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Chapridge Holdings Limited t/a 14 Clubs | Version 1.0 | Effective September 2026 | Review September 2027 | Owner: Operations Director
Chapridge Holdings Limited, trading as 14 Clubs (“14 Clubs”, “we”, “us”, “our”), is a private members’ indoor golf and hospitality club at The Whiteley, 161 Queensway, London W2 4BD.
This Privacy Policy explains what personal data we collect, why we collect it, how we use and protect it, who we share it with, and the rights you hold over it. It applies to members, prospective members, guests, corporate and event clients, visitors to our venue, and visitors to 14clubs.co.uk.
We are the data controller for the personal data described in this policy. We are committed to handling your personal data in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and the Privacy and Electronic Communications Regulations 2003 (PECR).
This policy is referred to in Sections 19.8 and 23.1 of the 14 Clubs Membership Terms and Conditions and forms part of the agreement between you and 14 Clubs.
The data controller is Chapridge Holdings Limited, trading as 14 Clubs, a company registered in England and Wales under company number 16809716, whose registered office is Nash Harvey, The Granary, Hermitage Court, Hermitage Lane, Maidstone, Kent ME16 9NT. The Company trades from, and can be visited at, The Whiteley, 161 Queensway, London W2 4BD.
Data protection contact: Operations Director, Chapridge Holdings Limited t/a 14 Clubs. Email: info@14clubs.co.uk. Post: Data Protection, Chapridge Holdings Limited t/a 14 Clubs, The Whiteley, 161 Queensway, London W2 4BD.
We are not required to appoint a statutory Data Protection Officer. The Operations Director holds day-to-day responsibility for data protection at 14 Clubs and is the point of contact for all questions and requests relating to this policy.
3.1 Enquiry and prospective member data. Name, email address, telephone number, membership tier of interest, how you heard about us, the content of your enquiry, and any notes we make during a conversation, show round, or trial session.
3.2 Membership data. Name, date of birth, home and correspondence address, email address, telephone number, membership tier, joining date, membership number, emergency contact details, photograph (where you provide one for your member profile), and the identity of the member who introduced or nominated you. For Corporate Memberships we also hold the company name, registered address, billing contact, and the names and contact details of the individuals nominated to use the membership. Where a Member adds a Junior addition to their own Membership for a child aged twelve to seventeen, we hold the child’s name and date of birth, and the contact details of the parent or legal guardian (the Member) who has taken out the Junior addition on the child’s behalf. A Junior is not a Member of the Club in their own right.
3.3 Payment and financial data. Bank account details where you pay by direct debit, the last four digits and expiry date of any payment card used at the venue, billing address, joining fee and Membership Fee history, bar and food account balances, Founder Member bar credit balances, invoices, and payment failure or arrears records. We do not store full payment card numbers. Card payments are processed by our payment providers and card data is handled by them, not by us.
3.4 Booking and attendance data. Simulator bay bookings, coaching session bookings, event and private hire bookings, guest bookings and guest names, arrival and check-in times, cancellations, late cancellations, no-show records held under our cancellation and no-show policy, and attendance at member events, leagues and competitions.
3.5 Golf performance and coaching data. Ball and club data captured by our Trackman iO simulators, including swing metrics, shot dispersion, distances, launch conditions and, where the feature is used, swing video. We also hold coaching notes and lesson histories recorded by our PGA team, handicap information, club fitting specifications and equipment preferences, and league and competition results. Performance data is linked to your member account so you can track your own progress over time and so your coach can work with you effectively.
3.6 Health, dietary and accessibility data. Food allergies and intolerances, dietary requirements, and any health condition, injury, disability or physical limitation you tell us about so that we can make your visit safe and comfortable. We also hold accident, injury, near miss and first aid records created under our Health and Safety Policy. Some of this information is special category personal data concerning health. We collect only what we need, we record it against your account rather than circulating it, and we restrict access to the staff who need it to keep you safe.
3.7 Hospitality and preference data. Food and beverage purchase history, tab and account activity, table and bay preferences, dietary and drinks preferences, and notes our team records to personalise your visits.
