This policy applies to Subscribers, Authorized Users, and Visitors, as those terms are defined in Section 1 of the ClubForge Terms of Service. Capitalized terms not defined in this policy have the meanings given in the Terms of Service.
1. Information We Collect
Account and administrator information. We may collect names, email addresses, login credentials or credential-derived security information, roles, permissions, account status, and related account-administration information.
Organization information. Subscriber organizations may provide information such as organization name, legal name, address, contact information, website information, branding, time zone, and administrative contacts.
Member information. Subscriber organizations may provide or maintain information about their members, including names, email addresses, telephone numbers, player ID numbers, handicap information, membership dates, roles, activity status, and similar club-related information. Player ID numbers and handicap information are entered into ClubForge by the subscriber organization or its members. ClubForge does not connect to, retrieve information from, or transmit information to any external handicap system.
Tournament and club-activity information. ClubForge may process tournament registrations, assignments, handicaps, scoring information, results, volunteer assignments, calendar information, communications, and other information necessary to operate a subscribing organization’s ClubForge services.
Public inquiries and communications. If you contact a ClubForge subscriber through a public contact form or communicate with ClubForge, we may process your name, email address, message contents, and related correspondence.
Visitor information. If you are a Visitor — that is, you browse the ClubForge public website or a ClubForge-hosted public organization website without logging in — you are not required to create an account or provide personal information. In that case we process only the technical and security information described below, together with any information you choose to submit through a public contact or inquiry form.
Dispute and legal correspondence. If you send ClubForge a notice of dispute, an arbitration opt-out notice under Section 28.7 of the Terms of Service, or other legal correspondence, we process the information contained in that notice — including your name, email address, the account or submission it concerns, and the contents of the notice — in order to respond to it and to maintain a record of it.
Subscription and billing information. ClubForge stores billing-related identifiers and subscription information necessary to administer subscriptions, such as Stripe customer and subscription identifiers, subscription status, billing-period dates, trial information, and cancellation status.
ClubForge does not store raw payment-card numbers, card security codes, bank routing numbers, or bank account numbers. Payment information is collected and processed through Stripe.
Technical and security information. ClubForge may automatically process information such as IP address, browser or device information, authentication/session information, timestamps, request information, and security or diagnostic data. This information may be used for authentication, fraud prevention, abuse prevention, rate limiting, troubleshooting, and security. ClubForge also uses first-party analytics to understand how its website and services are used. These analytics are collected and stored by ClubForge itself, are aggregated at the visitor or session level, are not used to identify individual visitors, and are not shared with third-party advertising networks.
2. How We Obtain Information
We may receive information directly from individuals using ClubForge, from subscriber organizations and their authorized administrators, through organization members using ClubForge, automatically through use of the service, and from Stripe and other service providers where necessary to provide ClubForge services.
A subscriber organization may enter information about its members even when those individual members did not enter the information themselves.
3. How We Use Information
ClubForge may use information to:
provide and operate ClubForge services;
maintain user and organization accounts;
operate tournament, membership, calendar, website, scoring, reporting, and communications features;
authenticate users and enforce roles and permissions;
process and administer subscriptions;
communicate with subscriber organizations and users;
respond to inquiries and support requests;
prevent spam, abuse, fraud, and unauthorized access;
diagnose technical problems and maintain reliability;
protect ClubForge, subscriber organizations, and users;
comply with applicable legal obligations; and
establish, exercise, or defend legal claims, and administer disputes, including arbitration opt-out elections; and
maintain appropriate business and operational records.
ClubForge does not use subscriber member information for unrelated advertising or marketing purposes.
4. Subscriber Organizations and Member Information
Subscriber organizations determine much of the member and club information entered into ClubForge and the purposes for which their administrators use that information.
Subscriber organizations are responsible for ensuring that they have appropriate authority to provide member information to ClubForge and to use ClubForge to administer their organization. As between the parties and for purposes of applicable data-protection laws, each Subscriber organization is the controller of its member information and ClubForge acts as a processor or service provider that processes that information on the Subscriber’s behalf and under its instructions.
ClubForge processes and hosts that information in order to provide the services requested by the subscribing organization.
If you are a member of a subscribing organization and have questions about information maintained by your club, you should ordinarily contact your organization first. ClubForge may assist the organization when necessary to fulfill an appropriate request.
5. Service Providers
ClubForge relies on third-party service providers to operate portions of the service. These currently include Microsoft Azure for application hosting, database infrastructure, and related cloud services; Microsoft Azure Communication Services for email delivery; and Stripe for subscription billing, payment processing, and hosted billing-management services.
These providers may process information as necessary to perform services for ClubForge and may have their own privacy and security obligations and policies. ClubForge may also use additional vendors as reasonably necessary to operate, secure, support, or improve the service.
6. Payment Information
Subscription payments are processed through Stripe. Payment-card and bank-account credentials are entered into Stripe-hosted services rather than stored directly by ClubForge. ClubForge receives only the Stripe identifiers, subscription information, payment status, and other billing metadata required to administer the ClubForge subscription.
7. Email and Organization Communications
ClubForge allows authorized subscriber organizations to communicate with their members and other recipients. Subscriber organizations control the content and intended recipients of organization communications sent through those features.
ClubForge may separately send service-related communications concerning accounts, billing, security, support, or operation of the ClubForge service. Commercial marketing communications sent directly by ClubForge, if introduced in the future, may be subject to additional preferences and opt-out mechanisms.
8. Cookies and Authentication
ClubForge uses cookies and related session technologies where necessary to authenticate users, maintain secure sessions, preserve application state, and protect the service. ClubForge also uses first-party cookies or similar session identifiers to measure anonymous website and application usage. These identifiers are set by ClubForge, are not tied to an identified individual, and are not used for advertising.
