Privacy Policy

1. Who we are

TeeCheck is operated by TeeCheck Limited ("TeeCheck", "we", "us", "our"), a company registered in New Zealand (company number 9465551, NZBN 9429054024830) of 2 Kenilworth Grove, Silverstream, Upper Hutt 5019, New Zealand.

We are an "agency" for the purposes of the Privacy Act 2020 (New Zealand). That Act applies to all the personal information we hold, wherever the person is. We are currently a small business under Australia's Privacy Act 1988, so the Australian Privacy Principles don't apply to us by law, but we handle information about people in Australia in line with this policy. If that Act starts to apply to us, we will comply with it and update this policy. This policy explains what personal information we collect through the TeeCheck web application and mobile applications (together, the "Service"), why we collect it, who we share it with, and the rights you have over it.

Questions, access requests, correction requests and complaints: support@teecheck.golf.

2. Who this policy is for

TeeCheck is business software. Staff at golf venues (golf clubs, driving ranges and indoor simulator venues) use it to check, hire out and manage equipment such as clubs, bags, trolleys, carts, bays and golf balls.

The people whose personal information we hold as our own are:

• venue staff with a TeeCheck account: Managers and Inspectors;
• head office staff who are members of a Group of venues; and
• the billing contact a venue gives us.

The Service is not offered to consumers, and we do not collect information about members of the golfing public for our own purposes. A venue may, however, choose to record details about its own customers in TeeCheck, for example a name in a hire note or a member charge note. We hold that information only on the venue's behalf, and we don't use or disclose it for our own purposes. Under section 11 of the Privacy Act 2020, that means it is treated as held by the venue, which is responsible for it. If you ask us about it, we will pass your request to the venue and help it respond.

3. Personal information we collect

We collect only what the Service needs in order to work. For people who use the Service, that is:

• Account information: your full name and email address, and your role at each venue or Group you belong to.
• Venue information: the name and address of the venue you work for.
• Check (inspection) records: which staff member checked which item, when, the result, any fault noted, and who later resolved it.
• Hire records: which staff member checked an item out or back in, when, the bay and hours, and any hire note or charge note staff add.
• Photographs: images of equipment taken or uploaded by staff during a check, for example to show a worn grip or a cracked shaft.
• Venue photo: if a Manager adds one, a photo of the venue shown on its home screen in place of the standard golf photo.
• Billing details: the billing contact's name and email, the business address and country, and for Australian businesses the ABN and GST status. Card details are handled by Stripe (section 4).
• Join and invitation records: who invited whom, and how many invitations and join codes a venue has used, so we can prevent misuse.
• Push notification device tokens: an identifier issued by Apple or Google that lets us send a notification to your device. It identifies the device, not you, but we treat it as personal information because it is linked to your account.
• Authentication credentials: handled by our authentication provider. Passwords are stored only as a cryptographic hash. We never see, and cannot recover, your password.
• Technical logs: when you use the Service, our hosting and database providers record technical information such as your IP address, browser or device type and the time of each request. We use it only for security and fault-finding.
• Support correspondence: if you email us, we keep that correspondence and your email address.

Venues also record business information that is not personal information, such as equipment, prices, costs and earnings.

People we contact about TeeCheck (sales contacts)

If you work at a golf venue, or a business that works with golf venues, we or our sales representative may contact you about TeeCheck. We collect your name, role, work email address and work phone number from you, from your venue's website or other public business listings, or from a colleague who refers us to you. We keep these details, and notes of our conversations, in our own sales records (in our Google Workspace account) so we can follow up, and so we don't contact you after you ask us not to. We only send marketing messages to work addresses that are published or that you've given us, and each one has a way to unsubscribe. If you ask us to stop, we stop, and keep only a note of your request so we don't contact you again. We delete sales contact records 2 years after our last contact unless you become a customer.

4. What we do not collect

TeeCheck does not collect:

• Payment card or bank details. Card payments are handled by Stripe, and card numbers never reach our systems. You add and change your card on Stripe's secure billing page, linked from Plan & billing.
• Location or GPS data. The Service does not request or record your position.
• Contacts, calendars, microphone or audio.
• Health information, or any other information about you as an individual beyond your work identity.
• Advertising identifiers (IDFA, AAID) or any advertising data.
• Behavioural analytics. There is no third-party analytics, advertising or tracking SDK in the applications.

We do not sell personal information. We do not disclose personal information for advertising or marketing by anyone else. We do not track you across other apps or websites, and we do not permit anyone else to do so through our Service.

5. How we collect it, including from your venue

Most information we hold, we collect directly from you: you enter it when you set up your account, join a venue with a join code, run a check, record a hire, take a photograph, or enter billing details.

Information collected indirectly (IPP 3A)

When a Manager invites you to join TeeCheck, they give us your email address before you have had any contact with us. We collect that information from your employer, not from you.

