Privacy notice
How Golf Day HQ and the Golfday Score app handle the information you give us.
What we collect, and why
| Information | Why we need it | Shown publicly |
|---|---|---|
| Golf day title, date, venue, town, province, street address, entries closing date and description | To publish the listing in the public directory. | Published |
| Flyer image | To display on the listing. | Published |
| Your name or club | To identify who is running the day, so entrants know who they are dealing with. | Published |
| Your email address | To send the confirmation link that publishes the listing, and to contact you about it. | Not published |
| Your phone number (optional) | To contact you about the listing if email fails. | Not published |
| If you choose to set an organiser password (optional) | Stored only as a one-way hash so nobody here can read it, and used only to sign you in. You do not have to set one - an emailed sign-in link always works - and you can remove it again at any time under Settings. | Not published |
| When you reserve a four-ball: your name, email address and phone number | To hold and confirm your reservation, and to give the organiser a way to contact you about the day. Shared with that organiser only. | Not published |
| An account, made for you when you book or when you accept an invitation, or made because you asked for one | So your next booking is quicker and your golf days are in one place. It holds the same name, email address and phone number you gave - nothing more. There is no password unless you set one; we email you a link to sign in. Either way the email we send carries a one-click link to remove it - a form takes any address anybody types, so somebody who did not ask for the account must be able to be rid of it without signing in. You can also delete it from Settings, or ask us any time. Accepting an invitation to a golf day makes one too, because answering from the link sent to your address shows the address is yours. That one carries no email of its own yet, so if you want it gone, ask us and we will remove it. It does not put you on any mailing list, and it does not tell the organiser anything your answer did not. | Not published |
| The players in your four-ball and their gender (optional names) | So the organiser knows who is playing. Shared with that organiser; once they bring your booking into their golf day, each player's name and division are also shown to the other players in that four-ball. Gender is used only to decide which men's and ladies' side competitions each player can enter, and is never shown publicly. | Not published |
| When an organiser invites you to a golf day they run: your name, email address, phone and handicap, whether you play in the men's or ladies' division, and your answer | Supplied by the organiser, who is the party that holds your details; used to send you the invitation and to plan the day. Every invitation email carries a one-click link to stop emails about that golf day. Your name, whether you are coming, your handicap and your division are shown to the other players in your four-ball, so they know who they are playing with; your email address and phone number are not. Nobody outside that golf day sees any of it. Your division is used only to decide which men's and ladies' side competitions you can enter, and is never shown publicly. | Not published |
| When a golf day you are coming to gives away something in sizes, such as a golf shirt: your size of each item | So the organiser can order the right sizes and hand you yours. Asked when you say you are coming, and you can change it until the organiser locks the line-up; after that, ask them. It is seen by that golf day's organiser and by you, and not by the other players in your four-ball. It is deleted with the rest of your details. | Not published |
| Whether you would like to hear about other golf days, recorded when you pay for a booking or tick the marketing box on the booking or registration form | Golf Day HQ does not itself send that kind of email; we keep the choice against your account so it is honoured if that ever changes. The same choice decides whether the organiser you booked with may email you about their other golf days through this site. It does not affect this booking, or any golf day you have actually entered - an organiser can still contact you about that one directly. Listing a golf day does NOT put you on this list. | Not published |
| When an organiser you booked with, or were invited by, emails you about one of their golf days through this site: whether the email was delivered, whether it was opened, and whether a link in it was clicked | Recorded by our email service for each person the email went to. The organiser who sent it can see whether it reached you, whether you opened it and whether you clicked a link in it, so they know who has seen the news. We also use it to stop sending to an address that no longer works. It is kept only as long as that organiser keeps your details - at most twelve months after you last booked with them or were invited by them - and is deleted with them. Every one of those emails carries a link to stop that organiser emailing you, or to stop email from this site altogether. | Not published |
| When you use the Golfday Score app: player names and handicaps supplied for the golf day, player identifiers and invitation identifiers, the scores you enter, score times, an app-generated device identifier and the marker's identity (their invitation identifier) | Scores are stored on your device so the app keeps working without a signal. For an organiser-linked golf day, they sync to that organiser's golf day to link each score to the right player, calculate standings, apply corrections, record which marker entered or corrected it, and distinguish devices used by different markers. The organiser and players in your four-ball can see the relevant names, handicaps, scores and standings. They are not published in the public directory. They are not sold or used for advertising. | Not published |
| When you pay online: your name, email address, the amount and the golf day's name | Passed to the organiser's payment provider so it can take the payment. The provider is PayFast (Payfast (Pty) Ltd), chosen by the organiser and holding their own account with it. You enter card or bank details on PayFast's page, never on this site. Golf Day HQ does not receive or hold the money. | Not published |
When you submit a listing
By submitting this listing you agree that the event details, the flyer image and your name or club will be published on this site. Your email address and phone number are not published - they are used only to confirm the listing and to contact you about it.
