Terms of Membership
The London Golf Club is operated by the London Golf Club PLC (the company). The following rules of Membership apply to the London Golf Club (the Club) as of the 1st April 2023. It is a condition of acceptance of membership that the member agrees to pay the joining fee where applicable and agrees to be bound by the membership terms and conditions.
PAYMENTS
Payments can be made in full via BACS, credit card or debit card. Payment by direct debit is also accepted but will be subject to an additional charge. The member agrees to maintain membership for an initial period commencing on the date the application is approved and finishing on the day prior to the renewal date (31st March). Thereafter the member agrees to maintain membership on an annual basis from the renewal date (1st April) for 12 months. A late payment charge will be applied to any subscriptions outstanding after 1st May. Unless cancelled in writing, before the renewal date, the member will continue membership for the next 12 months and every anniversary thereafter (the membership period).
In the event of the member terminating membership the member is liable to pay for any outstanding subscriptions that may be due within the Membership Period. Any use of the club or its facilities after the 1st April will imply that the member intends to remain a member (in the same category) for the ensuing Membership Period. All Joining fees, subscriptions, levy and other receipts shall become the property of the Company. If membership is cancelled or terminated the company will make no refund in respect of any monies paid. The Company reserves the right to use a debt collection agency to collect outstanding balances owed to them. Debt outstanding for over 30 days may be referred to a debt collection agency. All charges in relation to the collection of overdue accounts will be applied to the outstanding balance and interest of 5% above the Bank of England base rate shall also be charged.
TERMINATION
The membership of any member may be terminated notwithstanding the Company’s entitlement to receive payment for outstanding subscriptions that may be due in the current Membership Period.
BY THE COMPANY
Without notice in the event of such member committing a serious or repeated breach of the Club’s Terms and Conditions as may be amended from time to time. By notice in writing if any payment owing to the club by the member remains unpaid 30 days after the due date for payment. Upon not less than 30 days’ notice in writing if the Company believes that the member is not suitable for continued membership of the Club. There is no obligation on the Company to give a reason for such a decision.
BY THE MEMBER
Membership is for a 12-month period and termination of the membership must be given in writing to the Club at least 14 days prior to annual renewal date. Change of address, telephone number or bank details if payment is made by direct debit should be given in writing to the Club. The Club reserves the right to charge an administration fee to re-present a returned direct debit.
LIABILITY
The Company accepts no liability whatsoever for accident, injury or misadventure. All members and their guests and visitors are responsible for making their own insurance arrangements in respect of injury suffered or caused by them or caused to them by any third party. The Company does not accept liability or responsibility for the loss of or damage to property or motor vehicles (or their contents) belonging to any member, their guests and visitors. Each member is responsible for making their guests aware of the Clubs Terms and Conditions, golf course etiquette and ensuring that their guests are aware of their own Insurance Liability. Any dispute or difference which may arise in regard to the interpretation of these rules shall be determined by the Company whose decision shall be final. The Company reserves the right to vary, revoke or add to these Terms and Conditions from time to time at its absolute discretion. The failure of the Company to enforce any of its rights at any time for any period shall not be construed as a waiver of such rights.
GOLF MEMBERSHIP
The Company reserves the right to reject any application for membership of the club without giving any reason. The membership is personal to the member at the location for which the membership is granted and cannot be transferred. The Company may assign the benefit of this agreement to any person, firm or company at any time without notice to the member.
FEES
An annual fee (dues) shall be payable for each class of membership and will be reviewed annually. Monthly statements – upon receiving your monthly membership statement, the member has 30 days to query any discrepancies directly with the Finance department or the Membership Executive.
ADMISSION
Every member upon joining shall be issued with a membership card and golf bag tag. Members must present their card on each visit to the club and display their golf tag when out on the golf course. A charge will be made for replacement of lost membership cards and tags.
