01Introduction
This Privacy Policy explains how AvailGolf collects, uses, stores and shares personal data when you use our website, mobile app, admin portal and related services.
AvailGolf is a private golf club community platform. It helps club members join invite-led communities, manage member profiles and preferences, coordinate playing sessions, exchange session messages, receive notifications, make privacy requests and report concerns.
AvailGolf is responsible for the platform: accounts, authentication, app features, privacy tools, security, service providers and operational records. Golf clubs may also have their own responsibilities for club administration, membership decisions and local club matters.
02Information We Collect
The information we collect depends on how you use AvailGolf. It may include:
- Account and sign-in information, such as your name, email address, user ID, display name, account status and account recovery information.
- Invite and club access information, such as invite email, invite status, club ID, role, club membership or administrator status and records created through invite tools.
- Profile and preference information, such as profile details, profile photo information, handicap or playing preference fields, availability, privacy settings, notification preferences and quiet hours.
- Session and communication information, such as sessions you create or join, session participation records, booking status, session messages, message action records, notifications and device tokens for push notifications.
- Safety, support and moderation information, such as user reports, message reports, report details, relevant message snapshots, feedback, support enquiries and report status records.
- Privacy and legal records, such as acceptance of our Privacy Policy and Terms, privacy requests, export records, deletion or anonymisation records and profile-photo deletion records.
- Payment and billing information for paid or subscription services, such as Stripe customer or subscription references, billing contact email, subscription onboarding records, billing events and payment-support records.
- Transactional communication records, such as invite emails, account recovery emails, billing-related messages, delivery status and provider message references.
03How We Use Your Information
We use personal data to operate AvailGolf and provide the features members and club administrators expect. This includes:
- creating and managing invite-led accounts;
- authenticating users and supporting password reset or account recovery;
- checking club access, role, active status and club-scoped permissions;
- helping members create, join, leave and manage playing sessions;
- supporting session messaging, notifications and member preferences;
- maintaining profiles, availability, privacy settings and club community records;
- sending transactional emails such as invites, account recovery messages and billing-related messages;
- processing reports, moderation records, feedback and support requests;
- handling privacy requests, data exports, correction requests, profile-photo deletion and account deletion or anonymisation;
- managing billing and subscription records for paid services;
- protecting the platform through account checks, role-based access, club scoping and operational records; and
- responding to support, privacy, legal and general enquiries.
AvailGolf does not currently use website analytics cookies, marketing cookies, advertising cookies or advertising pixels. Optional analytics or marketing activities would require a separate decision and an updated explanation before being introduced.
04Club Administration
AvailGolf is club-scoped. Members and administrators are linked to a club and role so access can be managed within the relevant club community.
Club administrators use the Admin Portal on behalf of their club. They may create invites, manage club member access, view same-club member information, access support context, use enabled privacy workflows and view scoped reporting or billing status for their club.
Golf clubs may make their own decisions about club membership, invites, administrator appointments, local rules, facilities and club-side complaints or conduct matters. Some privacy, support or moderation requests may require coordination between AvailGolf and the relevant club.
05Service Providers
We use service providers to operate AvailGolf. These providers process personal data only for the relevant service purposes.
- Firebase and Google services support authentication, cloud services, notifications and core platform operations.
- Stripe supports hosted payment, subscription, customer portal, webhook and billing records for paid services.
- Resend supports transactional email delivery, such as invites, account recovery messages and billing-related messages.
Some providers may process or access personal data outside the UK. AvailGolf handles those arrangements in line with applicable data protection requirements and provider terms.
06Data Retention
We keep personal data only for as long as it is needed for account operation, club access, session coordination, support, privacy requests, legal obligations, accounting, safety, moderation and platform security.
In practice:
- privacy export files are kept available for up to 30 days;
- privacy export download links are temporary;
- session message content may be retained for up to 365 days;
- deleted notification records may be kept for up to 90 days to prevent them reappearing in your notification history;
- invite links expire after 14 days; and
- billing and accounting records may be retained for tax, accounting, legal or dispute purposes.
When an account is deleted or anonymised, AvailGolf can remove profile photos and user files, replace identifying profile details and close the authentication account. Some records may still be kept when they are needed for legal, safety, billing, audit, moderation, support or operational reasons.
07Your Rights
Depending on the situation, you may have the right to:
- ask for a copy of personal data held about you;
- correct inaccurate or incomplete personal data;
- ask for deletion or anonymisation of personal data;
- restrict or object to certain processing;
- request portability of data you provided; and
- withdraw consent when a feature relies on consent.
You can make privacy requests through AvailGolf or by contacting privacy@availgolf.com. We may need to verify your identity before responding.
AvailGolf's privacy request and export workflows gather many platform records linked to a user, including account, profile, preference, communication, activity, privacy, support and report records. Some provider-held records, such as authentication provider records, Stripe records, email delivery records, support inbox correspondence or service logs, may need separate handling.
Deletion and anonymisation requests may not remove every record immediately. Some records may be kept for legal, safety, billing, audit, moderation, support or operational reasons.
08Cookies
AvailGolf uses essential cookies and similar technologies for the website, app, admin access, authentication, security and user-requested services.
AvailGolf does not currently use website analytics cookies, marketing cookies, advertising cookies, retargeting pixels or advertising pixels. Please see our Cookies Policy for more information.
09International Transfers
AvailGolf is a UK-first service, but some trusted providers may process or access personal data from other countries.
This can happen with cloud hosting, payment processing, transactional email delivery or provider support. AvailGolf considers these arrangements as part of its provider review and handles international processing in line with applicable data protection requirements.
10Contact
If you have a question about this Privacy Policy or how AvailGolf handles personal data, please use the most relevant contact route:
- Privacy: privacy@availgolf.com for personal data questions and privacy rights requests.
- Support: support@availgolf.com for account or platform support.
- Legal: legal@availgolf.com for legal notices and legal enquiries.
- General: info@availgolf.com for general questions about AvailGolf.