Privacy Policy

2. Our Products and Services

Bagroom Basics is a golf club bagroom management platform. This policy covers all of the following products and services:

• Staff Web Dashboard: the browser-based tool clubs use to manage member lists, track golf bags, push carts, and accessories, record check-in/check-out activity, search inventory, and oversee day-to-day bagroom operations.
• Tee Sheet Upload: a feature that lets club staff upload a daily tee sheet exported from their existing tee time system so that the dashboard can match players to their stored bags and generate a prioritized pull list by tee time.
• Real-Time GPS Tracking & Live Course Map: a live map that shows the on-course position of members who use the mobile app, so staff can anticipate pace of play and deliver service proactively.
• Member Mobile App (iOS and Android): lets members check in with one tap, request their bag or cart, save valet preferences, and share their on-course location for service.
• On-Course Food & Beverage Ordering: built into the member app, allowing members to order food and drinks from anywhere on the course, routed to club staff along with the member’s location.
• Subscriptions and Billing: paid plans (Standard, Premium, and Enterprise) billed through our third-party payment processor.
• Website: our marketing site, including the contact form and the review submission feature.

3. Information We Collect

We collect information to provide and improve our services to all of our users. The types of information we collect include:

• Account Information: name, email address, phone number, organization (e.g., golf course name), role, and other identifiers you provide when creating an account or subscribing.
• Member Records: information clubs enter into the dashboard about their members, including names, membership identifiers, and assigned bags, carts, and accessories, together with check-in/check-out and storage history.
• Tee Sheet Data: the contents of tee sheets uploaded by club staff, which typically include player names, tee times, group or pairing information, and any related notes contained in the export. See Section 5.
• Billing and Payment Data: subscription and payment details handled via our third-party payment processor (Stripe). We do not store full card numbers on our servers; card data is processed by our payment provider in accordance with their privacy and security practices.
• Location Information: precise GPS location collected through the mobile app from members who grant location permission. See Section 4.
• Food & Beverage Order Data: the items you order, order status, timestamps, and the on-course location attached to the order. See Section 6.
• Reviews and Testimonials: the name, rating, and text you submit through our review feature. See Section 9.
• Communications: contact form submissions, support requests, feedback, and other communications you send to us.
• Content and Media: any files, photos, videos, or other content you upload to your account.
• Usage and Device Data: logs, device information, IP addresses, browser type, app version, and diagnostic and usage information generated when you access our services.

4. Location Information (Mobile App)

Our mobile application collects precise geographic (GPS) location data from golf club members who install the app and grant location permission. Because location is central to how the app works, we describe it here in detail.

• What we collect: your device’s precise latitude and longitude while you use the Bagroom mobile app as a member of a participating golf club.
• Why we collect it: to display your real-time position on your club’s course map so that staff can locate you and deliver your golf bag, push cart, or food and beverage order to the correct place on the course.
• Background collection: with your permission, the app may collect your location in the background — while the app is not open on your screen — so that staff can continue to see your position during your round without requiring you to keep the app open. Location is collected only while you are an active, checked-in member during play.
• Consent and control: the app collects location only after you grant location permission through your device’s operating system. You can turn location access off at any time in your device settings, which immediately stops all location collection (you will no longer appear on the course map).
• Storage and sharing: your most recent location is stored to power the live map and is visible only to authorized staff of your own golf club. We do not sell your location data, and we do not use it for advertising. We do not share it with third parties except the service providers (such as our hosting and database provider) that operate the service on our behalf.

5. Tee Sheet Data

Our dashboard allows authorized club staff to upload a daily tee sheet exported from the club’s existing tee time system. Because these files contain information about club members, we describe our handling of them here.

• What we receive: whatever the club’s export contains, which typically includes player names, tee times, and group or pairing details. We do not require and do not ask for payment information, contact details, or other sensitive data in these files.
• Why we use it: solely to match players to their stored bags and generate a prioritized pull list so staff know which bags to stage and when.
• Who controls it: the club decides what to upload and when. Uploaded tee sheet data is scoped to that club’s account and is visible only to that club’s authorized staff. It is not shared between clubs.
• How it is handled: tee sheet data is used to operate the service for that club and is retained in accordance with Section 11. We do not sell tee sheet data, use it for advertising, or use it to contact members directly.
• Club responsibility: clubs are responsible for ensuring they have the right to upload member information to a third-party service under their own member agreements and applicable law. Clubs should upload only the information needed for bagroom operations.
• No integration with providers: tee sheet upload works from standard file exports. We do not connect to, and are not affiliated with or endorsed by, any tee time software provider.

6. Food & Beverage Ordering

When you place an on-course food and beverage order through the member app, we collect the items ordered, the order status and timestamps, and the on-course location associated with the order so staff can deliver it to you. This information is shared only with authorized staff of your own golf club for the purpose of preparing and delivering your order. We do not sell food and beverage order data or use it for advertising.

