CLUB AGREEMENT · VERSION 2026-09-23

Club data-processing terms

Draft for review. Company registration details and publication are still being completed; acceptance is not yet enabled.

1. Parties and instructions

The club accepting these terms is the controller of its membership and tee-time booking information. Maraboustork Limited, trading as BallChute, is its processor for this service. Once published and accepted by an authorised club representative, these terms form the data-processing part of the club's BallChute service agreement.

The club instructs BallChute to process member data solely to identify and authenticate eligible users, operate fair waiting rooms and playing-group selection, and provide the information needed for the club's tee-sheet administrator to make bookings, or to submit bookings through a configured and supported back-office integration. Security, duplicate prevention, recovery and support processing must be necessary for these purposes. BallChute will not sell member information or use it for advertising, unrelated profiling, AI training or its own unrelated purposes.

Processing lasts for the service and the specific periods below. Categories include members and playing partners; information includes names, member/player identifiers, eligibility, necessary contact information, authentication records, waiting-room participation and tee-time bookings. Special-category data are not required. The club must not place unnecessary personal information in release descriptions or audit reasons.

2. Club responsibilities

The club determines and records its lawful basis, supplies its member privacy information, maintains accurate eligibility in the authoritative membership system, authorises its representatives and issues lawful documented instructions. It must have authority to connect its back-office account and use the relevant provider facilities. Club authorisation does not imply endorsement by that provider. Automatic booking is available only where the relevant integration capability is actually supported and enabled.

3. Limited storage and deletion

For integrated clubs, the back-office system remains the primary membership record. BallChute maintains a refreshable database cache, normally refreshed every five minutes, with a maximum one-hour freshness period. It is temporary storage, not a claim that information exists only in RAM. Obsolete cache entries and passwordless member profiles are removed unless needed for a live waiting-room entry or a retained booking.

Unsuccessful proposals, device leases and verification history are discarded when their release closes. Confirmed bookings, minimal identities needed to fulfil them, final tee sheets, queued delivery copies and associated booking audit data expire at the end of the playing date in the club's timezone. A later booking has its own expiry and is preserved. Other raw audit activity expires after one hour unless tied to a retained release. Expiry is enforced before serving affected records and by ongoing background cleanup; startup also reapplies expiry after a restore.

Club administrator accounts, standalone password accounts, billing records and the club's acceptance of these terms have a separate service-account lifecycle. Minimal identifiers and disabled-access restrictions may be kept to prevent a disabled member being reactivated by cache cleanup; contact/profile fields are removed when unnecessary. These exceptions must not be presented as zero personal-data retention.

Copies already exported by the club, delivered email and records in the club's back-office system are controlled by the club and relevant providers. Infrastructure backups have their own documented expiry. Deletion from the live database is not a promise of immediate deletion from every backup. A restored database must have expired data removed before serving members. On termination, BallChute will return or delete club member data as instructed, including existing copies except where law requires retention, subject to the disclosed backup-expiry arrangements.

4. Confidentiality and security

Access is limited to authorised persons bound by confidentiality. BallChute will maintain appropriate technical and organisational safeguards, including tenant/role checks, protected credentials, session expiry and necessary security monitoring, and review their effectiveness. Current controls and limitations are described in the privacy and security notice. The present browser-asserted Intelligent Golf member flow has a known impersonation limitation; acceptance of these terms does not remedy it or certify compliance.

5. Suppliers and transfers

The club grants general written authorisation for the disclosed suppliers needed for this service. Render hosts the application/database; configured email providers handle service mail; enabled verification services handle human-verification checks. BallChute will provide the actual subprocessor register and processing locations, impose equivalent data-protection obligations on subprocessors and remain responsible for their performance to the club. It will give advance notice of additions or replacements and a reasonable opportunity to object before the change takes effect. Restricted international transfers require applicable safeguards and documented instructions. The supplier and transfer register must be completed before these terms are enabled for acceptance.

6. Requests, incidents and assistance

BallChute will assist the club with individuals' rights, security obligations, impact assessments and prior consultation where required, taking account of the processing and available information. It will notify the club without undue delay after becoming aware of a personal data breach, provide known facts and containment measures, and update the club as investigations proceed. The club is responsible for its regulator and affected-person notification decisions. Neither party should ask members to disclose passwords to make a privacy request.

7. Accountability and lawful instructions

BallChute will make information necessary to demonstrate compliance available and allow and contribute to audits or inspections by the club or its mandated auditor. It will immediately inform the club if an instruction appears to breach applicable data-protection law. Processing required by law outside the club's instructions will be notified before processing unless the law prohibits notice. Changes to these terms must be versioned and notified; an existing acceptance will not silently become acceptance of a later version.

Privacy and contract contact: admin@ballchute.co.uk.