Information Privacy Principle 3A of the Privacy Act 2020, in force since 1 May 2026, says that when we collect your personal information from someone else, we must take reasonable steps to make sure you know that we have it, why, who will receive it, our name and address, and your rights to access and correct it. Our invitation email tells you this: that your venue gave us your email address, what TeeCheck is for, that your venue's Managers will see your name and the checks and hires you record, that our service providers handle your details for us, our name and address, and that you can ask us for a copy of your information or to correct it. It links to this policy.

You do not have to accept the invitation. If you do not activate the account, tell your venue. You can also email us and ask us to delete the invitation record.

6. Why we use your information

We use personal information only for the following purposes:

• To create and administer your account, and to authenticate you when you sign in.
• To run the Service: recording checks, faults, resolutions, hires and equipment history, and attributing each entry to the person who made it.
• To produce reports, evidence packs and exports for your venue, for example repair history for insurance, procurement or accounting.
• To show Group members summaries of their Group's venues.
• To send notifications and emails you or your venue have turned on: fault alerts, reminders about incomplete rounds, unresolved faults and overdue checks, and round reports.
• To send account and service emails, such as invitations, password resets, trial reminders, plan changes, receipts and invoices.
• To work out which Plan fits your venue, and to bill for it.
• To provide support when you contact us.
• To keep the Service secure, find and fix faults, and prevent misuse.
• To meet our legal obligations, including tax record-keeping.

Attribution is central to what TeeCheck is. The value of a check or hire record is that it shows who did it and when. If you use the Service, your name will appear against the checks and hires you carry out, and your venue will be able to see that.

We do not use your information for automated decision-making that produces legal or similarly significant effects, and we do not profile you.

7. Device permissions on mobile

The mobile app asks for the following permissions. Each is requested when it is first needed, with an explanation, and each can be declined or later withdrawn in your device settings.

• Camera: to photograph equipment faults during a check, and to scan the QR code used to join a venue. We use the camera only while you are using one of those features, never in the background.
• Photo library: to let you attach an existing photograph to a check. We access only the images you choose.
• Notifications: to send reminders about incomplete rounds, unresolved faults and items overdue for a check.

Declining camera or photo library access does not stop you using the Service; you just cannot attach photographs. Declining notifications does not affect anything else.

8. Photographs

The photograph feature exists to record the condition of equipment. It is not for photographing people, and staff should not use it that way.

Photographs are private to your venue. They are stored in private storage and shown only to signed-in members of your venue, through links that expire after a short time. The same goes for a venue photo a Manager adds to the home screen.

We cannot control what a member of your venue's staff points a camera at. If a person appears in the background of an equipment photograph, that image becomes personal information about them, held by your venue through the Service. Venues are responsible for instructing their staff accordingly.

If you believe a photograph in TeeCheck contains your image and you want it removed, contact the venue first. You can also contact us and we will work with the venue to resolve it.

9. Who we share it with

We do not sell or rent personal information, and we do not disclose it to third parties for their own purposes. We use a small number of service providers who process information on our behalf, under contract, and only on our instructions:

Stripe also uses payment information for its own purposes, such as preventing fraud and meeting its legal obligations, under its own privacy policy (stripe.com/privacy).

Inside the Service, information is shared only as the venue sets it up: Users see their own venue's records, and Group members see summaries of their Group's venues (never costs, prices or earnings).

We may also disclose personal information where the law requires or allows us to, or where disclosure is necessary to prevent or lessen a serious threat to someone's life, health or safety.

If our business is ever sold or restructured, personal information may transfer to the buyer as part of that transaction. We would tell affected venues before that happened.

10. Where it is stored, and cross-border disclosure

TeeCheck is operated from New Zealand. The infrastructure we use stores and processes information outside New Zealand:

Except for Stripe, these providers hold information only for us. Under section 11 of the Privacy Act 2020 we remain responsible for it, and sending it to them is not a disclosure under Information Privacy Principle 12, wherever they are. We require each of them to protect it. Stripe uses some payment information for its own purposes, so giving it to Stripe is a disclosure; Stripe carries on business in New Zealand and is subject to the Privacy Act 2020 for that information.

11. How we protect it

• Information is encrypted in transit using TLS, and encrypted at rest by our infrastructure provider.
• Passwords are stored only as a salted cryptographic hash. We cannot see or recover them.
• Access to venue data is enforced in the database itself, not just hidden in the screens. Each venue can see only its own data, and a User can see only the data of the venues they belong to.
• Managers and Inspectors have different permissions, applied in the database. Costs, prices and earnings are visible only to the venue's Manager, behind a password check.
• Photographs are kept in private storage and shown only through short-lived links.
• The database is backed up daily, and backups are kept for at least 7 days.
• Administrative access to production systems is limited to those who need it to operate and support the Service.

No system is perfectly secure, and we do not claim otherwise. Keep your password confidential, do not share your account, and tell us promptly if you think it has been compromised.

12. How long we keep it

Equipment records have a long useful life. A golf club or cart may stay in a fleet for a decade, and the record of its faults, repairs and hires only means something across that whole period: for insurance claims, warranty disputes, procurement decisions and accounting.

