Privacy Policy

1. Data controller and our role

Golf Club Surveys is responsible for personal information used to operate and administer the platform, including club account and service enquiries. Our privacy contact is privacy@golfclubsurveys.com.

For surveys created by a club, the club generally decides why information is collected, which questions to ask, whether to identify respondents and how to use the results. The club is normally the data controller for that survey information, and we process it on the club’s behalf. The club’s own privacy information also applies. If your request concerns a survey response, contact the club first; we can assist the club with requests about data held in the service.

2. Information we collect

Information you provide

• Account information: your account identifier, email address, name and a salted password hash. Passwords are never stored as readable text. Existing workspaces may use a one-time ChatGPT identity check to link a new password to their saved records.
• Club profile: club name, contact email, your role, any uploaded club logo, and optional information about facilities, services, leadership structure and staff names that you choose to provide.
• Survey content: survey titles, introductions, sections, questions, settings, closing dates, custom links and saved templates.
• Survey responses: answers, the final Overall Satisfaction Score and submission time. Where the creator selects an identified survey, we also collect the respondent’s name and email address. Anonymous surveys do not request these fields, but written answers can still identify someone.
• Reports and enquiries: generated report content, report selections and any information you send to us when asking for support or exercising your rights.
• Payment information: Stripe-hosted checkout and billing are being configured in sandbox mode. Only test payment details should be used. We send Stripe your club name, account email and an account reference to associate the subscription with your workspace. We store Stripe customer and subscription identifiers, subscription status, billing dates and invoice references. Card details are entered directly on Stripe; we do not store full card numbers.

Technical information

Our hosting and authentication providers may process technical request and security information, including IP address, browser or device details, request time and requested pages, to deliver and secure the service. The site also uses browser storage for selected preferences and optional unfinished survey progress. We have not added advertising trackers or a separate behavioural analytics service to this version.

3. How we use information

• Service delivery: create, save, publish and share surveys; collect responses; calculate satisfaction scores; and provide results, comparisons and exports.
• Account management: authenticate club users, maintain club profiles and keep each club’s workspace separate.
• AI analysis: generate requested draft reports from survey results when an AI service connection is enabled.
• Support and communication: answer enquiries and provide necessary service or account notices.
• Security and legal obligations: investigate faults or misuse, protect the service, respond to lawful requests and handle data protection rights.

AI reports support human decisions. The platform is not designed to make decisions about individuals with legal or similarly significant effects solely by automated means.

4. Legal bases for processing

For information we control, the relevant legal basis depends on the purpose:

• Contract: processing necessary to provide the service requested by a club user.
• Legitimate interests: operating and securing the service, dealing with support enquiries and preventing misuse, where these interests are not overridden by your rights.
• Legal obligation: meeting applicable legal requirements.
• Consent: where required for a particular activity, such as optional marketing or non-essential tracking introduced in future. Consent can be withdrawn.

When we process survey responses on a club’s behalf, the club is responsible for identifying and communicating its lawful basis and any additional condition needed for sensitive information. Clubs and respondents should avoid submitting unnecessary sensitive personal data.

5. Data storage and security

The current service runs on Sites using Cloudflare infrastructure. Club profiles, surveys, responses, saved templates and report records are stored in Cloudflare D1; uploaded logos are stored in Cloudflare R2. Supabase is not used by this version.

Security controls include HTTPS connections, authenticated access to club workspaces, server-side checks that restrict club records to their owner, and validation of uploaded files and submitted data. Customer sign-in uses salted password hashes, time-limited server-side sessions in secure HTTP-only cookies, request-origin checks and sign-in rate limits. Password reset links expire and can be used only once.

Anyone with a published survey link can access the survey and submit a response while it is open. Treat links as shareable, and only include questions and content appropriate for your intended audience. Club administrators should review reports and exported files before sharing them. No internet service can guarantee absolute security.

6. Sharing and service providers

Information is made available where necessary to deliver the service:

• The survey’s club administrator: receives responses and, for identified surveys, the submitted name and email address.
• Sites / OpenAI: provides the site hosting platform and the legacy account-linking sign-in infrastructure.
• Brevo: delivers password reset messages when email delivery is configured, processing the recipient address and reset email content.
• Cloudflare: provides application hosting, database and file-storage infrastructure.
• OpenAI API: processes content for AI reports when connected and requested, as explained in section 7.
• Authorities or advisers: where disclosure is legally required or necessary to establish, exercise or defend legal claims.

We do not sell your personal information. Stripe processes the checkout, subscription and invoice information described above when you use sandbox billing; use test payment details only. Provider processing is subject to the relevant service terms and data processing arrangements.

7. AI data processing

AI reporting requires a separate OpenAI API connection, which is not currently enabled. When enabled, a club can request analysis of its survey data. Report inputs include the club and survey names, questions, response counts, calculated scores, answer distributions and selected written comments. A comparison report may include an earlier survey’s summary.

Structured respondent name and email fields are excluded from AI report inputs. However, written comments or survey wording may contain identifying information. We therefore do not describe all AI inputs as fully anonymous. Please avoid including personal identifiers or sensitive details in comments intended for analysis. The report-generation instructions require identifying details to be removed from quotations, but clubs must review AI output before sharing it.

