Privacy policy

1. Who we are

TurfWise is course management software built and operated by Paul Edwards in the United Kingdom. Where this policy says “we”, it means TurfWise.

2. What we collect

When you create an account

• Your name and email address.
• The name of your club or course, and its size.
• A password, stored only as a cryptographic hash — we cannot read it, and neither can anyone else with access to the database.

When you use TurfWise

• The operational records you create: jobs, plans, photographs, notes, machine checks, spray applications, readings and anything else you log.
• Records about your team, if you choose to keep them: hours, attendance, training and qualifications.
• Technical information needed to run the service and investigate faults — sign-in events, error reports and basic usage of the application.

3. How we use it

• To provide the service and keep your records available to you.
• To send the emails the service depends on — account activation, password resets and important service notices.
• To investigate and fix faults.
• To take payment, if you subscribe to Premium.

We do not sell your data. We do not share it with advertisers. TurfWise carries no third-party advertising.

Golf clubs we contact

If you are a manager, secretary or officer at a golf club we have not worked with, we may hold your name, role and work email address because your club published them on its own website. We use them for one purpose: to tell you about TurfWise, at most twice, by email. Our lawful basis is legitimate interests (introducing a course-management product to the people at a club who decide on it); your club is a company or charity, so this is business-to-business contact. We keep a note of the page we took the address from. We do not use tracking pixels. If you would rather not hear from us, reply "stop" or use the link in the email: we will stop permanently and will not contact anyone else at your club's domain by email either. You can ask us what we hold, correct it or have it deleted by emailing paul@turfwise.co.uk. We delete prospect records that have had no contact for 12 months.

4. Your club’s own records

Your course records belong to your club, not to TurfWise. Each club’s data is kept separate from every other club’s, and we do not use one club’s records to answer another’s questions.

Where your records include information about your staff, your club decides what to collect and why; TurfWise holds it on your behalf. If your club needs a written data processing agreement covering that arrangement, ask and we will provide one.

5. Payments

Premium subscriptions are processed by Stripe. Card details are entered on Stripe’s own systems and are never sent to, or stored by, TurfWise — we receive only the outcome of a payment and the information needed to issue an invoice. Stripe handles that data under its own privacy terms.

The free Core plan takes no card and involves no payment data at all.

6. How long we keep it

We do not delete your records because you are on the free plan. Core displays your latest 90 days of history; everything older is retained and becomes visible again if the club moves to Premium. The 90 days is a limit on what is shown, not on what is kept.

You can take your records out at any time without asking us: reports export to PDF and Excel, and an administrator can download a backup of the club’s data from Settings.

If you close your account and want your data deleted, email us and say so, and we will delete it.

7. Your rights

Under UK data protection law you have the right to ask what personal data we hold about you, to have it corrected, to have it deleted, to restrict or object to how it is used, and to receive a copy in a portable form. To exercise any of these, email paul@turfwise.co.uk.

If you are not satisfied with how we have handled a request, you can complain to the Information Commissioner’s Office, the UK’s data protection regulator, at ico.org.uk.

8. Security

Data is encrypted in transit and at rest. Access is separated by club, passwords are stored only as hashes, and access to production systems is limited. No system is perfectly secure, and we will tell you promptly if something happens that affects your data.

9. Contact

Questions about this policy, or about your data, go to paul@turfwise.co.uk. See also our terms of service.