Privacy Policy at Browns Sports Resort

Last updated: 19th November 2025

1. Introduction

Browns Sports Resort (“Browns”, “we”, “our”, or “us”) respects your privacy and is committed to protecting your personal data.

This Privacy Policy explains how we collect, use, store, and protect personal information when you visit our website www.brownssportsresort.com (the “Website”), use our facilities, stay with us, or otherwise interact with Browns Sports Resort.

This Policy applies to all categories of clients and guests, including:

Health Club Members
Professional Sports Teams
Amateur, School and University Teams
Individual and Group Accommodation Guests
Website Visitors and Event Participants

2. Data Controller

Browns Sports Resort
Caminho dos Golfes, Vilamoura, Algarve, Portugal

Email: allison@browns-club.com
Telephone (+351) 91 00 40 138

We are the data controller responsible for your personal data under applicable data protection law, including the EU General Data Protection Regulation (GDPR).

3. Personal Data We Collect

Depending on your relationship with Browns, we may collect and process the following categories of information:

Category	Examples of Data
Identification & Contact Data	Name, address, email, phone number, date of birth, nationality, ID/passport details.
Membership & Booking Data	Membership ID, accommodation bookings, check-in/check-out dates, payment records, team or organisation details.
Health & Fitness Data (where applicable)	Information provided voluntarily to assist in training, fitness testing, or nutritional guidance. Processed only with your explicit consent.
Marketing & Media Data	Photos, videos, testimonials, or other media captured on site. See Historical Marketing Material Policy.
Technical Data	Website usage, IP address, browser type, cookies, and similar analytics data.
Other Data	Any additional information you provide to us (e.g., via contact forms, surveys)

4. How We Use Your Personal Data

We process personal data for the following lawful purposes:

To provide our services – managing bookings, memberships, training sessions, accommodation, and customer support.
To maintain safety and security – including controlled access to facilities and, where necessary, CCTV for security purposes.
To communicate with you – regarding bookings, renewals, facility updates, and customer service.
To comply with legal and regulatory obligations – including accounting, taxation, and safety requirements.
To promote Browns Sports Resort – using images, videos, or testimonials in accordance with our Historical Marketing Material Policy.

We only use your data where permitted by law and retain it only for as long as necessary for the stated purposes.

5. Legal Bases for Processing

We rely on the following legal grounds under GDPR:

Contractual necessity: to provide services you have requested.
Legal obligation: to meet statutory or regulatory requirements.
Legitimate interests: to manage operations, maintain safety, and promote Browns in a way that does not override your rights. To improve our site/user experience by analysing usage data.
Consent: for certain activities, such as the use of identifiable photos or videos in marketing, and for any processing of health or fitness data. To send marketing and promotional communications if you consent.

You may withdraw consent at any time by contacting us at the address above.

6. Data Retention

We retain personal data only for as long as necessary to fulfil the purposes for which it was collected and to meet any legal, accounting, or reporting obligations.

General retention periods are as follows:

Membership and guest data: retained for up to 5 years after last interaction, unless longer retention is required by law.
Accounting and booking records: retained for 10 years, in line with statutory financial requirements.
Marketing material: see Section 7 below.
Technical and usage data: for a period proportionate to legitimate business interests or regulatory requirements

After expiry of these periods, data will be securely deleted or anonymised.

7. Historical Marketing Material Policy

Browns Sports Resort maintains a Historical Marketing Material Policy, which governs how we capture, store, and use photos, videos, and other promotional materials that document our legacy and activities.

Purpose: To preserve and showcase the history, reputation, and achievements of Browns and the teams and guests who have trained or stayed with us.
Review cycle: Materials involving school teams, general guests, and gym members are reviewed every 5 years. Materials involving sports teams are reviewed every 10 years.
Rights: Individuals may request review or removal of identifiable images or recordings at any time, subject to reasonable verification.

You can read the full policy here:
👉 Historical Marketing Material Policy

8. Data Security

We apply appropriate technical and organisational measures to protect your data against loss, misuse, or unauthorised access. Access to personal data is limited to employees, contractors, or partners who require it for legitimate business purposes and are subject to confidentiality obligations.

In order to provide our services, or for legal or operational purposes, we may share your personal data with:

Service providers and vendors (e.g. payment processors, hosting providers, software and SaaS tools, email/marketing platforms)
Authorities or regulatory bodies, if required by law (e.g. tax agencies, law enforcement)
Affiliated entities (if applicable)
Partners for promotional or marketing purposes (only with your consent)

Where we share data, we ensure that appropriate safeguards are in place (e.g. data processing agreements, standard contractual clauses, etc.).

9. Your Rights

Under the GDPR, you have the right to:

Access your personal data;
Request correction of inaccurate information;
Request erasure of your data (“right to be forgotten”);
Restrict or object to certain processing;
Withdraw consent for marketing or media use;
Receive your data in a portable format (where applicable).

To exercise any of these rights, contact:
📧 Allison Williams allison@browns-club.com

We will respond to your request in accordance with GDPR timelines (normally within one month, possibly extended in complex cases).

10. Cookies and Website Data

Our website uses cookies and similar technologies for essential functionality, analytics, and to improve your browsing experience.

These cookies help us to:

Make the website function properly
Analyse how users interact with the site (e.g. traffic and usage behaviour)
Remember your preferences
Enable key features such as bookings, localisation, and language settings

We use Cookiebot by Usercentrics to manage cookie consent in compliance with EU and Portuguese data protection laws (GDPR and ePrivacy Directive). Through our cookie banner, you can give or withdraw consent for non-essential cookies at any time.

The website also uses:

Google Analytics for anonymous statistical and performance analysis
The Hey!Travel booking engine, which uses cookies to manage reservations and optimise the booking process

You can control your cookie preferences via the cookie consent tool or through your browser settings. Essential (strictly necessary) cookies are required for the website’s core functionality and cannot be disabled through our settings. However, you may set your browser to block them — though this may affect how the site functions.

You can read the full policy here:
👉 Cookie Policy

11. Data Sharing

We do not transfer or share your personal data outside the European Union and do not sell personal data to third parties.

We may share data only with trusted service providers (such as booking systems, payment processors, or IT support) who act as data processors on our behalf and are bound by GDPR-compliant agreements.

12. Updates to This Policy

We may update this Privacy Policy from time to time to reflect changes in our operations or legal requirements. The latest version will always be available on our website, and material changes will be notified where appropriate.

13. Contact and Complaints

If you have any questions about this Privacy Policy or wish to exercise your rights, please contact us at:

Browns Sports Resort
Email: allison@browns-club.com
Phone: (+351) 289 322 740

14. Complaint/ Supervisory Authority

If you believe that your rights under GDPR have been infringed, you have the right to lodge a complaint with the Portuguese supervisory authority:

Comissão Nacional de Proteção de Dados (CNPD)
Address: Av. D. Carlos I, 134, 1.º, 1200-651 Lisboa, Portugal
Telephone: (+351) 213 928 400
Email: geral@cnpd.pt
Web: www.cnpd.pt

If you wish for images or videos in which you appear to be removed from our marketing archives, please contact allison@browns-club.com.