Privacy Policy

Privacy Policy for Virtual Golf Systems

Effective Date: 30th September 2026
Trading Name: Virtual Golf Systems
Data Controller: Virtual Golf Ltd (Company No. 14477009, Registered in England & Wales)
Contact Email: info@virtualgolfsystems.co.uk
Website Address: https://virtualgolfsystems.co.uk

1. Who We Are

Virtual Golf Systems is an independent golf simulator installation and hardware supply company. Virtual Golf Ltd acts as the legal Data Controller for all personal information collected through this website. If you have any inquiries regarding your data privacy, data deletion requests, or compliance, please contact us at info@virtualgolfsystems.co.uk.

2. Personal Data We Collect & Why We Collect It

A. Product Enquiry, Forms & Quote Requests

When you submit a contact form, request a custom quote, or fill out a design inquiry on our site, we collect the personal parameters you input into the fields:

  • Name (First and Last)
  • Email Address
  • Telephone Number (Mandatory field for scheduling room evaluations and technical consultations)
  • Your Custom Message, Room Dimensions, or Project Details

Why we collect it: We leverage this data to follow up on your specific inquiry via email or phone, provide exact project pricing, and manage your bespoke golf simulator room configuration from start to finish.

B. WooCommerce E-Commerce & Transactional Data

When you browse or purchase hardware through our online shop, we collect tracking data to handle your active shopping basket sessions, preserve item status history, and process order billing/shipping records. This includes analytical metrics collected via native WooCommerce tracking cookies (such as sbjs_session, sbjs_udata, and entry timestamps).

C. Technical Logs & Security Audits

If visitors request a password reset, your structural IP address will be safely included in the automated reset payload string. We also track basic technical attributes, browser user agent strings, and IP configurations solely to prevent malicious automated brute-force attacks, mitigate e-commerce checkout fraud, and screen spam profiles.

3. Who We Share Your Data With

We do not sell, trade, or rent your personal data to third-party marketing companies. To fulfill our contractual sales promises and deliver turnkey project installations, data passes strictly under these parameters:

  • Authorised Supplier & Brand Partners: Virtual Golf Systems works closely alongside certified manufacturing networks (including In Swing Golf, ProTee VX, TrackMan, Foresight Sports, and Golfzon) to arrange software licensing activation, drop-shipping, and physical hardware deployment.
  • Fulfillment & Courier Logistics: We pass your name, telephone number, and physical shipping address securely to our freight networks and courier partners to arrange heavy pallet vehicle access and handle deliveries.
  • E-Commerce & Payment Processors: Transaction data passes securely through our core hosting infrastructure, underlying e-commerce systems (WooCommerce), and external encrypted payment token processors (e.g., Stripe, PayPal, or card gateways).

4. How Long We Retain Your Data

  • Inquiries & Quotes: Personal data sent through our custom pricing forms or email links is safely retained for up to 3 years to assist with ongoing architectural project revisions, layout tracking, hardware warranty windows, and historic quote references.
  • E-Commerce Accounts: If you register an account on our store, we store the personal parameters provided in your user profile indefinitely unless a customer requests early removal.

5. What Rights You Have Over Your Data

Under the UK General Data Protection Regulation (UK GDPR), you hold clear statutory rights regarding your personal profiles:

  • Right of Access: You can request an exported file containing the exact personal records we store about you.
  • Right to Erasure (“Right to be Forgotten”): You can request that we wipe or permanently erase your personal data profiles from our active records. This does not override data fields we are legally required to maintain for standard corporate accounting, UK tax auditing (HMRC), legal record compliance, or core security trails.
  • Right to Rectification: You can command us to modify, fix, or update any inaccurate or broken contact items.

To exercise any of these items, please email us directly at info@virtualgolfsystems.co.uk. If you believe your data has been handled incorrectly, you have a statutory right to lodge a formal complaint with the UK Information Commissioner’s Office (ICO) (www.ico.org.uk).

6. Cookies and Third-Party Tracking

We deploy functional cookies to maintain our website shopping cart integrity, map user source attributions (via WooCommerce Sourcebuster analytics), and log preferences. If you click on or interact with embedded media links on our site (such as embedded product demo videos hosted on YouTube or Vimeo), those external networks may track your behavior if you are actively logged into their platform accounts while browsing. You can adjust your consent limits at any time via our Cookie Preferences dashboard widget.