3.8 CCTV and venue security data. CCTV images recorded throughout the venue, including the entrance, reception, simulator bays, basement lounge and staircase. CCTV is not installed in any toilet or changing facility. Signage is displayed at the entrance and throughout the venue. We also hold entry records, incident reports and security logs.
3.9 Marketing data. Your marketing preferences and consents, the email address subscribed to our mailing list, and engagement data such as whether an email was opened or a link clicked.
3.10 Website and technical data. IP address, device and browser type, operating system, referring website, pages viewed, time spent on pages, and cookie identifiers. Where you submit a form on 14clubs.co.uk, we receive the information you enter into it. See Section 10 for how we use cookies.
3.11 Recruitment and staff data. Personal data relating to job applicants, employees, contractors and coaches is handled under our separate internal privacy notice and the 14 Clubs Employee Handbook, and is not covered by this policy.
Directly from you, when you make an enquiry, complete a membership application, book a bay or lesson, speak to our team, place an order at the bar, or complete a form on our website.
Automatically, when you use our simulators, book through the Member App, pay at the venue, browse our website, or enter areas of the venue covered by CCTV.
From a third party, where a member nominates you as a guest or as a user of a Corporate Membership, where an employer books an event on your behalf, or where a partner or introducer passes on your enquiry with your knowledge.
From publicly available sources, in limited cases, where we verify company details for a Corporate Membership or private hire booking.
We only use your personal data where the law allows it. The table below sets out what we do, the data we use, and the lawful basis we rely on.
Responding to a membership enquiry, arranging a meeting or trial, and following up on it
Data used Enquiry data
Lawful basis Legitimate interests (growing the club and responding to people who have approached us)
Assessing and processing a membership application
Data used Membership data
Lawful basis Contract, and legitimate interests before the contract is entered into
Administering your membership, bookings and guest visits
Data used Membership, booking and attendance data
Lawful basis Contract
Collecting Membership Fees, joining fees, guest fees and hospitality charges, and managing arrears
Data used Payment and financial data
Lawful basis Contract, and legal obligation for accounting records
Providing coaching, club fitting and performance tracking
Data used Golf performance and coaching data
Lawful basis Contract
Running leagues, competitions, member events and the golfing concierge service
Data used Membership, booking and performance data
Lawful basis Contract, and legitimate interests
Managing allergies, dietary requirements and safe use of the facilities
Data used Health, dietary and accessibility data
Lawful basis Explicit consent, and legal obligation under food safety and health and safety law
Responding to a medical emergency or serious incident
Data used Health data, emergency contact details
Lawful basis Vital interests, and legal obligation
Keeping the venue, our members, guests and staff safe and secure
Data used CCTV, incident and security data
Lawful basis Legitimate interests, and legal obligation
Enforcing the Membership Terms and Conditions, including our cancellation and no-show policy and conduct rules
Data used Booking, attendance and incident data
Lawful basis Contract, and legitimate interests
Sending you membership, booking and account communications
Data used Membership and booking data
Lawful basis Contract
Sending you marketing emails about the club, events and offers
Data used Marketing data
Lawful basis Consent, or legitimate interests where you are an existing member (soft opt-in), with an unsubscribe in every message
Understanding how our website and campaigns perform, and improving them
Data used Website and technical data
Lawful basis Consent for non-essential cookies; legitimate interests for aggregated analysis
Improving our services, menus, programming and member experience
Data used Booking, hospitality and preference data, usually in aggregate
Lawful basis Legitimate interests
Complying with licensing, tax, food safety, health and safety and other legal obligations
Data used Any relevant category
Lawful basis Legal obligation
Establishing, exercising or defending legal claims, and dealing with insurance matters
Data used Any relevant category
Lawful basis Legitimate interests, and legal obligation
Where we rely on legitimate interests, we have considered whether our interest is fair to you and whether it overrides your rights. You may object to processing based on legitimate interests at any time, as set out in Section 11.
Where we rely on consent, you may withdraw it at any time. Withdrawing consent does not affect anything we did lawfully before you withdrew it.
If you enquire about membership or join the club, we may send you emails about 14 Clubs, our events, our coaching programme and our hospitality offering. We send these on the basis of your consent, or on the soft opt-in basis where you are an existing member and the message relates to our own similar services.
