Privacy notice.

Who we are

SwingBox Ltd (company number 16853304) is responsible for the personal information described in this notice. Our registered office is 128 City Road, London, EC1V 2NX. For anything about your personal information, email info@swingbox.co.uk.

What we use and why

Bookings and SwingBox SOLO

We receive information from TrackMan’s booking service, such as your name, contact details, booking time and bay, and relevant payment or membership status. We use it to manage your booking or membership, provide entry and help with changes or issues. We do this to provide the service you booked or requested. If you book for others, share this notice with them.

Keypad entry and CCTV

Our access system records entry events, including the time and whether access was granted. We use these records and CCTV images to help keep visitors safe, protect the venue and investigate incidents, damage or suspected theft. Our lawful basis is our legitimate interests in running a safe and secure venue. Look for CCTV signs at the premises.

Enquiries and complaints

When you contact us by email or WhatsApp, we use your contact details and the information you give us to reply and resolve issues. We do this to take steps you request before booking, to provide the service you booked, or in our legitimate interests in responding to enquiries and resolving complaints.

Business records

We keep relevant transaction records where required for tax and accounting. We may use relevant records to investigate or resolve a dispute in our legitimate interests, or to comply with a legal requirement.

Website

Our hosting provider may process IP addresses and technical request information to deliver and protect the website. Our legitimate interest is keeping the website available and secure. The Find Us page embeds Google Maps; when it loads, your browser connects to Google. See Google’s privacy policy for how Google handles that information.

We need enough information to identify and manage your booking and provide access. Without those details we may be unable to provide your session.

Who receives your information

We use providers for booking and payment services, premises access and CCTV, website hosting, email and messaging. Where necessary, we may also share relevant information with professional advisers, insurers, the police or other authorities. TrackMan explains its own use of personal information in its privacy notice. If you message us through WhatsApp, see WhatsApp’s privacy policy.

Where a transfer outside the UK requires protection under UK data protection law, we use an applicable adequacy regulation or appropriate safeguards. Contact us for more information about safeguards that apply to your data.

How long we keep it

We keep booking and membership details while needed to provide the service and deal with payments, refunds or disputes. We retain accounting records for the periods required by law. We keep enquiry records while handling your request and for any follow-up or dispute that needs them.

Routine CCTV footage and access logs are kept for the security review period needed to identify and investigate incidents. If a record is needed as evidence, we may retain the relevant extract until the investigation, claim or legal requirement is resolved.

Your rights

You can ask for a copy of your personal information, ask us to correct it, or ask us to delete it or restrict how we use it. You can object where we rely on legitimate interests, and you may have the right to receive information you supplied in a portable format. Some rights depend on the circumstances.

To make a request or raise a concern, email info@swingbox.co.uk. You can also complain to the Information Commissioner’s Office (ICO).