A listing is only published after you click the confirmation link we email you, so nothing appears on the site until you have confirmed it.
Who else handles your information
Our confirmation and notification emails are sent through Crown Software's own message gateway and delivered by Microsoft 365, which means your email address passes through Microsoft's mail service. Both act on our instructions and for no other purpose.
Where an organiser takes online payments, we hand you to their payment provider. The provider is PayFast (Payfast (Pty) Ltd), chosen by the organiser and holding their own account with it. You enter card or bank details on PayFast's page, never on this site. Golf Day HQ does not receive or hold the money.
How long we keep it
Listings and the details attached to them are kept while they are useful as a record of past golf days. If you want yours removed, ask us and we will remove it.
Once something is removed - by you, by the organiser running the day, or because you asked us - we keep it for a further twelve months and then delete it for good. That covers invitations and the name, email address, phone number, handicap and gender on them, the sign-in links we email organisers, and the four-ball groupings on a golf day. The delay is so an organiser who removes a player by mistake can ask us to put them back; after twelve months it is gone and we cannot restore it.
An organiser keeps a contact list of the people they have reached through this site, and a contact outlives the golf day that introduced it. We keep one for twelve months after the last time anything happened - an invitation, a reply, a booking, a round played. Anything you do starts that year again, so somebody who plays every season is never dropped. If an organiser uploaded your details and you have never had any dealings with them through us, we keep them for three years at most and then delete them. Each organiser's list is their own: it is never shared with another organiser, and you can ask any of them to stop.
If you tell us to stop emailing you, we keep a record of that for good, and it is the one thing here we do not delete. It is your email address, the date, and - if you stopped a single organiser rather than all of them - which organiser it was. Nothing else: no name, no telephone number, no golf day. We keep it precisely so that we can honour your answer later, when the contact details it was given on have been deleted or the same address is uploaded to us again. Holding an address in order never to write to it is less than the alternative, which is forgetting and contacting you afresh.
Records of a booking are the exception, and we keep them whole. If you booked a four-ball, your name and contact details stay on that booking along with what was paid and refunded, because it is a financial record that both you and we may need later. We hold it because you gave it to us for that booking - not because of anything the organiser did or asked for - so an organiser leaving the site does not remove it. Ask us and we will tell you what we hold about your booking, or remove it.
Organiser-linked rounds are not automatically removed from your device. Unlinking a round keeps every score on that phone and only clears the details used to sync it with the organiser. Deleting a round removes it from the active app, but its local SQLite rows are soft-deleted rather than erased from the phone. Neither action deletes scores already synced to Golf Day HQ. On our backend, score history stays with the associated invitation and follows the backend retention rules above. To request deletion of synced score data, email privacy@crownsoftware.co.za and include the golf day, player name and invitation details so we can verify the request.
Access, correction and deletion
You can ask us what we hold about you, ask us to correct it, or ask us to delete it. Email privacy@crownsoftware.co.za from the address you used to submit the listing, and we will act on it.
If you have a Golf Day HQ account, you can do two of these yourself in Settings: "Download my data" gives you a copy of everything we hold about you, and "Delete my account" removes it.
Asking for a listing to come down
You do not need an account, and you do not have to email anybody. If a golf day is listed on this site and you want it taken off, use the ask for a listing to come down form. The same link is at the foot of every listing page, where it carries that listing's number for you.
What happens next depends on who put it there. Where Golf Day HQ listed the golf day itself, the listing comes off the site immediately and somebody contacts you afterwards. Where the organiser listed their own golf day, we record your request and a person deals with it - we do not remove an organiser's listing on an anonymous request, because anybody could then remove anybody's.