Venue Software / SaaS Terms

1. Services

Golf Sherpa provides cloud-based software and related services, which may include:

• Venue dashboard
• Event creation
• Player management
• Registration tools
• Payment support
• Live scoring
• Leaderboards
• Communications
• Analytics
• Competition tools
• App-based golfer engagement
• Support and onboarding

The services included will be set out in the relevant order form, proposal, subscription plan, invoice or agreement.

2. Subscription Term

The subscription term will be stated in the order form or agreement.

Unless otherwise stated, subscriptions renew monthly or annually depending on the plan selected.

3. Fees and Payment

Customers must pay the fees set out in the order form or invoice.

Fees may include:

• Monthly subscription fees
• Onboarding fees
• Training fees
• Event support fees
• Transaction or payment processing fees
• Bespoke configuration fees
• Additional user or venue fees

Late payment may result in suspension of access.

4. Customer Responsibilities

The customer is responsible for:

• Ensuring authorised users use the system properly
• Ensuring player, member and event data is accurate
• Obtaining appropriate permissions from players, members and participants
• Complying with data protection law
• Checking event settings, scoring formats and results
• Maintaining confidentiality of login credentials
• Complying with venue, competition and governing body rules

5. Authorised Users

The customer may allow authorised staff, volunteers, contractors or event organisers to access the platform.

The customer is responsible for all activity carried out by its authorised users.

6. Data Protection Roles

Depending on the use case:

• Golf Sherpa may act as a data controller for its own account, billing, analytics and platform administration data.
• Golf Sherpa may act as a data processor where it processes player, member, event or venue data on behalf of a club, venue or organiser.

Where Golf Sherpa acts as processor, appropriate data processing terms may apply.

7. Third-Party Integrations

Where the software integrates with payment providers, app stores, mapping providers, email providers, analytics providers or other third-party systems, those integrations are subject to third-party terms, technical availability, permissions and data access rules.

Golf Sherpa does not guarantee continued availability of third-party integrations.

8. Service Availability

We aim to provide reliable service but do not guarantee uninterrupted or error-free access.

We may carry out maintenance, updates, improvements or security work where needed.

9. Support

Support arrangements will be set out in the relevant subscription plan or agreement.

Unless otherwise agreed, support is provided remotely during normal business hours.

10. Customer Data

The customer retains ownership of its customer data.

Golf Sherpa may use aggregated and anonymised data for analytics, benchmarking, product improvement and reporting, provided individuals are not identified.

11. Intellectual Property

Golf Sherpa retains ownership of the platform, software, designs, workflows, scoring tools, dashboards, documentation, branding and related intellectual property.

The customer receives a limited, non-exclusive, non-transferable right to use the software during the subscription term.

12. Restrictions

The customer must not:

• Copy or reverse engineer the software
• Resell the platform without permission
• Misuse APIs or integrations
• Upload unlawful or harmful content
• Attempt unauthorised access
• Use the platform to send unlawful marketing
• Remove Golf Sherpa branding unless agreed
• Use the software to compete with Golf Sherpa

13. Suspension

We may suspend access where:

• Fees are overdue
• There is a security risk
• The customer breaches these terms
• Required third-party access is withdrawn
• Use of the platform may cause legal, operational or reputational risk

14. Termination

Either party may terminate in accordance with the order form or agreement.

On termination:

• Access to the platform will end.
• Outstanding fees remain payable.
• Customer data may be exported within a reasonable period where technically possible.
• Golf Sherpa may delete or anonymise data after the retention period.

15. Liability

For business customers, Golf Sherpa’s total liability is limited to the fees paid by the customer in the 12 months before the claim, unless otherwise agreed.

Golf Sherpa is not liable for loss of profit, loss of revenue, loss of goodwill, loss of business, loss of data, indirect loss or consequential loss.

Nothing limits liability that cannot legally be limited.

16. Governing Law

These terms are governed by the laws of Scotland.