MEMBERS’ GUEST & VISITORS
Members’ guests must always be accompanied by the member introducing them who will then be responsible for the guests’ actions and safety whilst playing golf or within the club’s premises. A member may introduce up to three guests, who will be charged the members guest rate as appropriate, thereafter a higher rate applies for the 4th guest onwards. The same guest however may not play more than six times in any one calendar year whether the introduction is by one member or by different members. There are limited times when visitors (not guests of full members) are permitted to play. The Club may refuse any guest from using the Club without giving any reason. The members’ guest and visitor charges together with admission hours may vary from time to time.
DRESS CODE
Appropriate dress must be worn at all times within the club and on the course, which complies with the ‘Dress Code’, which is displayed on the club’s website.
FOOD & BEVERAGE
All items consumed must be purchased from the golf club’s outlets. It is strictly prohibited to bring your own food and beverage onto the facility.
COMPLAINTS & PROCEDURES
All complaints, criticisms or suggestions of any kind related to the operations of the club, or its employees must be in writing, signed and addressed to the club management team.
COURSE/CLUB CLOSURE
There will be occasions when play is not possible due to weather, tournaments or golf days taking place. On such occasions no refunds or allowances will be made against memberships.
TEMPORARY GOVERNMENT ENFORCED CLOSURE
Where the club is temporarily closed by any government agency for any reason, membership discount will be at the discretion of the club.
RESERVATIONS
Members are able to reserve a tee time 28 days in advance for telephone reservations and 28 days in advance for bookings via our online system. All bookings of tee times are strictly subject to availability. Members must provide full names of any guests at time of booking. All members must report to the club house before commencing play in order that their individual membership card can be verified. Without the same the member and their guests will not be permitted to play.
NO SHOWS & CANCELLATIONS
Cancellations must be advised to the clubhouse no later than 24 hours before the tee time reserved. The Company reserves the right to charge for tee times booked and not utilised by members, including any reduction in numbers in a tee time. Corporate members will be charged 1 round per tee time from their total rounds balance for no-shows. There will be occasions at busy times when single players cannot book tee times.
Members are required to email golfreservations@londongolf.co.uk when cancelling a tee time. Cancellation disputes will only be considered when email notifications are provided. Verbal notifications cannot be considered. For repeated no-shows, membership privileges will be reviewed by the Director of Golf.
CONDUCT OF MEMBERS
Members and guests are expected to behave in a manner appropriate for a high-quality golf club and respect the etiquette of golf. Golfers are under a duty to take responsible care to avoid causing injury to other golfers and members of the public. Golfers may be liable for any damage caused to surrounding property. Any incident of injury or damage caused must be reported to the clubhouse immediately.
The clubhouse is available for the use of members, their guests and visitors. The lockers in the respective changing areas will be cleared each evening. Members are not permitted to store clubs or other items overnight except in the designated storage facility for which an annual fee is payable. The driving range is only available to members, their guests if playing a round of golf, visitors playing golf and pupils of the appointed golf professional.
It is unacceptable for any member or guest to abuse any of the club’s employees, verbally or otherwise at any time. All employees are under the ultimate supervision of the club management, and no member or guest shall reprimand or discipline any employee. We take a zero-tolerance approach to third party harassment of our workforce. Any complaints will be taken seriously and thoroughly investigated.
DISCIPLINARY ACTIONS
Violations of any club policies, procedures, rules & regulations will be considered by the club management and the necessary action will be determined and communicated directly to the member accordingly.
RECIPROCAL NO-SHOWS
Members are required to email the Golf Reservations Team when cancelling a tee time at a reciprocal venue. Members are liable for the payment of such green fees, as per the reciprocal club’s policy. Cancellation disputes will only be considered when email notifications are provided. Verbal notifications cannot be considered. For repeated no-shows, reciprocal privileges will be reviewed by the Director of Golf.
USE OF THE BRAND
Only London Golf Club and its authorized users may use the London Golf Club logo and brand in advertising, promotional, and sales materials. Such authorized parties may use the London Golf Club logo only as specified in their agreement with London Golf Club and any associated Guidelines, and such use must always be in conjunction with the appropriate terms that define the relationship authorized by their contract with London Golf Club.
