Privacy Policy
Last updated 25 April 2026
This policy explains what personal information Wearside Golf Club collects through this website, why we collect it, how we look after it, and what your rights are. We've written it in plain English; the legal references are at the end if you need them.
1. Who we are
The Wearside Golf Club Limited (Companies House registration 00064656), registered office Coxgreen, Sunderland, SR4 9JT. We are the data controller for any personal information collected via wearsidegc.co.uk.
For any privacy question or request, contact the club office:
- Email: office@wearsidegc.co.uk
- Phone: 0191 534 2518
- Post: The Wearside Golf Club, Coxgreen, Sunderland, SR4 9JT
2. What information we collect, why, and how long we keep it
We only collect personal information you give us through one of the website forms listed below.
| Form / feature | What we collect | Why (lawful basis) | How long we keep it |
|---|---|---|---|
| Table booking (Sunday lunches, hospitality) | Name, email, phone, party size, special requirements | To honour your booking and contact you if needed (legitimate interest) | Up to 12 months after the booking date, then deleted |
| Halfway House preorder | Name, optional phone, tee time, items, dietary notes | To prepare the order for the right golfer at the right time (legitimate interest) | 30 days after the round, then deleted |
| Membership application | Name, address, date of birth, contact details, membership type, related details requested on the form | To process your application and, if successful, set up your membership (contract / pre-contract) | Successful applicants: for the life of your membership + 7 years for accounting purposes. Unsuccessful: 12 months. |
| AI chatbot (Ask the Caddie) | The text of your questions. We do not ask for your name or email. | To answer your question (legitimate interest). Messages are processed by our AI provider (Anthropic) and not stored permanently by us. | Not retained by the club |
| Photo upload portal | Photos you choose to upload, plus the optional caption | To display photos on the club website with consent (consent) | Indefinitely, unless you ask us to remove them |
We do not use website analytics (Google Analytics, Facebook Pixel, etc.), we do not sell or share your data with marketing companies, and we do not use your information for advertising.
3. Cookies
The site uses a small number of strictly-necessary cookies — the kind that keep you signed in to the staff admin areas. We don't use tracking cookies or analytics. The full list is on our Cookie Policy page.
4. Where your information is stored
Form submissions are stored on our hosting provider's servers (Krystal Hosting Ltd), which are located in the United Kingdom. The AI chatbot routes questions to Anthropic's API (Claude) — questions may be processed on infrastructure outside the UK / EU under standard contractual safeguards.
5. Who we share your information with
We do not share your information with third parties for marketing. We do share limited information with:
- Krystal Hosting — our website host (data is on their servers)
- Resend — sends notification emails when you submit a form (your contact details pass through their systems briefly)
- Anthropic — processes chatbot questions (no personal identifiers sent unless you include them in your question)
- Government / regulators — only if legally required (e.g. court order)
6. Your rights
Under UK GDPR you have the right to:
- Ask what information we hold about you (subject access request)
- Ask us to correct anything that's wrong
- Ask us to delete your information ("right to be forgotten") — subject to any legal obligation we have to keep it (e.g. accounting records)
- Object to us using it where we rely on legitimate interest
- Withdraw consent where consent was the basis
- Receive a copy of your information in a portable format
To exercise any of these, email office@wearsidegc.co.uk. We aim to respond within 30 days, free of charge.
7. Complaints
If you're unhappy with how we've handled your information, please tell us first and we'll do our best to fix it. If you're still not satisfied you can complain to the Information Commissioner's Office (ICO), the UK's data-protection regulator.
- ICO website: ico.org.uk
- Helpline: 0303 123 1113
8. Changes to this policy
If we change this policy materially we'll update the "Last updated" date at the top and, where appropriate, draw the change to your attention on the site.