Privacy policy

This policy explains what personal information Jon Hodgkinson Golf Fitness collects, why we collect it, who we share it with and the choices you have. It covers our website, our coaching, our injury clinic and our online programmes.

In short: we only collect what we need to help you, we never sell your information, and you can ask to see, correct or delete it at any time.

Who we are

Jon Hodgkinson Golf Fitness is the trading name of Golf Fitness Ltd, a company registered in England and Wales (company number 14548345). We decide how your personal information is used, so we’re responsible for it (the “data controller”).

Our registered office and studio are at Unit 20, Lucas Works, Sheffield Road, Dronfield, S18 2GG. To contact us about your information, use our contact page or write to us at that address.

What we collect, and why

When you visit our website

We use Plausible Analytics to count visits and see which pages are useful. It doesn’t use cookies and doesn’t collect personal information: we only see totals, such as how many people visited a page and which website sent them. Our hosting company, SiteGround, keeps standard server logs, including IP addresses, for a short time to keep the website running and secure.

When you enquire about coaching

When you click “Get started”, we ask for your first name, email address and phone number. The next form asks where you’re based, your age, your handicap, what’s going on with your body and your golf, why now is the right time, and anything else we should know. We use this to get back to you, prepare for your call and recommend the right option for you. If you book a call, our booking system holds your name, contact details and the time you chose.

When you book the injury clinic

We collect your name, contact details and appointment, and your answers to a short questionnaire about your health and the problem you’d like help with, so your therapist can prepare. At your appointment, your therapist keeps notes of your assessment and treatment.

When you train with us

We keep your contact details, your health and injury history, your assessment and test results (for example strength, movement and clubhead speed), your programme, notes from your sessions, and your bookings and payments. If you train online, we also keep the videos you send us for feedback.

When you sign up for emails, a free guide or our speed test

We collect your email address, and anything else the form asks for (such as your name or your clubhead speed), to send you what you asked for and occasional emails to help you play your best golf. Every email has a link to unsubscribe.

When you buy an online programme

We collect your name, email address and what you bought, to give you access and for our accounts. Payments are taken by our checkout provider and its payment processors, so we never see your full card details.

When you contact us or apply for a job

If you send us a message, through our website, by email, by phone or on WhatsApp, we keep it with your contact details so we can reply. If you apply for a job, we keep your application, your CV and your contact details to consider you for the role.

Reviews, photos and videos

If you leave us a review, or appear in a photo or video taken in the studio, we only use it on our website or social media with your permission. You can ask us to take it down at any time.

Information about your health

To help you safely, we need to know about any pain, injuries or medical conditions. Health information is sensitive, so we take extra care with it:

• we only use it to work out how we can help you, and to plan and adjust your training or treatment safely;
• only the people in our team who need it to help you can see it;
• we never share it with advertisers;
• we ask for your explicit consent when you give it to us, and you can withdraw that consent at any time by contacting us. If you do, we may not be able to keep coaching or treating you safely, and we’ll tell you if that’s the case.

Our legal reasons for using your information

Data protection law says we need a lawful reason for each way we use your information. Ours are:

• Providing what you’ve asked for (replying to your enquiry, booking you in, coaching or treating you, giving you access to a programme): it’s necessary for our contract with you, or for steps you’ve asked us to take before one.
• Your health information: your explicit consent.
• Keeping financial records: it’s a legal requirement, for example under tax law.
• Emails about our coaching, clinic and programmes: your consent, or, if you’ve enquired, trained with us or bought from us, our legitimate interest in telling you about similar things. You can opt out at any time.
• Running and improving our website, and measuring our adverts: our legitimate interests, used in a way that doesn’t override your rights.
• Using your review, photo or video: your consent.

Who we share it with

We never sell your information. We only share it with companies that help us run the business, under contracts that require them to keep it safe and to use it only for us.

Measuring our adverts. When you enquire, we send Meta (which owns Facebook and Instagram) a scrambled copy of your name, email address and phone number, with your IP address and browser details. We may do the same with the details you give us when you use our speed test or buy an online programme. When you click to book an injury clinic appointment, we tell Meta that a booking was started, with technical details such as your IP address. Meta uses this to tell us whether our adverts are working. It can’t read the scrambled details unless it already has them. If you came to us from one of our Google adverts, we keep that advert’s click reference with your enquiry, so we can see which adverts lead to enquiries. You can object to this at any time by contacting us.

We may also share information if the law requires it, to protect someone’s safety, or if the business is sold, in which case the new owner would have to keep to this policy.

Information stored outside the UK

Some of these companies store information outside the UK, mainly in the United States. When they do, it’s protected in the ways UK law requires, for example through the UK–US data bridge or contract terms approved for transfers from the UK.

How long we keep it

• Enquiries that don’t go further: up to 2 years after we were last in touch, so we can pick up where we left off if you come back to us.
• Coaching client records: 6 years after you last trained with us.
• Injury clinic records, including your health information: 8 years after your last appointment, in line with NHS guidance on health records. For anyone treated under 18, until they turn 25, if that’s later.
• Payment and accounting records: 6 years, as tax law requires.
• Our email list: until you unsubscribe. After that, we keep only your email address on a “do not email” list, so we don’t email you again.
• Messages sent through our website: up to 2 years.
• Job applications: 6 months after we fill the role, unless you agree to us keeping yours longer.

After that, we delete your information or make it anonymous.

Cookies and similar technologies

Cookies are small files a website saves in your browser. Our website doesn’t use cookies for tracking or advertising.

• Our website statistics (Plausible) don’t use cookies.
• Videos from YouTube and TED only load when you press play, and the video player may set its own cookies then. Before you press play, the preview picture comes from YouTube, which sees your IP address but saves nothing in your browser.
• Our booking calendar (Acuity Scheduling) may set cookies it needs to make your booking.
• Our advert landing page remembers which advert or link brought you to us, for the length of your visit only, so we can tell which adverts work.

Your rights

You have the right to:

• ask for a copy of the information we hold about you;
• ask us to correct anything that’s wrong or incomplete;
• ask us to delete your information;
• ask us to limit how we use it, or object to us using it, including for emails and for measuring our adverts;
• ask for a copy of the information you gave us, in a format you can take elsewhere;
• withdraw your consent at any time, where we rely on it.

Some of these rights have exceptions; for example, we have to keep financial records for a set time. To use any of them, contact us. We’ll reply within one month and won’t charge you.

If you’re unhappy with how we’ve handled your information, please tell us first so we can put it right. You can also complain to the Information Commissioner’s Office (ICO) at ico.org.uk/make-a-complaint or on 0303 123 1113.

Children

Our website isn’t aimed at children. If someone under 18 trains with us or visits the clinic, we collect their information from their parent or guardian, who gives any consent we need.

Keeping your information safe

We keep your information on secure, password-protected systems, limit who can see it to the people who need it, and choose providers that protect it properly.

Changes to this policy

We’ll update this policy when the way we use information changes, and change the date at the top. If a change affects you significantly, we’ll tell you.

Contact us

For any question about this policy or your information, use our contact page, or write to us at Golf Fitness Ltd, Unit 20, Lucas Works, Sheffield Road, Dronfield, S18 2GG.