ClubForge does not use these technologies for third-party behavioral advertising, and does not permit third-party advertising networks to set cookies through the service. Visitors browsing public pages without logging in may be served cookies or similar identifiers necessary to operate and secure the site and to support the first-party anonymous usage analytics described above. You can control or delete cookies through your browser settings, though some parts of the Service may not function correctly if essential cookies are blocked.
9. How We Disclose Information
ClubForge may disclose information to the subscriber organization responsible for the applicable account or member data; to authorized users of that organization according to ClubForge roles and permissions; to service providers acting on ClubForge’s behalf; when reasonably necessary to protect security, rights, or safety; when required by law or legal process; or in connection with a merger, acquisition, financing, reorganization, sale of assets, or similar business transaction, subject to applicable legal requirements. Where a dispute arises, ClubForge may also disclose information to its legal advisors and insurers, and to an arbitration provider, arbitrator, mediator, court, or opposing party, to the extent reasonably necessary to resolve that dispute.
ClubForge does not sell subscriber member information as part of its business model.
10. Data Retention
ClubForge retains information for as long as reasonably necessary to provide the service, maintain appropriate business and security records, comply with legal obligations, resolve disputes, and enforce agreements. Different categories of information may be retained for different periods. ClubForge does not retain personal information collected from a child under 13 (if any) for longer than reasonably necessary to fulfill the purpose for which it was collected, consistent with the Children’s Online Privacy Protection Act. Account and organization records are generally retained for the life of the subscription and for a reasonable period afterward; technical and security logs are retained for a shorter period; and billing records are retained as long as required for tax and accounting purposes. Information about a member under 13, if any is provided by a subscriber organization, is retained only as long as reasonably necessary to provide the service to that organization and is deleted on request as described in Section 13.
Cancellation of a ClubForge subscription does not necessarily result in immediate deletion of organization or member information.
ClubForge retains arbitration opt-out notices and dispute correspondence for as long as the related election or claim could remain relevant, and in the case of an opt-out notice, for as long as that election remains in effect.
11. Security
ClubForge uses reasonable administrative, technical, and organizational safeguards designed to protect information against unauthorized access, loss, misuse, or alteration. No internet service, database, or security system can guarantee absolute security. If ClubForge experiences a security incident affecting personal information, it will notify affected Subscribers and individuals as required by applicable law.
12. Access, Correction, and Deletion Requests
Individuals may contact ClubForge regarding requests to access, correct, or delete personal information associated with ClubForge. Where information is controlled by a subscribing organization, ClubForge may direct the request to that organization or coordinate with the organization before making changes.
Requests may be subject to identity verification, legal requirements, legitimate retention needs, and technical limitations. A Visitor who submitted information through a public contact or inquiry form may request deletion of that submission by contacting us at privacy@clubforgegolf.com. Where the inquiry was directed to a subscriber organization, we may refer the request to that organization. ClubForge cannot delete records of an arbitration opt-out notice or other dispute correspondence, because those records evidence a contractual election or an actual or potential legal claim; we retain them as described in Section 10 and use them only for that purpose.
12A. Your State Privacy Rights
Depending on where you live, you may have rights under state privacy laws (for example, in California, Colorado, and other states) to access, correct, delete, or obtain a copy of your personal information, and to opt out of certain processing. ClubForge does not sell personal information or share it for cross-context behavioral advertising. Because ClubForge processes most member information on behalf of subscriber organizations, we may refer your request to the applicable organization or fulfill it on the organization’s behalf. To exercise any available right, contact us at privacy@clubforgegolf.com.
12B. Disputes Relating to This Policy
Any dispute arising out of or relating to this Privacy Policy, or to ClubForge’s handling of personal information, is governed by Section 28 of the ClubForge Terms of Service, including its governing-law, informal-resolution, arbitration, class-action-waiver, and coordinated-filing provisions, and including the opt-out available to Visitors under Section 28.7.
13. Children
ClubForge is intended for use by golf clubs, their administrators, and their members, and is not directed to children as a general-audience service. ClubForge does not knowingly collect personal information directly from children under 13 except as provided to ClubForge by a subscribing organization about its members. Where a subscribing organization enters information about a member under 13 (for example, a junior golfer), the organization is responsible for providing any notice and obtaining any verifiable parental consent required by the Children’s Online Privacy Protection Act and other applicable law, and represents that it has authority to provide that information. ClubForge processes such information solely to provide the service to the organization and does not use it for advertising or for any purpose beyond providing, securing, and supporting the service.
If ClubForge learns that it has collected personal information from a child under 13 in circumstances requiring parental consent that was not obtained, ClubForge will take appropriate steps to delete the information or obtain the required consent. A parent or guardian may contact ClubForge at privacy@clubforgegolf.com to review, delete, or refuse further collection of their child’s information; ClubForge may coordinate with the child’s organization to do so.
14. Changes to This Privacy Policy
ClubForge may update this Privacy Policy from time to time as the service, business, or legal requirements evolve. When we make changes, we will update the effective date. If a change is material, we may provide additional notice where appropriate.
15. Contact Us
Privacy-related questions or requests, including requests concerning access, correction, or deletion of personal information, may be sent to ClubForge at privacy@clubforgegolf.com.
For ordinary product, account, or technical support, please contact ClubForge at support@clubforgegolf.com.
ClubForge is operated by ClubForge, LLC, an Arizona limited liability company, 725 E Road 2 N, #802, Chino Valley, AZ 86323. Written privacy requests and notices may be sent to that address.