Privacy policy

Introduction

Occam Golf Inc., a company incorporated in British Columbia, Canada ("Occam Golf," "we," "us," or "our"), provides a multi-tenant golf management and booking platform. This policy describes how we handle personal information for our Tenants (Golf Courses, Clubs, Academies, and independent Teaching Professionals) and End Users (Golfers).

Our role. For End User personal information, the Tenant a Golfer books or holds a membership with is the controller of that information and decides how it is used; Occam Golf acts as a processor on the Tenant's behalf, handling data to deliver the platform. For our own business records, including Tenant account and billing information and aggregate platform analytics, Occam Golf acts as a controller.

Information We Collect

Tenants

We collect business contact and account information (name, email, phone, business details) and platform usage data. We use Stripe to onboard Tenants for payouts; identity and banking details (such as bank account numbers and tax IDs) are provided by Tenants directly to Stripe, and Occam Golf does not store them.

End Users

We collect names, email addresses, phone numbers, booking and lesson history, and, for Memberships and Packages, membership status, renewal dates, and billing records needed to bill accurately. Where Tenants use coaching features, we store coaching notes and media (such as swing videos and images) uploaded by or about the End User.

How We Use Information

We use personal information to operate the platform, facilitate bookings and transactions, manage memberships and recurring billing, send transactional and (where permitted) marketing communications, provide AI-assisted features, secure the platform, and produce aggregate analytics. We do not sell personal information.

Google User Data & Limited Use

Occam Golf offers an optional Google Calendar integration. When a user connects their Google account from Profile → Calendar Sync, we request the https://www.googleapis.com/auth/calendar.events scope so that the platform can keep their Occam bookings on their Google Calendar.

The integration is write-only. Occam Golf creates, updates, and deletes only the calendar events that Occam itself generates from bookings. We do not read, list, import, or index the user's existing calendar events, event contents, attendees, or free/busy information. The only Google data we store is the connected Google account email address, the identifier of the target calendar, OAuth tokens (encrypted at rest and never returned by our APIs), and the identifiers of the events we created, so that later changes to a booking update the correct event.

Google user data is never used for AI or machine learning. We do not use, transfer, or sell Google user data — raw, aggregated, or derived — to develop, train, improve, or evaluate any artificial intelligence or machine learning model, including generalized or foundation models, whether our own or a third party's. Google user data is not sent to our AI-assisted features ("Caddie" and "Marshal"), to Google Cloud Vertex AI, or to any other third-party AI or ML service. We do not use Google user data for advertising, and we do not allow humans to read it except with the user's explicit consent, for security purposes, to comply with applicable law, or where the data has been aggregated and anonymized for internal operations.

Limited Use statement. Occam Golf's use of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements. The use of raw or derived user data received from Workspace APIs will adhere to the Google User Data Policy, including the Limited Use requirements.

Users may disconnect at any time from Profile → Calendar Sync, which deletes the stored tokens and event mappings, or revoke Occam Golf's access directly from their Google Account permissions page.

Your Privacy Rights

Depending on where you live, you may have rights under laws such as the EU/UK General Data Protection Regulation (GDPR), the California Consumer Privacy Act as amended by the CPRA (CCPA/CPRA), British Columbia's Personal Information Protection Act (PIPA), and Canada's Personal Information Protection and Electronic Documents Act (PIPEDA). These may include the right to access, correct, delete, or port your personal information, and to object to or restrict certain processing. Where we rely on consent (for example, for marketing), you may withdraw it at any time.

Because Tenants control End User data, requests relating to information held by a specific Tenant may be directed to that Tenant or forwarded to them by us. To exercise any right, contact [email protected]. We will not discriminate against you for exercising your rights.

Payment Information

All card transactions are processed by Stripe, which is PCI-DSS compliant. Occam Golf does not store, process, or transmit full payment card numbers. To support recurring charges, we retain only limited payment-method metadata (the card brand/type and the last four digits) together with Stripe-issued customer and payment-method identifiers; the underlying card data remains with Stripe.

Service Providers & Sub-Processors

Occam Golf operates from British Columbia, Canada, and personal information we handle is stored and processed in Canada and the United States. We share personal information with the service providers below only as needed to deliver the platform. Several are located in the United States; where we transfer the personal information of individuals in Canada, the EU, or the UK to U.S.-based providers, we rely on appropriate safeguards for such transfers.

• Stripe: payment processing and payouts.
• Google Cloud Platform: hosting, storage, and infrastructure for the platform and its databases.
• Google Cloud Vertex AI (Gemini): powers our AI-assisted features ("Caddie" and "Marshal"). Data sent to Vertex AI is not used to train Google's foundation models.
• SendGrid: transactional and marketing email delivery.
• Twilio: transactional and marketing SMS messaging.

Cookies & Analytics

We and our analytics providers use cookies and similar technologies to operate the site and platform, remember preferences, and understand usage. Our marketing site uses Google Analytics 4 and PostHog; the in-app dashboards use PostHog. These tools collect usage and device information to help us improve the product. You can control cookies through your browser settings; disabling them may affect functionality.

Multi-Tenant Data Isolation

We use logical data separation so that data from one Tenant is never accessible by another. AI features process each Tenant's data only within that Tenant's account and never use one Tenant's data to serve another. End User information is only shared with the specific Tenant where a booking or membership is held.

Data Retention

We retain personal information for as long as needed to provide the platform and as required for legal, tax, accounting, and dispute-resolution purposes. When a Tenant's subscription ends, the Tenant's data, including associated End User records, is retained for thirty (30) days and then permanently deleted, except where longer retention is legally required. Tenants may request an export of their data before deletion (see our Terms of Service).

Data Security & Breach Notification

We use industry-standard encryption in transit and at rest and other safeguards to protect personal information. No system is perfectly secure. In the event of a personal-data breach affecting your information, we will notify affected Tenants and, where required, affected individuals and regulators without undue delay and within the timeframes required by applicable law.

Children's & Minors' Data

The platform is intended for use by adults. End Users under 18 may use the platform only with the consent and involvement of a parent or legal guardian, and any personal information relating to a minor should be provided by that parent or guardian. We do not knowingly collect personal information from children under 13 without verifiable parental consent. If you believe a minor's information has been provided to us improperly, contact [email protected] and we will take appropriate steps to address it.

Changes to This Policy

We may update this Privacy Policy from time to time. Material changes will be reflected by updating the effective date above and, where appropriate, by additional notice.

Contact Us

If you have questions about this Privacy Policy or wish to exercise your privacy rights, please contact us at:

Occam Golf Inc.
British Columbia, Canada
Email: [email protected]