Privacy policy

This policy explains how Demo Golf Society uses your personal data when you join, book events, score rounds or use this website and app. It is written for UK data protection law (the UK GDPR and the Data Protection Act 2018).

Who holds your data

Demo Golf Society ("the society") is the controller of your personal data: it decides what is collected and why. To ask anything about your data, email the Demo Golf Society committee at secretary@example.com.

The website and app are provided by Trailhead Holdings Ltd (Company No. 16910286, Brentwood, Essex), trading as MVP Golf. Trailhead Holdings Ltd acts as the society's processor: it runs the software on the society's instructions and does not use your data for its own purposes.

What we collect

• Your name, email address and phone number.
• Your handicap index, CDH number and home club.
• Whether you play from men's or women's tees, used only to allocate tees and work out playing handicaps.
• Your membership and payment status (for example active, cancelled or overdue), and the fees you have paid.
• Your event entries, tee times, scores, results and Order of Merit points.
• Details of guests you book in: their name, email, handicap index and tee allocation. Please tell your guests that you are sharing these with the society.
• Basic technical records needed to keep the service secure, such as sign-in times.

Card details are handled by Stripe, our payment provider. They go straight to Stripe and are never seen or stored by the society or by this app.

Why we use it, and the lawful basis

• Contract: to run your membership, take subscription and entry payments, book you into events, publish the draw and tee times, and let your group's scorer record your scores.
• Legitimate interests: to publish leaderboards, results and the Order of Merit, which are a normal part of society golf, and to keep the service secure. You can ask us to review how your name is shown.
• Your choice: reminders that booking is closing are optional. Turn them off in your profile at any time. Emails about entries you have made, tee times, scoring and results are part of the service and are always sent.
• Legal obligation: to keep payment records for as long as the law requires.

What the public can see

Anyone can view event pages, tee sheets, leaderboards and the Order of Merit. People who are not signed-in members see players' first names and last initials only (for example "Sam P."), never contact details or handicap records. Signed-in members of the society see full names.

Who we share it with

We use these processors to run the service. Each only handles your data to provide its part of it:

• Supabase: database, sign-in and file storage.
• Vercel: website hosting.
• Stripe: card payments, subscriptions and refunds.
• Resend: sending email.

Your scores are kept within the society. They are not submitted to England Golf or used to update your official handicap. We never sell your data.

International transfers

Some of these providers are based in, or use services in, the United States. Where your data leaves the UK, it is protected by the UK International Data Transfer Addendum, the UK Extension to the EU-US Data Privacy Framework, or equivalent safeguards.

How long we keep it

• Your account and profile: while you are a member, then 2 years after your membership ends.
• Payment records: 6 years, as required for tax and accounting.
• Results and Order of Merit tables: kept as the society's record of past seasons, unless you ask us to anonymise your name.
• Guests' details: 2 years after their last event.

Your rights

You can ask to see the data we hold about you, correct it, delete it, restrict or object to how we use it, or receive a copy to take elsewhere. You can update most of your details yourself in your profile. For anything else, email the Demo Golf Society committee at secretary@example.com. We will reply within one month.

If you are unhappy with how we have handled your data, you can complain to the Information Commissioner's Office at ico.org.uk/make-a-complaint or on 0303 123 1113. We would appreciate the chance to put things right first.

Cookies

We only use the cookies needed to keep you signed in and to keep the site secure. We do not use analytics or advertising cookies, so there is nothing to accept or decline.

Changes

If we change this policy in a way that matters, we will tell members by email before the change takes effect.