Privacy policy

1. Who we are

Hosted Rounds Ltd (“Hosted Rounds”, “we”, “us”) operates the website at hostedrounds.co.uk and the members' network it provides. We are the data controller for the personal information described in this policy.

You can reach us about anything in this policy at hello@hostedrounds.co.uk. We are registered with the UK Information Commissioner's Office (ICO); our registration reference will be shown here once issued.

2. The information we collect

When you apply and create an account: your first and last name, email address and a password. Your password is stored only in a securely hashed form, never as plain text.

To verify your golf: your WHS number (World Handicap System), your home golf club, your handicap index, your club section (Mens, Ladies or Seniors) and your region. Your WHS number and home club are how we confirm, by hand, that you are a genuine playing member of a club. This is the heart of what makes the network members only.

Your profile: the username you choose, and an optional short bio and photo. To other members you are known by your username; your real name is never shown.

Your activity on the network: rounds you host and play, the playing tokens you earn and spend, the ratings you give and receive, and the messages you exchange with other members once a contact request is accepted.

Technical information: basic device and connection data (including IP address) and cookie data needed to keep the service secure and working. See our Cookie policy for detail.

If you contact us or apply before launch: the details you provide in the form, used only to reply and to consider your application.

3. How we use it, and our legal bases

To create your account, verify your club membership and run your membership: this is necessary to perform our contract with you.

To operate the network safely, prevent abuse, uphold the Codes and remove members who breach them: our legitimate interest in protecting members, host clubs and the network, balanced against your rights.

To contact you about your application, your account and essential service messages: performing our contract; any optional updates are sent only with your consent.

To meet legal and regulatory obligations, and to establish or defend legal claims where necessary.

4. What other members can see

Only your username, your club, your handicap index, your section and your record on the network (rounds hosted and played, and your ratings). Your name, email address, phone number and WHS number are never shown to other members. Contact details are yours to share in a conversation if and when you choose; we never disclose them for you.

5. Who we share it with

We never sell your personal information, and we never share it for advertising.

We use a small number of trusted service providers who process data on our behalf under contract: our website host and form handling (Netlify), our accounts, database and authentication provider (Google Firebase, hosted in the UK/EU region), our email provider, and our cookie-consent provider (CookieYes). Each may process personal data only on our instructions.

We may disclose information if the law requires it, to protect the safety of members or the public, or in connection with a sale or reorganisation of the business, in which case this policy would continue to apply.

6. Where your data is held, and transfers

We store data in the UK and European Economic Area wherever possible. Where a provider processes personal data outside the UK, we rely on recognised safeguards such as UK adequacy regulations or the UK Addendum to the standard contractual clauses.

7. How we keep it safe

We use encryption in transit (HTTPS), store passwords only as salted hashes, restrict access to member data to those who need it, and rely on providers that maintain recognised security standards. No system is ever completely secure, but we take the protection of your golf identity seriously.

8. How long we keep it

We keep your information for as long as you are a member and for a reasonable period afterwards to meet legal obligations and resolve any disputes, after which it is deleted or anonymised. Records of members removed for a serious breach (such as a silent no-show) are kept so that removals remain permanent.

9. Your rights

Under UK data protection law you can ask us to give you a copy of your data, correct it, delete it, restrict or object to how we use it, and receive it in a portable form. Where we rely on consent, you can withdraw it at any time. To exercise any of these, email hello@hostedrounds.co.uk and a person will handle it.

If you are unhappy with how we have handled your data you can complain to the ICO at ico.org.uk, though we would appreciate the chance to put things right first.

10. Children

Hosted Rounds is strictly for adults aged 18 and over. We do not knowingly collect data from anyone under 18, and junior section golfers cannot join.

11. Changes to this policy

We may update this policy from time to time. We will change the date above and, for significant changes, let members know. Questions: hello@hostedrounds.co.uk.