Terms of Service

1. Service description

Golf Club Surveys provides a platform for golf clubs and similar organisations to create, distribute and analyse surveys for members and visitors. Features include a club workspace, survey and template tools, response collection, sharing links and QR codes, satisfaction scoring, response exports and reporting.

Every survey finishes with a required 0–100% Overall Satisfaction Score. Its arithmetic mean is the survey’s headline satisfaction percentage. Comparisons require recorded overall scores in both surveys. Other question ratings and recommendation scores do not contribute to this headline score.

AI reporting is available only when an AI service connection is configured and working. Features shown in demonstrations may be illustrative and are labelled accordingly.

2. Account registration

2.1 Eligibility. Club account users must be at least 18 and authorised to represent their club or organisation. These Terms are intended for organisational use rather than personal consumer purchases.

2.2 Account security. Access currently uses ChatGPT sign-in. You are responsible for protecting access to your signed-in account and devices and for promptly reporting suspected unauthorised use. Golf Club Surveys does not issue or store a separate password.

2.3 Accurate information. Provide accurate, current club and contact information and update it when necessary.

2.4 Club accounts. Each club or organisation may maintain one active workspace unless we authorise otherwise. Do not share access in a way that compromises security or misrepresents who is administering a survey.

3. Subscription and payment

3.1 One annual plan. Account setup, survey building and previews are free. A £99 GBP annual subscription is required when you publish your first survey and includes unlimited surveys during the paid subscription period. The subscription starts when payment is completed. Other currencies on the pricing page show estimated equivalents. Any final currency, amount, applicable tax and billing terms will be disclosed at checkout before payment is authorised.

3.2 Current payment status. The current private review site uses Stripe sandbox testing only; no real money is charged. Access during this review does not itself authorise a future charge. If Stripe checkout is enabled, payment details will be processed through Stripe; we will not store full card details.

3.3 Renewal. Once paid subscriptions are available, an annual subscription will renew automatically only on the recurring billing terms disclosed and agreed at checkout, unless cancelled before renewal. The billing page will show the applicable renewal details when connected.

3.4 Price changes. We will give at least 30 days’ notice of subscription price changes. Changes will normally take effect at the next renewal, and you may cancel before renewal if you do not accept the new price.

3.5 Refunds. Once paid subscriptions are available, a refund of the initial annual subscription may be requested within 14 days of purchase if no survey has been published. Contact support to request it. This commercial refund policy does not limit any rights or remedies that cannot lawfully be excluded.

3.6 Cancellation. A paid subscription may be cancelled to stop future renewal. Unless stated otherwise when cancellation is confirmed, access continues until the end of the paid billing period. Use Billing & Account when connected, or contact support@golfclubsurveys.com before renewal if assistance is needed. The current review site has no active subscriptions to cancel. Cancelling renewal and permanently deleting a workspace are different actions.

4. Usage and fair use

The single annual plan allows unlimited surveys for your club, subject to reasonable use and the technical limits shown in the survey builder.

You must not use bots, spam, excessive automated requests or other activity that disrupts the Service, manipulates survey results or harms other users. We may apply proportionate safeguards or suspend abusive activity. Where practical, we will explain the issue and allow an opportunity to resolve it.

Keep your own appropriate copies of important exports and reports. The Service is not a substitute for your club’s record-retention arrangements.

5. Your responsibilities

You agree to:

• Use the Service lawfully and comply with applicable laws and regulations.
• Respect respondents’ privacy and rights, provide appropriate privacy information and establish a valid lawful basis for collecting and using personal data.
• Obtain consent where it is required, rather than assuming consent is the only lawful basis for all processing.
• Avoid unnecessary sensitive personal data. If you collect special category information, identify a lawful basis and a valid additional legal condition, and put appropriate protections in place.
• Only share survey responses where you have lawful authority to do so, and review named responses, comments and reports before distribution.
• Ensure questions, invitations and survey links are appropriate for the audience, including any junior members.
• Not upload malicious code, harmful material, unlawful content or content that infringes another person’s rights.
• Not impersonate another person or misrepresent your affiliation.

Published survey links are intended to be shareable. You are responsible for distributing them appropriately and assessing whether the responses received are suitable for your intended analysis. A satisfaction score reflects the responses received; it is not a guarantee of representative participation or future outcomes.

6. Intellectual property and content

6.1 Our rights. The Service’s software, design, branding and other materials are owned by Golf Club Surveys or its licensors and are protected by applicable intellectual property law.

6.2 Your content. You retain the rights you hold in your surveys, questions, uploaded branding and other content. You grant us the rights necessary to host, store, process and display that content to provide the Service, including requested reports and exports. You must have authority to upload it. These Terms do not give you ownership of respondents’ personal information or override their rights.

6.3 AI reports. Subject to applicable law and provider terms, you may use the reports generated for your club. AI output may not be unique or qualify for intellectual property protection in every jurisdiction. Personal information in report inputs and outputs remains subject to data protection law and our Privacy Policy. These Terms do not grant us a separate right to sell or reuse identifiable survey responses for unrelated purposes.

