Privacy Policy

1. Who We Are

Golf Sherpa LTD is responsible for this Privacy Policy.

• Company name: Golf Sherpa LTD
• Company number: SC850288
• Registered address: Third Floor, 3 Hill Street, New Town, Edinburgh, EH2 3JP, Scotland
• Trading address: 84 Commercial Street, Leith, Edinburgh, EH6 6LX
• Email: [email protected]
• Website: www.golfsherpa.co.uk

For privacy-related enquiries, contact:

[email protected]

2. What This Policy Covers

This policy applies when you:

• Visit our website
• Use the Golf Sherpa mobile app
• Create a Golf Sherpa account
• Join a Golf Sherpa event
• Take part in live scoring or leaderboards
• Book a golf trip, package or experience
• Submit an enquiry
• Subscribe to marketing
• Use our venue or organiser software
• Attend a corporate, charity or group golf event
• Interact with Golf Sherpa through a club, venue, organiser or partner

3. Our Role Under Data Protection Law

Depending on the situation, Golf Sherpa may act as:

• Data controller, where we decide how and why personal data is used. This includes website users, app users, direct customers, bookings, marketing, support, billing and our own events.
• Data processor, where we process data on behalf of a golf club, venue, corporate customer, charity, organiser or other business customer.

Where we act as processor, we process personal data only under the customer’s instructions and in line with applicable data protection law.

4. Personal Data We Collect

We may collect the following types of personal data.

Account and identity data

• Name
• Email address
• Phone number
• Username
• Password or authentication information
• Profile image, if provided
• Age confirmation or eligibility information

Golf and event data

• Handicap or playing ability
• Home club
• Tee time
• Group or team allocation
• Event registration details
• Scorecard data
• Leaderboard data
• Round history
• Competition results
• Event attendance
• Player notes or preferences

Booking and trip data

• Booking details
• Package preferences
• Accommodation preferences
• Dietary requirements
• Accessibility requirements
• Group information
• Payment status
• Communications relating to a booking

App and device data

• Device type
• Operating system
• App version
• IP address
• Usage logs
• Crash and diagnostic data
• Push notification settings
• Device identifiers where required for app functionality

Location and GPS data

Where you permit it, the app may process location data to provide GPS, course, yardage, mapping or event features.

You can usually control location permissions through your device settings.

Payment data

Payments may be processed through third-party payment providers.

Golf Sherpa does not store full card details unless expressly stated. Payment providers may process payment details under their own terms and policies.

Marketing and communication data

• Newsletter preferences
• Enquiry details
• Email engagement
• Event interest
• Communication preferences
• Survey or feedback responses

Website and analytics data

• Pages visited
• Traffic source
• Browser type
• Session activity
• Cookie identifiers
• Analytics events
• Approximate location from IP address

5. Special Category Data

We do not intentionally collect special category data unless it is necessary for a specific purpose and a lawful basis applies.

For example, dietary, accessibility or health-related information may be provided voluntarily for event planning or safety purposes.

We do not use this information for marketing.

6. How We Use Personal Data

We use personal data to:

• Create and manage user accounts
• Provide the Golf Sherpa app
• Provide live scoring and leaderboards
• Manage events, tournaments and competitions
• Process bookings and enquiries
• Arrange tee times, accommodation or package elements
• Communicate with customers and players
• Provide venue and organiser software
• Provide customer support
• Process payments
• Send service messages
• Send marketing where permitted
• Analyse and improve our services
• Maintain security and prevent misuse
• Comply with legal, accounting and tax obligations
• Manage disputes or complaints

7. Lawful Bases for Processing

We rely on one or more lawful bases, including:

• Contract: to provide services you request or purchase.
• Legitimate interests: to operate, improve and protect our business and services.
• Consent: for marketing, cookies, push notifications, location permissions or optional data uses where required.
• Legal obligation: for accounting, tax, legal or regulatory requirements.
• Vital interests: where processing is necessary to protect someone’s health or safety.

8. Who We Share Personal Data With

We may share personal data with:

• Golf clubs and venues
• Accommodation providers
• Event organisers
• Corporate or charity event customers
• Payment processors
• Cloud hosting providers
• Database providers
• Email and notification providers
• Analytics providers
• App store providers
• Mapping/GPS providers
• Software developers and technical contractors
• Professional advisers
• Regulators or authorities where legally required

We only share data where necessary and appropriate.

9. Third-Party Service Providers

We use third-party suppliers to provide hosting, infrastructure, analytics, payments, communications, app functionality, storage and technical support.

These providers may process limited personal data only where required to deliver the relevant service.

We require processors to protect personal data and process it only in accordance with applicable legal requirements.

10. International Transfers

Some suppliers may process data outside the UK.

Where personal data is transferred internationally, we will use appropriate safeguards where required, such as adequacy regulations, standard contractual clauses or equivalent legal protections.

11. How Long We Keep Personal Data

We keep personal data only as long as necessary.

Typical retention periods may include:

• Account data: while the account remains active and for a reasonable period afterwards.
• Booking and payment records: normally up to 6 years for accounting and legal purposes.
• Event and scoring records: while needed for event history, reporting, dispute handling or user account functionality.
• Marketing data: until you unsubscribe or object.
• Support messages: for as long as needed to manage the enquiry and protect our position.
• Technical logs: for a limited period needed for security, diagnostics and service improvement.

We may anonymise data for analytics and product improvement.

12. Security

We use reasonable technical and organisational measures to protect personal data, including access controls, secure systems, encryption where appropriate, restricted access and monitoring.

No online system can be guaranteed to be completely secure.

13. Your Rights

Depending on the circumstances, you may have the right to:

• Access your personal data
• Correct inaccurate data
• Request deletion
• Restrict processing
• Object to processing
• Request data portability
• Withdraw consent
• Complain to the ICO

The ICO states that individuals should be told about their rights, including access, rectification, erasure, restriction, objection and data portability.

To exercise your rights, contact:

[email protected]

You can also complain to the UK Information Commissioner’s Office.

14. Marketing

We may send marketing where you have consented or where we are otherwise allowed to do so.

You can unsubscribe at any time using the unsubscribe link in our emails or by contacting us.

15. Cookies

We use cookies and similar technologies. Please see our Cookie Policy for more information.

16. Children

Our services are not intended for children under 18 without appropriate parent, guardian, club or organiser involvement.

If we become aware that we have collected personal data from a child without appropriate permission, we will take steps to delete it.

17. Updates to This Policy

We may update this Privacy Policy from time to time.

The latest version will be published on our website.