Authorization must be approved in writing by London Golf Club’s CEO, Director of Golf, or Marketing Team.
Examples of prohibited use of the London Golf Club logo and brand are:
• to disseminate any unsolicited or unauthorised advertising, promotional materials, branding, or any other form of solicitation; or
• in any way that might bring London Golf Club into disrepute.
OTHER
The hours during which the club is open for use by members are shown to members on joining. There may be change from time to time or for bank holidays, maintenance, or ground works. The Company will use its reasonable endeavours to ensure that the golf course is available for use by members during such time as the golf course may be open, but there may be occasions when the course may not be available for reasons beyond the control of the Company, occasions when it is considered dangerous to play or when the weather is such that damage could be incurred to the course.
Privacy Policy
This Privacy Policy explains what we do with your personal information. This includes what you tell us about yourself, what we learn by having you as a visitor, customer, member, guest, employee, contractor, supplier of services and so forth, and the choices you make about the marketing you ask us to send to you. It also explains how we do this, how the law protects you and outlines your privacy rights. We update this notice regularly in accordance with changes in privacy law and when our activities or practices change (updated May 2018).
The registered office of The London Golf Club PLC is:
The London Golf Club PLC, South Ash Manor Estate, Stansted Lane, Ash Nr Sevenoaks, Kent, TN15 7EN
YOUR PERSONAL INFORMATION
We collect and process information/data about you as required to conduct the normal activities expected of a Golf Course / Venue. We may collect and process the following data:
• Certain personal information such as name, postal and email addresses, age, telephone numbers, payment information, username or password.
• Information about your membership/booking or venue usage.
• Records of correspondence between you and The London Golf Club.
ACCEPTANCE OF TERMS
By submitting information to us, using our website, or registering for services through the website, you agree to accept the data protection practices outlined in this Privacy Policy and consent to our collecting and processing your personal data in accordance with this Privacy Policy.
USE OF YOUR INFORMATION
We may use the information that you provide or that we collect to conduct the normal business activities of a Golf Course /Venue. This includes:
• To set up and maintain your membership;
• To validate your identity, age, contact details and financial information;
• To administer and provide services to customers;
• To notify you about our products, services and special offers;
• To enforce our terms and conditions and act in relation to the collection of debts;
• To protect against fraud, error or other criminal activities
The basis for collecting this information is as follows:
• Contract: Customer information is required to fulfil a customer contract to ensure products and services are delivered successfully;
• Consent: Customers have clearly and explicitly requested to be contacted for marketing purposes.
• Legitimate Interest: The London Golf Club will contact existing members with information and promotional activities;
• Legal Obligation: The London Golf Club may be required to provide data to the authorities in a criminal investigation e.g. CCTV footage. We, together with our external suppliers, may also use your data to assist us in providing you with details of our services. If you do not want us to contact you with details of our special offers, products or services that we think you might be interested in please tick the relevant box on any registration form or contact us at the address below.
DISCLOSURE OF YOUR INFORMATION
We value your privacy and do not sell your information to any third parties under any circumstances. We may include announcements from partners or other third parties in some communications, but we do not provide any of your personal data to third parties, except where required by law. We may give information about you to the following, who may use it for the same purposes as set out above:
• To mailing houses, our marketing agencies, SMS/email systems provider and other distributors for the distribution of information to you;
• To suppliers who profile your data so that we may tailor the goods/services we offer to your specific needs;
• If we have a duty to do so or if the law allows us to do so. This includes exchanging information with other companies and organisations for the purposes of fraud protection and credit risk reduction;
• To third parties who will help process or administer our services or who will provide advice and take action in relation to the collection of debts.