7. Data protection and privacy

Our Privacy Policy describes personal information handling. For club surveys, the club generally determines the purpose and questions and acts as controller; we process survey information on its behalf to provide the Service. The club is responsible for its lawful basis, privacy notices and instructions. Any data processing agreement required by law must apply to the relevant processing; this page is not a substitute for one.

Choosing an anonymous survey removes the structured name and email fields; it does not guarantee that written comments cannot identify someone. Structured respondent contact fields are excluded from AI report inputs, but free text can still contain identifying information. Follow the guidance in the Privacy Policy and avoid unnecessary personal details in AI report content.

8. Availability and support

8.1 Availability. We aim to provide a reliable service, but do not guarantee uninterrupted or error-free operation or a specific uptime percentage. Maintenance, provider outages and other factors may affect access. Where practical, planned significant interruptions will be announced in advance.

8.2 Support. Support is available at support@golfclubsurveys.com. We aim to respond promptly. Response times may vary; any guaranteed response time or priority support arrangement must be separately agreed in writing.

8.3 Updates. We may improve or modify the Service. Material changes affecting paid access will be communicated through an appropriate account notice or email. Paid entitlements and any rights that cannot be excluded by law remain subject to these Terms and the relevant purchase agreement.

9. Prohibited activities

You must not:

• Attempt to access another club’s records, bypass security or misuse authentication.
• Reverse engineer, decompile or extract source code except to the extent permitted by mandatory law.
• Use the Service to harass, abuse, defame or otherwise unlawfully harm anyone.
• Collect or disclose personal information without an appropriate lawful basis and any required permissions.
• Resell or redistribute access to the Service without our written permission.
• Create misleading, fraudulent or illegal surveys, or manipulate responses or scores.
• Scrape or harvest platform data or overload the Service through unauthorised automation.

10. Suspension and termination

10.1 By you. You can permanently delete your club workspace through Delete My Account in Billing & Account. Export important records first. The confirmation explains that deletion removes the club’s active records and uploaded logos and cannot be undone through the Service. It does not delete your ChatGPT account.

10.2 By us. We may suspend or terminate access for a material breach of these Terms, fraud, unlawful activity or misuse. Where appropriate and practical, we will give notice and an opportunity to remedy a breach. Urgent security or legal issues may require immediate action.

10.3 Effect. Access ends when termination takes effect. Permanent account deletion does not provide a 30-day recovery window. A survey moved into Deleted surveys can instead be restored while the workspace exists. Provider logs, backups and any records required by law are handled as explained in the Privacy Policy. Downloaded or previously shared copies are outside our deletion controls.

11. Disclaimers and limitation of liability

11.1 Service basis. Subject to mandatory law and any express commitments in your purchase agreement, the Service is provided on an “as is” and “as available” basis. We do not promise that it will meet every particular requirement or be free from interruption or error.

11.2 AI accuracy. AI reports are drafts that support human review. They may contain mistakes, omissions or inappropriate interpretations. You must review accuracy, context and anonymisation before relying on or sharing them. They are not professional legal, financial or other regulated advice.

11.3 Liability cap. Subject to clause 11.5 and to the extent lawful and reasonable, our total liability arising out of or in connection with the Service is limited to the fees you paid us for the Service in the 12 months before the event giving rise to the claim.

11.4 Excluded losses. Subject to clause 11.5 and to the extent lawful and reasonable, we are not liable for indirect or consequential losses, lost profits or anticipated savings, loss of business opportunity or loss of data. This does not exclude any liability that the law does not permit us to exclude.

11.5 Mandatory protections. Nothing in these Terms excludes or limits liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation, or any other liability or rights that cannot lawfully be excluded or limited. Any mandatory consumer protections that apply are unaffected.

12. Indemnification

To the extent permitted by law, you agree to indemnify Golf Club Surveys against reasonable, evidenced third-party claims, losses and costs arising from your unlawful content, material breach of these Terms or infringement of third-party rights. This does not extend to loss caused by our own breach or negligence. We will give reasonable notice of a claim and reasonable assistance, and you will have a reasonable opportunity to participate in its defence.

13. Changes to these Terms

We may update these Terms as the Service develops. Material changes will normally be notified by email or a prominent platform notice at least 30 days before taking effect. Changes needed urgently for legal or security reasons may take effect sooner, with notice as appropriate. The Last updated date identifies the current version.

If you do not accept a material change, stop using the Service and contact us about ending your subscription before the change takes effect. Continued use after the effective date indicates acceptance, subject to any requirements of applicable law.

14. Governing law and disputes

14.1 Governing law. These Terms are governed by the laws of England and Wales.

14.2 Courts. The courts of England and Wales have jurisdiction over disputes, subject to any mandatory legal protections or jurisdiction rights that apply.

14.3 Informal resolution. Please contact us first so we can try to resolve an issue informally. This does not prevent you from exercising legal rights or meeting a legal time limit.

15. Contact information

General enquiries: info@golfclubsurveys.com

Support: support@golfclubsurveys.com
Legal enquiries: legal@golfclubsurveys.com
Privacy enquiries: privacy@golfclubsurveys.com

By creating or using a club workspace, you acknowledge that you have read and agree to these Terms on behalf of the club or organisation you are authorised to represent.