Terms & Conditions

1. Company Information

Golf Sherpa is operated by Golf Sherpa LTD, a company registered in Scotland.

• 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

These terms are governed by the laws of Scotland.

2. Our Services

Golf Sherpa provides golf technology, golf experience planning, event management and venue support services.

Our services may include:

• Golf trip planning
• Tee time and accommodation coordination
• Golf package support
• Corporate golf day support
• Charity golf event support
• Tournament and competition management
• Group golf event management
• Digital event itineraries
• Player onboarding
• Live scoring
• Live leaderboards
• App-based golfer features
• Venue and organiser software
• Event registration support
• Post-event results and reporting
• Referral and partner programmes

The exact services included in your booking, package, event, subscription or agreement will be set out in your quote, proposal, invoice, booking confirmation, event agreement or subscription plan.

3. Our Role

Depending on the service provided, Golf Sherpa may act as:

• The direct provider of golf event technology and event management services
• The organiser or coordinator of a golf event
• A booking facilitator between customers and third-party venues or suppliers
• A software provider to venues, organisers, clubs, corporate customers and golfers
• A planning and support partner for golf trips, experiences and packages

Where services are provided by third parties, including golf courses, venues, hotels, resorts, restaurants, payment providers or other suppliers, those third parties remain responsible for delivering their own services.

Golf Sherpa is not responsible for the acts, omissions, decisions, availability, pricing, policies or service failures of third-party suppliers, except where we are legally responsible.

4. Quotes, Pricing and Availability

All quotes, prices, package details and service descriptions are subject to availability and may change until confirmed in writing.

Golf course availability, accommodation availability, tee times, venue services, event services and pricing may be controlled by third-party suppliers.

A booking or service is only confirmed when:

• Golf Sherpa has issued written confirmation;
• Any required deposit or payment has been received;
• Any required customer or participant information has been provided;
• Any required third-party supplier confirmations have been received.

You are responsible for checking all details in your quote, proposal, invoice, booking confirmation or event agreement and notifying Golf Sherpa immediately if anything is incorrect.

5. Payments

Payment terms will be stated in your quote, proposal, invoice, booking confirmation, event agreement or subscription plan.

Unless otherwise agreed in writing:

• A deposit may be required to secure a booking, package, event or service.
• Deposits are non-refundable.
• Final balances must be paid by the due date provided.
• Late payment may result in cancellation, suspension of services, loss of reserved tee times, loss of accommodation, or withdrawal of access to Golf Sherpa services.
• Additional services requested after confirmation may be charged separately.
• Prices may include or exclude VAT depending on the nature of the service and how the quote is presented.

For business customers, including venues, corporate clients, charities, clubs and event organisers, payment terms will be confirmed in the relevant proposal, invoice or written agreement.

6. Customer Responsibilities

You are responsible for:

• Providing accurate names, contact details and booking information.
• Ensuring all players and guests meet any venue, handicap, ability, age, health or eligibility requirements.
• Ensuring players comply with golf club rules, dress codes and etiquette.
• Ensuring all attendees behave appropriately.
• Arriving on time for tee times, event registration, briefings and activities.
• Providing accurate scoring, handicap or playing ability information where required.
• Checking travel arrangements, insurance needs and personal requirements.
• Notifying Golf Sherpa of any dietary, accessibility or health-related requirements relevant to the booking or event.

Where you are booking on behalf of a group, company, charity, club or organisation, you are responsible for ensuring that all participants are aware of and comply with these terms.

7. Golf Packages, Tee Times and Accommodation

Where Golf Sherpa helps arrange golf packages, tee times, accommodation or other third-party services, those services may be subject to the terms, conditions and policies of the relevant supplier.

Customers are responsible for complying with the rules and requirements of golf clubs, accommodation providers and other suppliers.

Golf Sherpa will make reasonable efforts to help resolve issues with third-party suppliers but cannot guarantee the actions, availability or decisions of those suppliers.

Unless expressly stated in your booking confirmation, Golf Sherpa does not provide transport as part of its standard packages.

8. Travel Insurance

For golf trips, overnight stays, accommodation-based bookings and golf packages, travel insurance is strongly recommended and may be required as part of your booking.

Insurance should cover cancellation, illness, injury, lost property, golf equipment, travel disruption, weather-related disruption, delays and medical costs.