COMMUNICATING WITH YOU
We only send email to individuals who have requested that these mailings be sent to them, or as part of an ongoing relationship we have with an individual or business, and for a legitimate business reason. Your right to control what
communications, if any, that you receive is important to us. The information below will assist you in understanding the different communications options you have, and how you can notify us of changes in your preferences or to unsubscribe in general. If we provide notifications to Members including, without limitation, course closures, membership terms or bookings changes, these notifications may be made by telephone or sent by email, post or any other appropriate means. We maintain a list of people who have expressed an interest in receiving updates about events, special promotions and offers. These can be sent by email. You can subscribe to these updates at any time and unsubscribe by following the instructions within any electronic communication.
ONLINE BOOKING
We may use email and/or telephone to communicate with you if you use our Online Booking Service to make a payment online. You can update your communications preferences at any time by following the links located within any electronic communication from us.
COOKIES
When you visit one of our websites or mobile applications, we may send you a cookie. A cookie is a small file that can be placed on your computer’s hard disk or mobile device for record keeping purposes and we may use them to do a number of things:
• Cookies help us to recognise you when you next visit one of our websites and note the advertisements displayed to you. This allows us to tailor the advertisements we provide to your preferences. We may use the services of third-party ad servers for this purpose.
• Cookies may be used to compile anonymous statistics related to the take up or use of services, or to patterns of browsing. A third party collects such data on our behalf to measure web site performance. Information collected is aggregated for reporting purposes. No personally identifiable information is collected by this service. The use of this service assists us in measuring and improving the structure and ease of use of our websites.
• If you do not wish to use cookies, you may de-activate cookies in your web-browser or reject the creation of cookies. You may wish to seek technical assistance from your browser provider if you do not know how to do this.
We cannot be responsible for any technical faults or failures to your system.
ACCESS TO INFORMATION
You have the right to make a written request for a copy of the personal data that we keep about you. If you would like to know what personal information we hold or would like us to correct any of the details we hold about you, you should write to or call the Data Controller at the address located below.
• We will ask you to enclose proof of your identity, such as a copy of your passport or driving licence. You will have to give us enough information, so we can identify the personal information you have asked to see or have corrected. We do not have to respond to your request until you have given us this information.
• We will contact you within one month of you asking to see your records or, where we have asked for further information to identify you, within one month of receiving such information.
• Under Article 17 of the GDPR you also have the right to have personal data erased. Please contact us using the details below to request this.
CHANGES TO THIS PRIVACY POLICY
We reserve the right to update, modify or change this Privacy Policy at any time. Any such changes will be posted here. If you continue to use our services after we have changed this Privacy Policy, you thereby consent to be bound by any such changes.
SECURITY
To comply with our obligations under GDPR, we will protect your personal data from unauthorised access, misuse, alteration or loss by using commercially reasonable security measures. While the transmission of information via the internet is not completely secure, we have procedures and security in place to keep personal data secure once it is in our systems. We store personal data in digital format on secure servers and systems and access to personal data is highly restricted internally for approved business purposes only.
Any personal data collected in paper form (e.g. surveys, business cards, etc.) are securely held at The London Golf Club.
You should ensure that you use appropriate virus checking software and firewalls. Where we have given you a password which enables you to access certain parts of our websites, you are responsible for keeping this password confidential. We ask you not to share your password with anyone.
Whilst we take all reasonable steps to ensure that the websites continue to be available there may be times when they are not available. This may be for reasons relating to the maintenance of, or alterations to, the websites or for reasons beyond our control. We are not responsible to you if the websites are unavailable. We use a third-party service to help maintain the security and performance of our websites. To deliver this service it processes the IP addresses of visitors to our websites. We won’t share your personal information with any 3rd party organisation for market research, marketing, or commercial purposes without specific consent. We operate a retention period policy in which we will not hold the data for longer than necessary.
CONTACTING US
All questions, comments and requests regarding this privacy policy should be addressed to the Data Controller via:
Post:
The London Golf Club
South Ash Manor Estate
Stansted Lane
Ash Nr Sevenoaks
Kent
TN15 7EN
Email: info@londongolf.co.uk
Phone: 01474 879899
