's Office, the UK regulator for data protection, at ico.org.uk, or by calling 0303 123 1113. We would ask that you raise it with us first, so we have the chance to put it right.
12. Changes to this policy
We may update this policy from time to time. The version on our website is always the current one, and we will tell attendees of any significant change.