This document answers straightforward questions. We want you to understand exactly what data our systems touch, why we touch it and how you can keep control of it. If anything here reads unclear, please write to order@holeinone.mom before you worry.
1. Introduction
HoleinOne is the developer behind the scoring hut platform for golf course operators. The platform is operated for club managers by Holeinone Bigsau LLC, at 5151 S 2870 E, Holladay - 84117-7176, United States (US) (the Company). This Privacy Policy explains how the Company collects, uses, stores and protects personal information whenever anyone visits this website, requests a demo, books a slot through a club that runs on our systems, or posts a score in a league the club operates.
The simplest promise we make is this: your information belongs to the club you play at and to you. The Company only sees what is needed to keep the sheets, the scores and the calendar honest and running. We never sell personal information, and we never hand a stranger your tee time, your handicap index or your email address to somebody who has no business use for it. This page sets out the full details behind that promise.
2. Who This Policy Covers
This policy covers four groups of people. First, it covers the club operators, owners, general managers, league directors, pros and assistant staff who authorise and administer a HoleinOne system. Second, it covers the members and daily-fee guests who book slots, post scores, join a league or shop the pro shop through a club that runs our software. Third, it covers the business partners, vendors and contractors who help the Company deliver service. Fourth, it covers the visitors who browse this website or email the team directly.
Where a club runs the platform on behalf of its own players, the club is the data controller of the player records and the Company is a processor. Where the Company markets directly to a club or a visitor, the Company is a controller of that direct relationship. We call out these two roles where it matters below. Whichever role applies, the practical effect for you is the same set of clear rules.
3. Information We Collect
We collect only the information a working golf operation actually needs. The categories we hold break down as follows.
Contact and identity details
When a club signs up or a manager requests a demo, we hold the name, business email, phone number, employer name and role. For players, the club we serve typically records the name, an email or phone, membership number and handicap index. We see these only to the extent the club puts them through our systems.
Tee time and booking data
Scheduling information including the chosen slot, the party size, standing group preferences, cart requests and payment confirmation references. Payment card numbers themselves do not pass through our storage; they go to a payment processor and sit under whatever separate rules apply to that processor and its own processing.
Score and league data
Hole-by-hole scores, league standings, side game settlements, handicap posting records and tournament results. This content is the working heart of the scoring hut and belongs, in the clearest sense, to the club and its players.
Technical and usage data
When you visit the website we hold log style detail such as the browser type, device model, referring page and the pages you open. We also keep a minimal technical log for security reasons, as described in the security section.
4. How We Collect It
Information reaches us through five ordinary routes that match the five flag stations on a course. When you book, the calendar form sends the slot to us. When you check in, the cart barn entry records your group. When you play, score entries from the cart path travel through the platform. When you shop, the pro shop till writes its line to the inventory ledger. When you celebrate, tournament and league results post to the board.
We also collect information directly when you contact us by email, phone or an enquiry form, and automatically when your browser loads this site. We do not scrape your personal feeds, buy marketing lists about you, or invite third parties to drop tracking beacons across a club page. The Company gains data on a need basis, tied to a real round or a real relationship rather than collected at large.
5. How We Use Information
Every use traces back to running the operation you asked for. We use contact details to set up an account, answer questions, send booking confirmations and reminders, and request the feedback that improves a service. We use scheduling data to hold slots, enforce pace rules and prepare the morning cart queue. We use score records to settle side games, publish standings, compute handicaps and populate leaderboards.
We use usage data to keep the site reliable, to find errors and to decide which feature deserves the next build. With your separate consent, we may send a short note about a product update or a seasonal offering. You can stop marketing notes at any time. We never use a players score or tee time for advertising or sell particular behaviour to an outside advertiser.
6. Lawful Bases
Where the privacy law of a region applies a lawful basis test, the Company relies on the basis that fits each use. For most processing that basis is contract, because the information is needed to deliver the booking, the league or the service a person asked for. For security and fraud prevention the basis is a legitimate interest that outweighs any risk to an individual. For a marketing note the basis is consent, which you may withdraw freely. For record keeping that the law requires, the basis is a legal obligation. We choose the narrowest basis that fits and do not invent extra reasons to widen our reach.
7. Cookies and Similar Technology
This site uses a small and honest set of cookies. A preference cookie remembers whether you accepted this policy. A session cookie keeps a logged-in club operator signed in for the working day. A minimal analytics marker lets us count visits and see which screens slow down, without following you around the wider web. We do not use advertising cookies, cross-site fingerprinting, or any script that rebuilds a picture of your life beyond the scoring hut.
Your browser settings let you block or delete these cookies. If you switch them off, the site still loads, though a remembered login may ask you to sign in more often. The cookies we rely on are safe, small and explained in plain words because hidden machinery has no place at a golf desk.
8. Third Party Sharing
We share information only where a task truly demands it, and we keep each share as small as the task allows. The categories of recipient are these. Payment processors receive the minimum needed to take a fee. Cloud infrastructure providers host the servers that store the data. A support ticketing service sees the message thread when you write for help. Weather services receive a course region so the rain-line alert can watch the right sky. We require each recipient, by written contract, to use the data only for the task and to guard it as the Company would.
We do not sell personal information. We do not rent member lists, share handicap indices for profit, or allow an advertiser to buy tee time behaviour. Outside an order from a court of proper authority, a sale of the business or the express instruction of the governing club, we do not hand your records to a stranger because they ask nicely.
