Privacy Policy.

1. Who we are

FlexTee is an indoor golf simulator venue at Unit 3, Latham Business Park, Latham Road, Huntingdon PE29 6YE. FlexTee is run by FLEXTEE LTD, a company registered in England and Wales (company number 16995175), whose registered office is 73 Field View, Bar Hill, Cambridge, CB23 8SY.

FLEXTEE LTD is the “controller” of your personal information, which means we decide how and why it is used. We are registered with the Information Commissioner’s Office (ICO) under registration number ZC231267.

If you have any questions about this policy or your information, contact us at flexteegolf@gmail.com or on 07485 377394.

2. The information we collect and why

2.1 Bookings and memberships

When you book a bay, buy a credit bundle or join as a member, you do this through our booking system, Birrdi, and payments are processed by Square. We receive your name, email address, phone number, postcode, booking details and membership status. We never see or store your full card details; these are handled securely by Square.

We use this information to manage your bookings and membership, send booking confirmations and the access PIN for out-of-hours sessions, contact you about your booking (for example if we need to cancel), and keep financial records.

Lawful basis: performing our contract with you, and our legal obligations for financial and tax records.

2.2 Enquiries and messages

When you use a form on our website (contact, group bookings, membership enquiries or ambassador applications), email us, phone us or message us on social media, we collect the details you give us, such as your name, email address, phone number, group size, preferred dates and your message. Ambassador applications also include your social media handles, follower counts and answers to our questions.

We use this to reply to you, arrange group sessions and assess ambassador applications. Website form submissions are processed and stored for us by our website host, Netlify, and forwarded to our email inbox.

Lawful basis: our legitimate interests in responding to enquiries, or taking steps at your request before entering into a contract.

2.3 CCTV at the venue

We use CCTV inside and around the facility for the safety and security of customers, staff and equipment, particularly during out-of-hours member access. Footage is kept for a limited period and then automatically overwritten, unless we need it to investigate an incident, an insurance claim or a request from the police.

Lawful basis: our legitimate interests in keeping people and property safe and preventing crime.

2.4 Marketing

We’ll only send you marketing emails or messages if you’ve agreed to receive them, and you can opt out at any time by following the unsubscribe link or contacting us. We may post photos or videos taken at the venue on our social channels; if you’re identifiable in anything we post and want it removed, just ask.

Lawful basis: your consent.

2.5 Website usage

Like most websites, our host automatically processes technical information such as your IP address and browser type to deliver the site securely. If you accept cookies, we also use Google Analytics to understand how visitors use our website, and the Meta Pixel to measure how well our Facebook and Instagram adverts work and to show our adverts to people who have visited our site (see section 6).

Lawful basis: our legitimate interests in running a secure website, and your consent for analytics and advertising cookies.

3. Who we share your information with

We never sell your personal information. We only share it with trusted service providers who help us run FlexTee, and only as much as they need:

• Birrdi — online booking and membership management
• Square — secure payment processing
• Netlify — website hosting and form handling
• Google — email (Gmail), Google Maps (only if you choose to load the map) and Google Analytics (only if you accept cookies)
• Meta Platforms — the Meta Pixel, used to measure and target our Facebook and Instagram adverts (only if you accept cookies)

We may also share information if the law requires it, for example with the police or HMRC, or to protect our rights, property or safety.

4. International transfers

Some of our providers (such as Netlify, Google and Meta) may process data outside the UK, including in the United States. Where this happens, the transfer is protected by appropriate safeguards recognised under UK data protection law, such as the UK Extension to the EU–US Data Privacy Framework or the UK International Data Transfer Agreement.

5. How long we keep your information

• Booking, membership and payment records: six years after the end of the financial year they relate to, as required for tax and accounting.
• Enquiries and form submissions: up to 12 months after our last contact, unless you become a customer.
• Ambassador applications: up to 12 months if unsuccessful; for the length of the ambassadorship plus 12 months if successful.
• CCTV footage: overwritten automatically after a short period, unless needed for an investigation.

6. Cookies

Cookies are small files stored on your device. Our website keeps cookies to a minimum:

• Strictly necessary: we remember your cookie choice in your browser’s local storage so we don’t ask you again. This does not identify you.
• Analytics (optional): if you click “Accept”, Google Analytics sets cookies (named _ga and _ga_*, lasting up to two years) to count visits and see which pages are used.
• Advertising (optional): if you click “Accept”, the Meta Pixel sets cookies (named _fbp and _fbc, lasting up to three months) so Meta can measure our Facebook and Instagram adverts, such as how many people clicked “Book now” or sent an enquiry, and show our adverts to people who have visited our site.
• Analytics and advertising cookies are never set unless you accept, and you can change your mind at any time using the “Cookie settings” link at the bottom of every page.
• Google Maps: the map on our Location page only loads if you click “Show map”. Google may then set its own cookies.
• Booking: when you click “Book now”, you leave our website for Birrdi’s booking pages, which have their own privacy and cookie policies.

Our website fonts are hosted on our own site, so no information is sent to Google Fonts.

7. Your rights

Under UK data protection law you have the right to:

• ask for a copy of the personal information we hold about you;
• ask us to correct information that is wrong or incomplete;
• ask us to delete your information;
• object to, or ask us to restrict, how we use your information;
• ask us to transfer your information to another organisation;
• withdraw your consent at any time, where we rely on consent.

To use any of these rights, contact us at flexteegolf@gmail.com. We’ll respond within one month. There’s normally no charge.

8. Children

Under-18s may only use the facility when accompanied by a parent or legal guardian. Our website and booking services are intended for adults, and we don’t knowingly collect personal information online from children.

9. Keeping your information safe

We use reputable providers with strong security, limit access to your information to those who need it, and protect our accounts with secure passwords and two-factor authentication where available.

10. Complaints

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

11. Changes to this policy

We may update this policy from time to time. The latest version will always be on this page, with the date it was last updated at the top.