Golf Sherpa is not responsible for losses that should reasonably have been covered by suitable insurance.

9. Golf Events, Tournaments and Corporate Days

Golf Sherpa may provide event technology, operational support, event planning, digital scoring, live leaderboards, player onboarding, event registration, itinerary management and post-event reporting.

For each event, the specific services included will be set out in the relevant proposal, quote, booking confirmation or event agreement.

Golf Sherpa may provide different levels of event support, including software-only access, remote support, managed event support or full event delivery.

The customer remains responsible for confirming event requirements, attendee numbers, venue arrangements, sponsor requirements, timings, player details and any other information needed to deliver the event.

10. Use of the Golf Sherpa App

Some Golf Sherpa services include access to the Golf Sherpa mobile application.

The app may be used for:

• Golfer profiles
• Player onboarding
• Event joining
• Live scoring
• Score submission
• Leaderboards
• Digital itineraries
• GPS and course information
• Event communication
• Round tracking

Use of the app may also be subject to separate Golf Sherpa App Terms.

Golf Sherpa aims to provide a reliable app experience, but we do not guarantee that the app will be uninterrupted, error-free or available on every device or network.

Customers and players should follow any onboarding instructions provided before an event to reduce the risk of technical issues on the day.

11. Scoring, Handicaps and Leaderboards

Golf Sherpa may provide tools for scoring, handicap collection, team allocation, leaderboard generation and event results.

Players and organisers are responsible for providing accurate information.

Live leaderboards and in-app scoring may be provisional until reviewed and confirmed by the organiser.

Golf Sherpa is not responsible for inaccurate results caused by:

• Incorrect scores entered by players or organisers
• Incorrect handicap or playing ability information
• Failure to follow the event format or rules
• Technical issues outside Golf Sherpa’s reasonable control
• Late or incomplete score submissions

Golf Sherpa may correct or adjust scores, leaderboards or event results where an error is identified.

12. Cancellations by You

Cancellation terms may vary depending on the type of service, booking or event.

Unless your booking confirmation or written agreement states otherwise:

• Deposits are non-refundable.
• Cancellations made more than 30 days before the booking, trip or event date may be eligible for a refund of amounts paid, less the deposit and any non-recoverable third-party costs.
• Cancellations made 30 days or less before the booking, trip or event date are non-refundable.
• Third-party supplier cancellation terms may also apply.
• Any costs already incurred by Golf Sherpa on your behalf may be deducted from any refund.

For corporate events, charity events, tournaments, group bookings, venue services and bespoke services, the cancellation terms in the relevant proposal, invoice, booking confirmation or written agreement will take priority.

13. Changes by You

We will try to accommodate reasonable changes, but changes are subject to availability, supplier terms and any additional costs.

Changes may include:

• Player numbers
• Player names
• Tee times
• Dates
• Event format
• Scoring format
• Accommodation
• Branding
• Sponsor requirements
• Food and drink requirements
• Accessibility or dietary requirements

Golf Sherpa is not obliged to accept changes after a booking or event has been confirmed.

Where changes increase the cost of delivery, additional charges may apply.

14. Changes or Cancellations by Golf Sherpa or Suppliers

Golf Sherpa may need to change, postpone or cancel a service due to circumstances outside our reasonable control, including:

• Weather
• Course closures
• Venue restrictions
• Supplier cancellation
• Safety concerns
• Low event numbers
• Technical issues
• Illness or staff availability
• Force majeure events
• Other operational reasons

Where a material change is required, we will try to offer a suitable alternative.

If no suitable alternative is available, we will explain your options based on the type of booking, the supplier terms and the circumstances.

15. Weather and Course Conditions

Golf is an outdoor activity and may be affected by weather, daylight, course conditions or safety decisions made by venues.

Golf Sherpa is not responsible for weather disruption or course closure decisions made by golf clubs, venues or other suppliers.

Where a course or venue changes or cancels availability due to weather or safety concerns, we will liaise with the relevant supplier and customer to seek a rearrangement, credit or suitable alternative where possible.

Refunds or credits will depend on the supplier’s policy and the specific booking terms.

16. Behaviour and Conduct

All customers, players and guests must behave respectfully towards Golf Sherpa staff, venue staff, suppliers, other players and members of the public.