9. Course Data Belongs to the Club
A core principle of the platform is that the club owns the player operation data. The league roster, the current season scores and the booking history sit for the benefit of the club that runs them. When a club changes software or closes a booking season, the club can export its own records in a plain and readable format. The Company maintains that data only as long as the club keeps a live account and the players keep a legitimate interest.
This is worth its own section because it shapes every other promise. The scoring hut is the property of the clubhouse; the Company is the steward who keeps the cards straight. Where a player asks their own questions about a record held by their club, we point them to the club first, since the club holds direct authority over that play.
10. Privacy for Children
The platform is built for adults who book rounds, hold a handicap and run a shop. It is not directed at children and we do not knowingly collect personal information from a child under the age of thirteen. A junior program or a family tee time is arranged through a responsible adult account at the club. If we learn that we hold a record belonging to a child under thirteen gathered without a parent or responsible adult, we delete it quickly. If you believe such a record exists, tell us at order@holeinone.mom and we will act on the same day.
11. Retention Periods
We hold information only as long as there is a reason to hold it, and we clear it when the reason ends. An active booking is kept for the season it runs. A completed scorecard is kept while a league season stands and while a handicap index needs its history. Payment confirmations are kept for as long as accounting rules require and no longer. Visitor logs are trimmed to a short window for security review. Closing an account starts a tidy wind-down: scores stay for a fair and easy reference period, then the export is offered and the working copy fades away in an orderly manner.
Archived backups follow the same discipline. Nothing sits forever simply because it was once easy to store, because a course that never cleans its own record drawer buries the honest card underneath.
12. Security Measures
We treat the protection of a round like the safety of a grounds crew before a storm. Access to staff accounts uses strong passwords and a second factor wherever a door allows it. Data travels to you under a secure link, encrypted in transit, and is encrypted at rest on our servers. Roles limit who can see what, so the marshals face the sheet they run and nothing wider.
We keep a modest technical log of unusual access attempts so we can catch a problem early. Staff access is recorded, reviewed on a schedule and removed the moment a person leaves a project. In the unlikely event of a breach that touches your personal information, we notify the people at risk and the relevant regulator without unreasonable delay, and we take steps to close the door, change the keys and learn from the failure.
13. Your Rights
Depending on where you live, the law may grant you a set of rights over your information. In general we honour the following for anyone who asks. The right to access a copy of what we hold about you. The right to correct a fact that is wrong, such as a mis-typed email or a number that does not belong to your round. The right to deletion of records we hold about you that we no longer need. The right to restrict or object to certain processing. The right to data portability, so you can move your records in a plain format. And the right not to suffer a penalty for exercising any of these.
We will normally honour a request within thirty days of a clear and verified request. Where a record is governed by the club that runs the system, we route the request to that club to settle, because the club holds the direct authority. We never charge for a reasonable first request, and we never punish you for making one.
14. State Law Rights in the United States
Our office sits at 5151 S 2870 E, Holladay - 84117-7176, United States (US), and several states give their residents extra protection. Residents of states with a privacy law of their own may ask to confirm what we collect, to learn whether we sell or share for cross-context advertising (we do not), and to delete their records. We do not discriminate against a person who exercises a state law right, and we will not raise a price or drop a service because of a request.
Authorised agents may act for a consumer under those laws, and we will verify the identity behind any such request. Alongside the general rights in the previous section, this clause simply confirms that a Utah visitor, a California visitor and a guest from any other state all stand on the same honest ground at our scoring hut desk.
15. International Transfers
The Company stores and serves data primarily from servers the team controls in North America. If your club operates outside the United States, the information your players post may be transferred to and kept in the United States or in a region where the infrastructure partner hosts. Where a transfer crosses a border that the law treats as sensitive, we rely on a legal mechanism that the region accepts, such as a standard contractual clause or an adequacy decision, so the same level of protection travels with the data rather than being left behind at the border.
16. Third Party Links and Services
This website and the club dashboards carry links to sites we do not run, including payment pages, weather providers and the outward storefronts of our partners. When you leave the scoring hut and step onto another porch, the separate privacy rules of that provider take over and this policy no longer answers for what happens there. We choose partners we trust, but we cannot answer for their desks, so we encourage a quick glance at their policies before you hand over a card or an address on a foreign page.
17. Do Not Track
Some browsers send a Do Not Track preference with a request. Because we already refrain from the behaviour that preference seeks to stop, we do not change our collection in response to that signal, since our baseline is already the honest floor. We collect no advertising profile and follow no visitor across unrelated sites, so there is no track to turn off in the usual sense. We mention this plainly so no visitor wonders what a hidden setting might have changed behind the scenes.
18. Automated Decision Making
No important judgement about you runs on an algorithm with no human in the loop. A system may sort a leaderboard, post a handicap revision or release a held slot on a rule you can read, but a person of skill always stands behind the decision that carries weight. If you believe an automated outcome misunderstood your round, raise it with the club or with us, and a member of the team will review the card by hand rather than hide behind a number.
19. Changes to This Policy
Rules and laws change, so this page will be revised when the facts underneath it change. When we update the policy we place the new date at the top of the page and describe what shifted when the change is more than a wording touch. A material change to the way we use your information earns a clear heads-up, sent to the address we hold for you, well before the new rule takes effect. By continuing to use the platform after an update takes effect, you accept the revised terms as they appear on this page.
20. Contact Us
If you have a question about this policy, a request about your records, or a concern you want a human to answer, the open lines are simple. Write to order@holeinone.mom, call +16893996496 during business hours, or send mail to Holeinone Bigsau LLC, 5151 S 2870 E, Holladay - 84117-7176, United States (US). We answer privacy mail within two business days and treat every message as a request from a real person rather than a formality.