Data processing addendum

1. Roles

For course data, you are the business or controller: you decide what is collected and why. TeeMarshal is your service provider or processor: we process course data only to provide the service to you. For our own account, billing, and website data we act as a controller, as described in the privacy policy.

2. What we process

3. Our obligations

• We process course data only on your documented instructions. The terms, this addendum, and the settings you choose in the app are your instructions.
• We do not sell course data or share it for cross-context behavioral advertising.
• We do not retain, use, or disclose course data outside our direct business relationship with you or for any purpose other than providing and securing the service, except as the law permits a service provider to do.
• We do not combine course data with personal information from other sources to build profiles of your golfers, except where you turn on shared golfer records across courses in your own organization.
• We do not market to your golfers.
• Everyone at TeeMarshal with access to course data is bound by confidentiality obligations.
• We will tell you if we believe an instruction breaks the law or if we can no longer meet our obligations under applicable privacy law.

4. Your obligations

• Have a lawful basis and a privacy notice for the data you collect from golfers.
• Collect and keep the consent required for marketing email and text messages, including for imported contacts that you attest have consented.
• Give staff only the access they need and remove it when they leave.

5. Security measures

We maintain technical and organizational measures appropriate to the risk, including:

• Tenant isolation enforced in the database with row-level security on every table, verified by automated tests that confirm one course cannot read or write another course's rows.
• Encryption in transit (TLS) and at rest.
• Card data handled only by Stripe, so that it never reaches our servers (PCI SAQ A scope).
• Privileged credentials kept only in server-side environments, with automated checks that they are not shipped to browsers.
• Signature validation on inbound webhooks, and rate limiting on checkout, login, and API endpoints.
• Point-in-time database backups with a weekly restore drill.
• An audit log of booking, pricing, and administrative actions, and an explicit audit entry whenever our support staff view your account.
• Error monitoring, uptime monitoring, and on-call alerting.

More detail is on the security page. We may update these measures as long as the overall level of protection does not go down.

6. Subprocessors

You authorize us to use the subprocessors listed on the subprocessors page. We put each one under a written contract with data protection obligations at least as protective as this addendum, and we remain responsible for their work. We will update that page at least 30 days before a new subprocessor starts processing course data. If you object on reasonable data protection grounds and we cannot resolve it, you may cancel the affected service and receive a prorated refund of any prepaid fees.

7. Requests from individuals

The app gives you tools to look up, correct, export, and delete a golfer's record. Deleting a golfer anonymizes their name, email, and phone and keeps the financial rows you need for your books. If a golfer sends a request to us directly, we will forward it to you and will not respond on your behalf except to say that we have done so.

8. Security incidents

If we become aware of unauthorized access to, or loss or disclosure of, course data, we will notify the owner contact on your account without undue delay and no later than 72 hours after we confirm the incident. The notice will describe what happened, what data was involved as far as we know, what we have done, and what we recommend you do. We will keep you updated and cooperate with your own notification obligations.

9. Return and deletion

You can export all course data at any time from settings as a set of CSV files, and through the API. After cancellation your data remains available for export for 30 days. We then delete or anonymize it within a further 60 days, except where the law requires us to keep it. Backups age out on their normal schedule. Standard retention while you are a customer: message content 13 months, call transcripts 90 days (configurable), audit log 7 years.

10. Audits and information

On request, no more than once a year, we will answer a reasonable security questionnaire and share summaries of our security practices and any third-party reports we hold. If that is not enough to show compliance and the law gives you an audit right, we will agree a scope and schedule for an audit at your cost, conducted with reasonable notice and without access to other customers' data.

11. Location and transfers

Course data is stored and processed in the United States. The service is offered to courses in the United States. If you need terms for transfers from another country, contact us before using the service for that data.

12. Order of precedence

If this addendum conflicts with the terms of service on the subject of personal information, this addendum controls. Liability under this addendum is subject to the limits in the terms.

Contact

Data protection questions: privacy@teemarshal.com.