Privacy Policy

FairwayDesk ("we", "us", "our") operates the FairwayDesk platform at fairwaydesk.com. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our service.

Account Information

When you create an account, we collect your name, email address, and password. If you are invited to a club, we also store the invitation details.

Club Data

Data you or your club enter into the platform, including member records, conversations, tee time bookings, society details, knowledge base articles, prospect information, campaigns, forms, and reviews.

Communications Data

Messages sent and received through integrated channels (WhatsApp, email) are stored to provide conversation history and enable AI responses.

Usage Data

We automatically collect information about how you interact with the platform, including pages visited, features used, and timestamps.

Third-Party Integrations

If you connect Gmail, Outlook, or other third-party services, we store the necessary authentication tokens to maintain the connection. We only access data required to provide the integration features you have enabled.

• To provide, operate, and maintain the FairwayDesk platform
• To manage your account and club membership
• To process and respond to conversations using AI on behalf of your club
• To send transactional emails (account verification, password resets, team invitations)
• To improve and develop new features
• To detect and prevent fraud or abuse

FairwayDesk uses artificial intelligence to generate responses to member and visitor enquiries on behalf of your club. The AI accesses your club's knowledge base, member data, and conversation history to provide relevant, contextual responses.

AI-generated responses are clearly attributable to your club and are sent through the communication channels you have configured. You retain full control over AI handling and can disable it at any time.

We do not sell your personal information. We may share data with:

• Service providers — hosting (Vercel), database (Supabase), email delivery (AWS SES), messaging (Twilio), and AI processing (Anthropic) providers who process data on our behalf
• Your club team — other members of your club with appropriate roles can access club data
• Legal requirements — if required by law, regulation, or legal process

We retain your data for as long as your account is active or as needed to provide the service. Club data is retained until the club administrator deletes it or the club account is removed. When a club is deleted, all associated data (conversations, members, knowledge base, etc.) is permanently deleted.

We implement appropriate technical and organisational measures to protect your data, including encryption in transit (TLS) and at rest, secure authentication, and access controls. However, no method of electronic storage is 100% secure.

You have the right to:

• Access the personal data we hold about you
• Request correction of inaccurate data
• Request deletion of your data
• Object to or restrict processing of your data
• Data portability
• Withdraw consent at any time

To exercise these rights, contact us at team@fairwaydesk.com.

We use essential cookies to maintain your authentication session. We do not use advertising or tracking cookies.

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new policy on this page and updating the "Last updated" date.

If you have questions about this Privacy Policy, contact us at team@fairwaydesk.com.