Privacy Policy

Last updated: 15 April 2026

1. Who We Are

GolfAssist Ltd ("we", "us", "our") is the data controller for information collected through the GolfAssist website (golfassist.ai) and the GolfAssist platform. We are registered in England and Wales.

Contact: ben@golfassist.ai

2. What Data We Collect

2.1 Club Administrators (our customers)

• Name, email address, phone number
• Club name and address
• Billing information (processed by Stripe — we do not store card details)
• Usage data (feature access, login times, API usage)

2.2 Club Members and Guests (end users of our customers)

When a golf club uses GolfAssist, member data is entered and controlled by the club. We process this data on their behalf as a data processor. This may include:

• Name, membership number, email, phone
• Handicap and competition records
• Tee time bookings and lesson reservations
• Food and drink orders
• Bar card / account balances and transaction history
• Equipment hire records
• Chat messages with the AI assistant

2.3 Website Visitors

• Chat messages sent via the website chatbot
• Contact details voluntarily provided (name, email, phone) for lead capture
• Browser type, IP address, and pages visited (via server logs)

3. How We Use Your Data

Purpose	Legal Basis (UK GDPR)
Providing the GolfAssist platform to clubs	Performance of contract (Art. 6(1)(b))
Processing member data on behalf of clubs	Legitimate interest of the club / contract (Art. 6(1)(b)(f))
Billing and payment processing	Performance of contract (Art. 6(1)(b))
AI chatbot conversations	Legitimate interest (Art. 6(1)(f))
Lead capture from website visitors	Consent (Art. 6(1)(a)) / legitimate interest
Sending service updates and announcements	Legitimate interest (Art. 6(1)(f))
Improving the platform and fixing bugs	Legitimate interest (Art. 6(1)(f))

4. AI and Automated Processing

GolfAssist uses artificial intelligence (powered by Anthropic's Claude) to provide chatbot responses, strategy recommendations, staffing suggestions, and data analysis. When you interact with AI features:

• Your messages and relevant club data are sent to Anthropic's API for processing
• Anthropic does not use your data to train their models (per their data processing agreement)
• AI-generated content is not used for profiling or automated decision-making with legal effects
• Chat messages may be retained for up to 30 days to maintain conversation context, then deleted

5. Data Sharing

We do not sell your data. We share data only with:

Recipient	Purpose	Location
Anthropic	AI processing (chatbot, strategies)	USA
Stripe	Payment processing	USA / EU
Cloudflare	Hosting, CDN, security	Global
Google	Calendar sync (when enabled by the club)	USA / EU

Where data is transferred outside the UK, we rely on Anthropic's, Stripe's, and Cloudflare's Standard Contractual Clauses and adequacy decisions where applicable.

6. Data Retention

• Active subscriptions: Data retained for the duration of the subscription
• After cancellation: Data retained for 90 days, then permanently deleted
• Chat messages: Retained for 30 days for conversation context
• Leads: Retained until deleted by the club or 12 months after capture, whichever is sooner
• Financial records: Retained for 7 years as required by HMRC

7. Your Rights

Under UK GDPR, you have the right to:

• Access your personal data
• Rectify inaccurate data
• Erase your data ("right to be forgotten")
• Restrict processing
• Data portability — receive your data in a structured format
• Object to processing based on legitimate interest
• Withdraw consent at any time where consent is the legal basis

Club members should contact their golf club directly to exercise these rights, as the club is the data controller for their personal data.

8. Cookies

The GolfAssist website uses minimal cookies:

• Session cookies — required for login and platform functionality (essential)
• Preference cookies — remember your currency selection and theme (functional)

We do not use advertising or third-party tracking cookies.

9. Security

We take reasonable technical and organisational measures to protect your data, including:

• HTTPS encryption on all connections
• Password hashing (bcrypt)
• Database encryption at rest
• Access controls and role-based permissions
• Regular security reviews

10. Children

Golf clubs may store data about junior members (under 18). This data is controlled by the club in accordance with their own safeguarding policies. We do not knowingly collect data directly from children.

11. Changes to This Policy

We may update this Privacy Policy from time to time. Material changes will be communicated to club administrators via email. The "last updated" date at the top of this page will reflect the most recent revision.

12. Complaints

If you have concerns about how your data is handled, please contact us at ben@golfassist.ai. You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk.

13. Contact

GolfAssist Ltd
Email: ben@golfassist.ai
Website: golfassist.ai

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