Privacy Policy

ROUND WHITE CITY LTD (“ROUND”, “we”, “us” or “our”) respects your privacy and is committed to protecting your personal information. This Privacy Policy explains how we collect, use, store and protect your personal information when you visit our website, make a booking, become a member, attend our venue, make an event enquiry or otherwise interact with ROUND.

1. Who we are

ROUND WHITE CITY LTD operates ROUND, an indoor golf, hospitality and events venue at Television Centre, White City, London. For the purposes of UK data protection law, ROUND WHITE CITY LTD is the data controller for the personal information described in this policy.

Email: help@roundclub.com
Website: roundclub.com

Venue: Round, 101 Wood Lane, Television Centre, London W12 7FR

Company number: 16314533. Registered office: St Ann’s House, North Street, Radcliffe, M26 2RN.

2. Information we may collect

Depending on how you interact with us, we may collect:

• your name, telephone number, email address and contact details;
• account and profile information;
• booking details, including dates, times, guests and booking history;
• membership details and membership usage;
• information relating to corporate or private event enquiries;
• payment and transaction information;
• food, drink or hospitality preferences you choose to provide;
• communications between you and ROUND;
• marketing preferences;
• website usage information, including IP address, device and browser information;
• cookie and analytics information;
• photographs and video taken at the venue for our website, social media and marketing;
• CCTV images when you visit our venue; and
• information required to deal with accidents, incidents, complaints or insurance matters.

Payment card details may be processed on our behalf by our payment service providers. ROUND does not ordinarily store complete payment card details itself.

3. How we use your information

We may use your personal information to:

• create and administer your account;
• process and manage bookings;
• administer memberships;
• take and reconcile payments;
• communicate with you about bookings, memberships or events;
• provide customer service;
• manage corporate and private events;
• operate and improve the venue;
• manage food and beverage services;
• respond to enquiries, complaints or requests;
• maintain the security and safety of customers, staff and the venue;
• prevent fraud and misuse of our services;
• comply with legal, accounting and regulatory requirements;
• analyse how customers use our website and services;
• improve our products, services and customer experience; and
• show you relevant adverts on social media and measure how well our adverts perform;
• send marketing communications where we have a lawful basis to do so.

4. Our lawful bases for processing

Contract: the information is necessary to enter into or perform a contract with you, for example when you make a booking or purchase a membership.

Legitimate interests: processing is necessary for our legitimate business interests, including operating and improving ROUND, protecting our business, preventing fraud and providing appropriate customer service.

Legal obligation: we are required to retain or process certain information to comply with applicable law.

Consent: where required, we may ask for your consent, for example for certain forms of electronic marketing or non-essential website cookies.

Where we rely on consent, you may withdraw that consent at any time.

5. Marketing

If you choose to receive news, offers and other marketing from ROUND, we may contact you by email or other permitted channels. You can unsubscribe at any time by using the unsubscribe link contained in our marketing emails or by contacting us.

Service communications relating to an existing booking, membership, payment or other transaction are not marketing messages and may still be sent where necessary.

6. Who we share information with

We may share personal information where necessary with trusted service providers who help us operate ROUND, including providers of:

• booking and membership systems;
• payment processing;
• customer relationship management and marketing services;
• website hosting and analytics;
• accounting and financial services;
• IT and technical support;
• our food partner, Assenheims, where needed to prepare and serve food you order, for example allergy information or orders placed from your bay;
• independent golf coaches and Callaway, where you book a lesson or club fitting;
• advertising and social media platforms, such as Meta (Facebook and Instagram) and TikTok, where you have agreed to advertising cookies;
• security and CCTV systems; and
• professional, legal, insurance and regulatory services.

Where appropriate, these organisations process information on our instructions and are required to protect it appropriately. We may also disclose information where required by law or where necessary to protect ROUND, our customers, our staff or others. We do not sell your personal information.

7. Booking platforms and payment providers

ROUND may use third-party technology platforms, including Alba, to provide booking, membership, access-control and related services, together with separate payment service providers where applicable. Where you provide information directly to such a provider, that provider may also process your personal information in accordance with its own privacy policy. ROUND remains responsible for its own use of personal information received through those systems.

8. International transfers

Some of our technology or service providers may process personal information outside the United Kingdom. Where this occurs, we will take appropriate steps to ensure that relevant safeguards required by UK data protection law are in place.

9. CCTV

CCTV may operate within and around the ROUND venue for security, crime prevention, safety and incident investigation. Images are accessed only where reasonably necessary and are retained only for an appropriate period unless they are required in connection with an incident, investigation, claim or legal requirement. Appropriate signage will be displayed at the venue.

10. Cookies

Our website may use cookies and similar technologies. Cookies that are strictly necessary for the operation of the website may be used without consent where permitted by law. We will seek consent before placing non-essential cookies where consent is legally required, including certain analytics or advertising cookies. You can manage your cookie preferences through our website’s cookie controls. This includes advertising tools such as the Meta Pixel and TikTok Pixel, which help us measure our adverts and show relevant adverts to people who have visited our website. These tools are only switched on if you accept advertising cookies, and you can change your choice at any time through our cookie controls.

11. How long we keep information

We keep personal information only for as long as reasonably necessary for the purpose for which it was collected and to meet legal, accounting, tax, insurance and regulatory requirements. Different categories of information may therefore be retained for different periods. When personal information is no longer required, it will be deleted, anonymised or securely disposed of as appropriate.

12. Security

We take reasonable technical and organisational measures designed to protect personal information against accidental or unlawful loss, misuse, alteration, disclosure or access. No online system can, however, be guaranteed to be completely secure.

13. Your rights

Subject to applicable law, you may have the right to:

• request access to personal information we hold about you;
• ask us to correct inaccurate information;
• ask us to delete certain information;
• ask us to restrict certain processing;
• object to certain processing;
• request transfer of certain information; and
• withdraw consent where processing is based on consent.

To exercise your rights, please contact help@roundclub.com. We may need to verify your identity before dealing with a request.

14. Complaints

If you are unhappy with how we have handled your personal information, please contact us first so that we can try to resolve the matter. You also have the right to complain to the UK Information Commissioner’s Office (ICO).

15. Changes to this policy

We may update this Privacy Policy from time to time to reflect changes to our business, systems or legal requirements. The latest version will always be published on our website together with the date it was last updated.

16. Contact us

Company: ROUND WHITE CITY LTD (Company No. 16314533)
Registered office: St Ann’s House, North Street, Radcliffe, M26 2RN

Venue: Round, 101 Wood Lane, Television Centre, London W12 7FR
Email: help@roundclub.com
Website: roundclub.com