Golf Sherpa may remove, suspend or refuse service to any person who:

• Behaves abusively, aggressively or unlawfully
• Damages property
• Breaches venue rules
• Misuses the app or scoring systems
• Provides false or misleading information
• Causes safety concerns
• Brings Golf Sherpa, a venue or an event into disrepute

No refund will be provided where removal or cancellation is due to misconduct.

17. Photos, Video and Event Content

Golf Sherpa or its partners may capture photos, videos or other media at events for operational, reporting, promotional or marketing purposes.

Where required, we will ask for consent or provide appropriate notice.

Customers should notify Golf Sherpa in advance if any attendee does not wish to appear in promotional materials.

18. Intellectual Property

All Golf Sherpa branding, software, website content, app content, designs, graphics, event materials, scoring systems, reports, documents, templates, processes and platform features belong to Golf Sherpa LTD or its licensors.

You must not copy, reproduce, modify, sell, distribute, reverse engineer or commercially exploit Golf Sherpa materials without written permission.

Where Golf Sherpa creates event materials, reports, branded leaderboards or digital assets for a customer, Golf Sherpa retains ownership of the underlying templates, software, systems and intellectual property unless agreed otherwise in writing.

19. Data Protection

Golf Sherpa processes personal data in accordance with its Privacy Policy.

Depending on the service, Golf Sherpa may process personal data relating to customers, golfers, event participants, venue users, staff, organisers and app users.

Where Golf Sherpa provides services to a business customer, venue, club, charity or event organiser, additional data protection terms may apply.

20. Website and Platform Availability

Golf Sherpa aims to provide a reliable website, app and platform, but we do not guarantee that services will always be available, uninterrupted, secure or error-free.

Access may be affected by:

• Maintenance
• Updates
• Internet or mobile network issues
• Device compatibility
• App store availability
• Third-party service providers
• Security incidents
• Technical faults

We may update, suspend, withdraw or change parts of the website, app or platform at any time.

21. Third-Party Services

Golf Sherpa may use or integrate with third-party services, including:

• Golf venues
• Accommodation providers
• Payment processors
• App stores
• Mapping providers
• Email providers
• Analytics providers
• Cloud hosting providers
• Event partners
• Software suppliers

Third-party services may be subject to their own terms and policies.

Golf Sherpa is not responsible for third-party services except where we are legally responsible.

22. Liability

Golf Sherpa will provide its services with reasonable care and skill.

Golf Sherpa is not liable for:

• Indirect or consequential losses
• Loss of enjoyment caused by events outside our reasonable control
• Weather disruption
• Venue or supplier decisions
• Loss or damage to personal property
• Incorrect information provided by customers, players or organisers
• Customer failure to comply with venue rules or booking instructions
• Technical issues outside our reasonable control
• Loss of profit, business or revenue for business customers

Nothing in these terms excludes or limits liability for death or personal injury caused by negligence, fraud, fraudulent misrepresentation or any other liability that cannot legally be excluded.

For business customers, Golf Sherpa’s total liability will be limited to the amount paid by the customer for the relevant service, unless otherwise agreed in writing.

23. Complaints

If you have a complaint, please contact us at:

Email: [email protected]

Please include:

• Your name
• Booking or event details
• A clear description of the issue
• Any supporting information

We will review the matter and aim to respond within a reasonable timeframe.

24. Force Majeure

Golf Sherpa is not responsible for failure or delay caused by events outside our reasonable control, including:

• Extreme weather
• Natural disasters
• Fire or flood
• War or civil unrest
• Terrorism
• Pandemic or public health restrictions
• Government action
• Strikes or labour disputes
• Supplier failure
• Utility or internet failure
• Platform, hosting or payment provider disruption

Where possible, we will try to minimise the impact and provide reasonable alternatives.

25. Changes to These Terms

Golf Sherpa may update these Terms & Conditions from time to time.

The latest version will be published on our website.

Where a change materially affects an existing booking, event or agreement, the version in place at the time of booking will usually apply unless otherwise agreed.

26. Governing Law

These terms are governed by the laws of Scotland.

Any disputes will be subject to the courts of Scotland, unless consumer protection law gives you the right to bring a claim elsewhere.