Every marketing email contains a one-click unsubscribe. You can also ask us to stop at any time by emailing info@14clubs.co.uk or by speaking to a member of the team.
If you opt out of marketing, we will still send you the communications we need to send to run your Membership, such as booking confirmations, renewal notices, changes to opening hours, invoices and safety information. Those are not marketing and you cannot unsubscribe from them while you hold a membership.
We do not sell, rent or trade your personal data. We do not share your personal data with third parties for their own marketing purposes.
We share personal data with a small number of carefully selected suppliers who provide the systems and services the club runs on. Each acts as our processor under a written contract, may only use the data to provide the service to us, and may not use it for their own purposes.
Our member management and booking platform
Holds member records, bookings, guest records and account balances, and powers the Member App
Trackman
Captures and stores simulator ball, club and swing data, and performance history linked to your account
Access PaySuite (The Access Group)
Collects Membership Fees and other sums by direct debit
Lightspeed
Processes food and beverage orders, tabs and card payments at the venue
Intuit Mailchimp
Delivers our email marketing and holds our mailing list and engagement data
Google (Workspace, Analytics and Ads)
Hosts our email, documents and files, and measures website and campaign performance
Our website hosting and content platform
Hosts 14clubs.co.uk and delivers enquiry form submissions to us
Shield Safety and Risk Proof
Hold health and safety and food safety compliance records, including incident and first aid logs
Our CCTV and security providers
Maintain the CCTV system and, where necessary, retrieve footage at our request
Our accountants, payroll provider, insurers, solicitors and other professional advisers
Provide professional services to the club and handle claims and disputes
We may also disclose personal data to the police, Westminster City Council, the Health and Safety Executive, the Food Standards Agency, HM Revenue and Customs, a licensing authority or another public body, where we are required to do so by law or where disclosure is necessary to prevent or detect crime.
To our landlord and the management of The Whiteley, where an incident affects the wider building, its security or its safety.
To a partner venue, course, tour operator or fitting partner, including McLaren Golf, where you ask us to arrange something on your behalf and we need to pass on your details to do it.
To a buyer or prospective buyer, investor or funder, in connection with a sale, restructuring or financing of the business, subject to appropriate confidentiality protections.
We do not share your golf performance data, coaching notes or health information with other members, and we do not publish it. League and competition results may be displayed within the club and shared with participating members, and you can ask to be excluded.
Most of your personal data is held in the United Kingdom or the European Economic Area. Some of our suppliers, including Intuit Mailchimp and Google, process data in the United States or in other countries outside the UK.
Where personal data leaves the UK, we make sure it is protected to a standard equivalent to UK law by relying on UK adequacy regulations, the UK International Data Transfer Agreement, the EU Standard Contractual Clauses together with the UK International Data Transfer Addendum, or the UK Extension to the EU-US Data Privacy Framework where the recipient is certified under it.
You can ask us for details of the safeguards applied to a particular transfer by emailing info@14clubs.co.uk.
We keep personal data only for as long as we need it for the purpose we collected it, and then delete it or anonymise it. Our standard retention periods are set out below.
Enquiries that do not become memberships
24 months from the last contact with you, then deleted
Membership records and correspondence
6 years from the end of your membership, to cover the limitation period for contractual claims
Payment, invoice and accounting records
7 years from the end of the relevant financial year, as required by tax law
Direct debit mandate details
Duration of the mandate plus 13 months
Booking, attendance and no-show records
24 months, other than where they form part of a membership or disciplinary record
Golf performance, Trackman and coaching data
Duration of your membership plus 12 months, unless you ask us to delete it sooner
Health, dietary and accessibility information
Duration of your membership, and reviewed at each renewal
Accident, injury and first aid records
3 years from the date of the incident, or until the individual’s 21st birthday where they were under 18
CCTV footage
30 days, then automatically overwritten, unless retained for a specific incident, investigation, claim or licensing requirement
Marketing consents and preferences
Until you unsubscribe, and a suppression record kept indefinitely so we do not contact you again
Website analytics data
Up to 26 months in aggregated form
Incident, complaint and disciplinary records
6 years from resolution
Where we need to keep information for longer to deal with an ongoing claim, complaint, insurance matter or regulatory investigation, we will keep it until that matter is closed.