The AI provider’s handling and retention of inputs and outputs depend on the API terms and configured data controls. We do not promise zero retention. OpenAI’s published API controls describe default security and abuse-monitoring retention, with different controls available for eligible accounts. See OpenAI’s API data controls for current details. Generated reports are also saved in your club workspace.

8. Data retention and deletion

• Club workspace: account, profile, survey, response, template and report information is retained while needed to provide and administer the workspace, unless deleted or a longer legal retention requirement applies. This version does not automatically erase survey data twelve months after a subscription ends.
• Deleted surveys: the normal Delete survey action moves a survey into Deleted surveys and keeps its responses so the club can restore it. It is not permanent erasure.
• Account deletion: Delete My Account in Billing & Account permanently removes the club’s records and uploaded logos from the application’s active storage. It does not delete the user’s ChatGPT account. Provider security logs or backup copies, where applicable, are subject to provider retention arrangements; information required by law may need to be retained.
• Unfinished responses: when auto-save is enabled, progress is saved in the respondent’s own browser, accepted for restoration for up to 30 days and cleared on successful submission. Expired progress is discarded when the survey is opened again. You can switch auto-save off or clear your browser storage.
• Downloads: copies of CSV exports, reports or QR files downloaded or shared by a club are outside the platform’s deletion controls.
• Legal and accounting records: where such records arise, the applicable legal requirements and purpose determine their retention. The site does not currently process subscription payments.

Contact us or the relevant club if you need information erased beyond the available controls. Retention decisions take account of the purpose, sensitivity, legal requirements and any outstanding request or dispute.

9. Your data protection rights

Subject to the circumstances and any applicable exemptions, you may have rights to:

• Access your personal information and receive a copy.
• Correct inaccurate or incomplete information.
• Request erasure or restriction of processing.
• Receive information in a portable, machine-readable format where the right applies.
• Object to processing based on legitimate interests, and object to direct marketing.
• Withdraw consent where processing relies on consent, without affecting earlier lawful processing.
• Complain to the Information Commissioner’s Office.

Club users can update their profile, export survey responses and request workspace deletion through the service. Other rights requests can be sent to privacy@golfclubsurveys.com. For a club survey response, contact the club administering it. We may need proportionate information to verify your identity or locate the relevant record. A truly anonymous response may not be identifiable as yours.

Requests are handled without undue delay and normally within one calendar month. Where the law permits an extension or other adjustment, we will explain the reason and relevant timing.

10. Cookies and browser storage

Authentication and hosting services may use cookies or similar technologies needed for sign-in, security and core operation. The application uses local browser storage to remember a selected pricing currency and, when respondent auto-save is enabled, unfinished survey answers and any entered name and email address.

The auto-save control is shown in the survey. Switch it off on a shared device; clearing browser data also removes saved progress and preferences. You can manage cookies through your browser settings, although blocking essential authentication storage may prevent sign-in.

Optional advertising tracking: if you accept advertising cookies on our homepage, Meta Pixel (ID 1973011830034873) sends a PageView event to Meta to measure Facebook and Instagram advertising and support remarketing. Meta may receive your IP address, browser/device information, page URL and advertising identifiers, and may set _fbp or _fbc cookies. Automatic event detection and advanced matching are not enabled by this integration. We do not send survey answers, entered names or email addresses, workspace activity or payment details through it. The pixel is not loaded before you opt in and is not enabled on survey response or owner dashboard pages. Choose Cookie preferences on the homepage to accept, reject or withdraw permission. We store this choice in your browser; essential features work if you reject. Withdrawing permission stops further pixel tracking by this integration but does not erase data already received by Meta. Meta processes received data under its own privacy policy: www.facebook.com/privacy/policy/.

11. International data transfers

Our platform and infrastructure providers operate internationally. Data may be stored or processed outside the UK or European Economic Area; exclusive UK/EU storage is not promised for the current hosting configuration.

Provider data processing terms describe the safeguards applicable to international transfers. These can include adequacy arrangements or Standard Contractual Clauses with the UK International Data Transfer Addendum, where applicable. See Cloudflare’s data processing terms and OpenAI’s data processing terms. Contact us for information about the arrangements relevant to your data.

12. Children’s privacy

Club administrator accounts are intended for adults aged 18 or over. A club may have junior members and is responsible for deciding whether a survey is suitable for children, providing age-appropriate privacy information and meeting any applicable legal requirements. Please contact the club or our privacy contact if you believe a child’s information has been collected inappropriately.

13. Changes to this policy

We may update this policy when the service or data practices change. The Last updated date shows the latest revision. Significant changes will be highlighted through a notice on the platform or another appropriate communication.

14. Contact and complaints

General enquiries: info@golfclubsurveys.com.

Privacy contact: privacy@golfclubsurveys.com.

If you are unhappy with how your information has been handled, please contact us or the club responsible for the survey. You also have the right to complain to the UK Information Commissioner’s Office (ICO).

Telephone: 0303 123 1113
Website: ico.org.uk
Make a data protection complaint

This policy provides privacy information. Reading it or using the service does not waive your data protection rights or constitute consent to processing that requires a separate choice.