7. How We Use Your Information

We use the information we collect for the following purposes:

• Provide and improve services: to deliver, operate, maintain, and improve the core functionality of Bagroom Basics, including member lists, bag and cart tracking, the dashboard, the mobile app, and billing.
• Bagroom scheduling: to convert uploaded tee sheets into pull lists so bags are staged ahead of tee times.
• On-course location and delivery: to show a member’s real-time position on the course map so staff can deliver bags, carts, and food and beverage orders to the right location.
• Food and beverage fulfillment: to route orders to club staff and keep members updated on order status.
• Billing and payments: to process transactions, manage subscriptions, send invoices, and prevent fraud through our payment processor.
• Customer support: to respond to inquiries, provide technical support, and communicate service updates.
• Reviews: to review submissions before deciding whether to publish them, and to display approved testimonials with attribution.
• Security and compliance: to detect and prevent abuse, malware, or other malicious activity and to comply with legal obligations.
• Marketing and promotions: to send updates, promotional materials, newsletters, and information about new features, unless you opt out.

8. Use of Golf Course and Organization Names in Marketing

With a club’s permission, we may reference the name of the golf course or affiliated organization in our marketing materials, case studies, and promotional content. This may include:

• Listing the golf course as a client on our website or marketing collateral.
• Displaying the club’s name and, where separately authorized, its logo.
• Using short testimonials or quotes submitted by club staff, with attribution.
• Referencing the type of facility and general results (e.g., “Reduced bag retrieval times at X Golf Club”).

We will not publish sensitive or confidential information about your organization without prior written consent. If you wish to withdraw permission for the use of your organization’s name or logo, please contact us at bagroombasics@gmail.com (or the email address provided in your contract), and we will remove your organization from our website and from future marketing materials within a reasonable timeframe.

9. Reviews and Testimonials

Our website includes a feature that lets members and staff submit a review, including a name, star rating, and written comments. Submitted reviews are not published automatically. Each submission is sent to us for review, and we decide whether to publish it on our site. If we publish your review, we may display your name, rating, role, and the text you provided. Please do not include sensitive personal information in a review. If you would like a published review removed, contact us using the details in Section 17.

10. Sharing and Disclosure

We may share your information in the following limited circumstances:

• Within your club: member information, tee sheet data, location, and order data are made available to authorized staff of the golf club you belong to, so they can provide service.
• Service providers: third-party vendors who perform services on our behalf (e.g., hosting, database, analytics, email delivery, and payment processing). These providers are contractually required to protect your data.
• Legal requirements: if required by law, regulation, or valid legal process, or to protect the rights, property, or safety of Bagroom Basics, our users, or others.
• Business transfers: in connection with a merger, acquisition, reorganization, or sale of assets, your information may be transferred as part of such a transaction. We will notify you if your personal information will be transferred to a successor entity.

We do not sell personal information.

11. Data Retention

We retain personal information for as long as it is necessary to provide services to you and to comply with legal obligations. Operational data such as uploaded tee sheets and location history is retained only as long as it is useful for running the service and may be purged on a rolling basis. If you close your account, we will retain certain information for recordkeeping, fraud prevention, and legitimate business purposes unless you request deletion and it is feasible under applicable laws.

12. Security

We implement reasonable administrative, technical, and physical safeguards designed to protect the information you provide. Member data, including uploaded tee sheet data, is isolated per facility, so one club’s data is not accessible to another. While we strive to protect your data, no transmission over the internet or storage system can be guaranteed to be 100% secure. You acknowledge and accept the inherent risks of online communication.

13. Your Rights and Choices

Depending on your jurisdiction, you may have rights to access, correct, or delete the personal data we hold about you. You may also have the right to object to certain processing activities and to receive a copy of your data. You can turn off location collection at any time through your device settings, and you can opt out of marketing communications. If your information was provided to us by your club, we may direct your request to the club, which controls that data. To exercise these rights, please contact us at the address below.

14. Children

Our services are intended for businesses and professional users. We do not knowingly collect or maintain personal information from children under the age of 16. If you believe we have collected information about a child, please contact us so we can take appropriate steps to delete such information.

15. International Transfers

Bagroom Basics operates internationally. Your personal information may be accessed and processed in countries other than the one in which you reside. Where required, we will take steps to ensure appropriate safeguards are in place to protect your data in accordance with applicable law.

16. Changes to This Policy

We may update this Privacy Policy from time to time. When we make changes, we will revise the “Last updated” date at the top of this page. We encourage you to review this page periodically for the latest information on our privacy practices.

17. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or our privacy practices, please contact:

Bagroom Basics
Email: bagroombasics@gmail.com

If you wish to withdraw permission for the use of your golf course or organization name or logo in our marketing materials, please send a written request to the email above and include your organization name and account identifier. We will process these requests in a timely manner.