• Check, maintenance and hire records: kept while the venue's account is open, for up to 10 years, reflecting the working life of the equipment they describe.
• Account information (name, email): kept while your account is open. If a venue removes you, you lose access to it, but your account stays (you may belong to other venues) and the venue's records still show your name against the checks and hires you did. When you delete your account, your name and email are removed and those records show "former user".
• Closed venue accounts: kept for 12 months after the subscription ends, so the venue can reactivate or ask for a copy. After that the venue's records are deleted, or de-identified where we must keep a business record such as billing.
• Billing and invoice records: kept for 7 years, as New Zealand tax law requires.
• Photographs: kept with the check record they belong to, and deleted with it.
• Push tokens: deleted when you sign out on that device, or when you delete your account.
• Technical logs: kept by our providers for their standard periods, usually days or weeks.
• Support correspondence: kept for 2 years.
• Sales contact records: deleted 2 years after our last contact, unless you become a customer.

Where a record must be preserved for its historical value but the person's details are no longer needed, we de-identify it rather than delete it: the check or hire remains, and the person becomes a "former user".

13. Your rights

If you are an individual whose personal information we hold, you have the following rights under the Privacy Act 2020 and, where they apply to us, the Australian Privacy Principles.

Access (IPP 6, APP 12)

You may ask whether we hold personal information about you, and ask for a copy of it. We will respond as soon as reasonably practicable and within 20 working days of receiving your request. There is normally no charge. If we refuse a request, we will tell you why and explain your right to complain.

Correction (IPP 7, APP 13)

You may ask us to correct information you believe is wrong. If we do not agree to correct it, you may ask us to attach a statement of the correction you sought, and we will do so.

Deletion

You may delete your account yourself, in Settings, or ask us to delete your personal information. See section 14.

Notifications

You can turn off push notifications in your device settings, and Managers can change a venue's alert and report settings in the Service.

14. How to delete your account and data

Both Apple and Google require us to state this clearly, so here it is in plain terms.

If you are venue or head office staff

Delete your account yourself, in the TeeCheck app or on the website: open Settings, choose Delete my account, and type DELETE to confirm. It happens straight away.

If you can't sign in, email support@teecheck.golf from the address linked to your account, with the subject line "Data deletion request". Tell us your name and the venue or Group you belong to. We will verify the request, act on it, and confirm in writing, within 20 working days.

If you are a venue's only Manager, or a Group's only admin

Your venue or Group needs someone to run it, so Settings will ask you to email support@teecheck.golf first. We will help you hand it over to someone else, or close it, and then delete your account.

If you are a venue closing your account

The venue's Manager may request deletion of the whole venue account and its data by emailing us from the Manager's account address. We will confirm the request before acting on it, because it cannot be undone.

If you are a venue's customer

If a venue recorded your details in a hire note or charge note, please ask the venue. We will help the venue act on your request.

What deletion means in practice

• Your account is closed and you can no longer sign in.
• Your name and email address are removed from our active systems.
• Checks, faults, hires and photographs you recorded stay with your venue as its business records, shown as made by a "former user". Your name and email are no longer attached to them. If the venue's whole account is deleted, they go with it.
• Backups are overwritten on our provider's ordinary backup cycle, so a copy may remain in encrypted backups for a short period after deletion from live systems.
• Billing records we must keep for tax purposes are kept for the period the law requires.

Deleting the mobile app from your device does not delete your account or your data. Delete your account in Settings, or ask us as set out above.

15. If something goes wrong: privacy breaches

If we have a privacy breach that it is reasonable to believe has caused, or is likely to cause, serious harm, we will notify the Office of the Privacy Commissioner and the people affected as soon as practicable after we become aware of it, as Part 6 of the Privacy Act 2020 requires. If the breach affects information we hold for a venue (for example, customer names in hire notes), we will tell the venue without undue delay, and within 72 hours, and help it notify. Where the Australian Notifiable Data Breaches scheme applies to us, we will also notify the Office of the Australian Information Commissioner (OAIC).

16. Children

TeeCheck is workplace software for venue staff. It is not directed at children and we do not knowingly collect personal information from anyone under 16. If a venue employs staff under 16 and gives them accounts, the venue is responsible for any consent required. If you believe we hold information about a child, contact us and we will delete it.

17. Changes to this policy

We may update this policy as the Service changes. The date it was last updated appears at the top. If we make a change that materially affects how we handle your personal information, we will tell account holders by email before it takes effect, and update the declared data practices in our App Store and Google Play listings to match.

18. Complaints

If you are unhappy with how we have handled your personal information, contact us first at support@teecheck.golf and we will try to resolve it.

If you are not satisfied with our response:

• In New Zealand, you can complain to the Office of the Privacy Commissioner online at privacy.org.nz, or by phone on 0800 803 909.
• In Australia, you can complain to the Office of the Australian Information Commissioner online at oaic.gov.au or on 1300 363 992. The OAIC usually expects you to complain to us first and give us 30 days to respond.

19. Contact us

TeeCheck Limited
2 Kenilworth Grove, Silverstream, Upper Hutt 5019, New Zealand
support@teecheck.golf

Our privacy officer is Mark Powell, at support@teecheck.golf.