Chase the Ace by Flagstick Events — skill hole-in-one competition

Camera & Audio Recording Policy

Version 2.3 · Last updated 16 August 2026

This policy explains how Flagstick Events Ltd (company number 17292845, registered office The Goods Shed, Jubilee Way, Faversham, Kent, ME13 8GD) uses video and audio recording at partner golf clubs to run Chase the Ace competitions. It should be read alongside our Privacy Policy, Terms & Conditions and Official Rules.

1. What is recorded

• Multiple cameras at the designated competition hole continuously record the tee box and green during the published competition operating hours, and for up to one hour before those hours begin and up to one hour after they end.
• Audio is captured alongside video. Sound is recorded because it helps confirm the moment of strike, identify the player and any witnesses, and resolve disputed claims where video alone may be ambiguous.
• Recording is limited to the competition hole and its immediate tee/green area. It does not cover the wider course, clubhouse, car park or other holes.
• Recording does not operate outside that window. Beyond one hour after the published competition hours end — and until one hour before they next begin — the cameras are not capturing footage or sound for Chase the Ace.

2. Why we record

We process video and audio for the following purposes:

• Performance of our contract with you — verifying whether a hole-in-one was made and whether a prize is payable.
• Legitimate interests — fraud prevention, dispute resolution, competition integrity and player safety. These interests are balanced against your privacy: only the competition hole is covered, footage is deleted quickly when no claim is attached, and access is restricted.
• Legal obligation — retaining claim-linked evidence for anti-money laundering, tax and audit purposes.
• Consent — where we want to use a clip for marketing or promotion, we will ask for your separate, explicit agreement. You may withdraw consent at any time.

3. Lawful basis under UK GDPR

For verification, dispute resolution and fraud prevention, we rely on legitimate interests (article 6(1)(f) UK GDPR). This is necessary to run a paid skill competition fairly and to protect against false claims.

For any marketing or promotional use of a clip, we rely on your consent (article 6(1)(a) UK GDPR), which is collected separately and can be withdrawn. Claim-linked footage is retained under legal obligation (article 6(1)(c) UK GDPR) for AML, tax and audit purposes.

4. Who can access footage

• Flagstick Events verification staff and senior management with a need to review a claim or dispute.
• The partner club, but only to the extent needed to confirm play, tee markers, pin position or course conditions.
• Insurers and underwriters reviewing a verified claim.
• Law enforcement, the National Crime Agency, a court or regulator, where required by law.

We do not publish footage publicly or share it for entertainment purposes without your consent.

5. Retention

• Routine footage — footage not connected to a claim is automatically deleted after 14 days from the date of recording.
• Claim-linked footage — footage connected to a prize claim, complaint, fraud investigation or legal dispute is retained for five years from the date the claim is resolved, to meet AML, tax and audit obligations.
• Identity, payment and verification records are retained for five years in line with our AML obligations.

6. Your data-protection rights

You have the right to:

• Access footage that contains your personal data (a subject access request). We may need an entry reference, date, time and hole to locate it.
• Object to processing based on legitimate interests. Where no claim is attached and the 14-day retention period has not yet expired, we will delete the footage on request. Where a claim or legal obligation exists, we may continue to retain it.
• Rectify inaccurate personal data, and to erasure where there is no overriding legal reason to keep it.
• Withdraw consent for any promotional use of a clip, without affecting the lawfulness of earlier use.
• Complain to the Information Commissioner's Office (ico.org.uk) if you believe your rights have been breached.

Requests should be sent to claims@chasetheacegolf.co.uk with enough detail to identify the recording. We will respond within one month.

7. If you are recorded but did not enter

Anyone playing the designated hole during competition hours, or within the hour before or after them, may be recorded, even if they have not bought an entry. This is unavoidable because the camera covers the hole, not individual ticket holders. If you were recorded and want us to delete routine footage of you, contact claims@chasetheacegolf.co.uk within 14 days with the date, time and hole. We will delete it unless it is connected to a claim or legal obligation.

8. Signage and fair processing

Competition holes are signposted at the tee with the controller's name and a clear notice that video and audio recording is in operation for claim verification. The notice includes a QR code linking to this page.

9. Data controller

Flagstick Events Ltd is the data controller. Our registered office is The Goods Shed, Jubilee Way, Faversham, Kent, ME13 8GD. For data-protection queries contact claims@chasetheacegolf.co.uk.