14clubs.co.uk uses cookies and similar technologies. A cookie is a small text file placed on your device that lets a website recognise it on a return visit.
We use three types. Strictly necessary cookies, which make the site work, keep it secure and remember your cookie choices. These do not require your consent. Analytics cookies, which tell us how the site is used so we can improve it. We use these only with your consent. Advertising and social media cookies, which measure the performance of our campaigns and let us reach people likely to be interested in the club. We use these only with your consent.
When you first visit the site you will be asked to accept or reject non-essential cookies. You can change your choice at any time using the Cookie Settings link in our Cookie Notice, and you can block or delete cookies through your browser settings. Blocking strictly necessary cookies may stop parts of the site working.
We do not use cookies or similar technologies to make automated decisions about you.
Under UK data protection law you have the following rights, free of charge, in relation to your personal data.
Access
To be told what personal data we hold about you and to receive a copy of it
Rectification
To have inaccurate personal data corrected and incomplete data completed
Erasure
To have your personal data deleted where we no longer have a good reason to keep it
Restriction
To ask us to pause our use of your personal data while a concern is resolved
Portability
To receive the personal data you gave us in a portable format, or have it sent to another provider
Objection
To object to processing based on our legitimate interests, and to object to direct marketing at any time
Withdraw consent
To withdraw consent at any time where we rely on it, including for marketing and non-essential cookies
Automated decisions
Not to be subject to a decision made solely by automated means that has a significant effect on you. We do not make such decisions
To exercise any of these rights, email info@14clubs.co.uk or write to us at the address in Section 2. We will respond within one month. If your request is complex or you have made several requests, we may extend that by up to two further months and will tell you if we do.
We may ask you to confirm your identity before we act on a request, so that we do not disclose your personal data to someone else. Some rights are qualified, and we will explain clearly if we cannot do what you have asked and why.
We take the security of your personal data seriously and have measures in place to protect it, including access controls so that staff only see the personal data they need for their role, individual named accounts with strong authentication for all club systems, encryption of data in transit, written data processing agreements with every supplier who handles personal data on our behalf, data protection and confidentiality training for all staff as part of induction, and physical security at the venue including secured staff-only areas and CCTV.
If a personal data breach occurs that is likely to result in a risk to your rights and freedoms, we will report it to the Information Commissioner’s Office within 72 hours of becoming aware of it, and we will tell you without undue delay where the risk to you is high.
A Junior addition may be added to an existing Member’s own Membership for that Member’s child, aged twelve to seventeen, under Section 14 of the Membership Terms and Conditions. The Junior addition is purchased, and any required consents are given, by the parent or legal guardian who holds the Membership, on the child’s behalf. A Junior is not a Member of the Club in their own right. Depending on their age, Juniors must be accompanied by an adult at the venue, in accordance with the Membership Terms and Conditions.
We do not knowingly collect personal data from a child under 13 without the consent of a parent or guardian, and we do not market to children. If you believe we hold information about a child that we should not, please contact us and we will delete it.
We review this policy at least annually and update it when our systems, suppliers or legal obligations change. The version number and effective date at the top of this page tell you which version you are reading.
Where we make a material change that affects how we use your personal data, we will notify members in writing, by email, no fewer than 30 days before the change takes effect, in line with Section 23.2 of the Membership Terms and Conditions. The current version is always published at 14clubs.co.uk/privacy.
If you are unhappy with how we have handled your personal data, please tell us first by emailing info@14clubs.co.uk. We would rather hear from you and put it right.
You also have the right to complain to the Information Commissioner’s Office, the UK supervisory authority for data protection. Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF. Helpline 0303 123 1113. ico.org.uk/make-a-complaint
Chapridge Holdings Limited t/a 14 Clubs | CRN 16809716 | Registered office: Nash Harvey, The Granary, Hermitage Court, Hermitage Lane, Maidstone, Kent ME16 9NT | Trading address: The Whiteley, 161 Queensway, London W2 4BD | info@14clubs.co.uk
This policy should be read in conjunction with the 14 Clubs Membership Terms and Conditions (particularly Section 19), the Cancellation and No-Show Policy, the Health & Safety Policy (particularly Section 9, CCTV and Security), and the 14 Clubs Cookie Notice.