CourseMate · Privacy

Privacy Policy.

How Advanced Digital Solutions and your golf club handle personal information when you use CourseMate.

Privacy Policy
Last updated: 5 November 2026

1. Who this policy covers

This notice explains processing under applicable data protection law, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018, and EU GDPR where it applies.

Advanced Digital Solutions (“ADS”, “we”, “us” or “our”) is the trading name of the UK sole-trader business providing the CourseMate app platform and this website. Our business contact address is 124-128 City Road, London, United Kingdom, EC1V 2NX. For privacy enquiries, email info@advanceddigital.co.uk.

This policy applies to this website, the CourseMate Manager CMS and all CourseMate-powered apps listed on our App Terms page.

2. The club’s role and ADS’s role

Your golf club or association normally decides why its members’ and visitors’ account information is collected and how it is used for its services. For that processing, it is the data controller. ADS processes that information on the organisation’s behalf to supply and support CourseMate, acting as its data processor.

ADS does not use golfers’ account information for its own direct marketing. We normally deal with the club and only contact a golfer where the club authorises us to do so, or where necessary to handle a request the golfer makes to us, such as an account deletion request.

ADS is a controller for information it handles for its own business purposes, such as enquiries sent directly to ADS, its business correspondence and administration of its own website. Where ADS operates an app directly, including CourseMate UK, ADS is the controller for the account information it determines how and why to use. The responsible controller depends on the particular processing activity.

The relevant club’s own privacy notice also applies to its membership, bookings, transactions and other services. A booking provider or another linked service may have its own privacy policy.

3. Information processed

• App account and profile information: name, email address, sign-in and authentication information, golf handicap, gender and a profile photo if you provide one.
• Membership information: membership number and membership expiry date, where applicable to the app.
• Communications: information you choose to include in an enquiry, support request, feedback or account deletion request. Website enquiry forms may also ask for your telephone number and club or business name.
• Technical and usage information: device or app identifiers, notification subscription details, device type and operating system, IP address and information about use of the app or website. Analytics and messaging providers may also derive an approximate location from an IP address. The information processed depends on the feature and service configuration.
• Location and proximity information: as explained in section 5 below, when you enable the relevant features.

Information comes from you, your device and service interactions. For members-only apps, the relevant club may provide or upload membership records rather than asking you to enter all the details yourself. Supplying an optional profile photo is your choice.

Information needed to identify and authenticate an account is required to provide account access. If you do not supply necessary account information, the relevant account features may be unavailable.

4. Why information is used and the lawful basis

Club account information is used to create and manage access, display membership credentials where provided, support app features, deliver club communications and provide authorised technical support. The club determines the lawful basis for its processing and should explain it in its own privacy notice. Depending on the purpose, this may include performance of a membership contract, legitimate interests in running club services, consent or a legal obligation. ADS follows the controller’s instructions when acting as processor.

For ADS’s own processing, the bases are:

• Enquiries and support: our legitimate interests in responding to requests and operating our business; or taking steps at your request before a contract, where applicable.
• Service security and administration: legitimate interests in protecting and maintaining the service, subject to individuals’ rights and reasonable expectations.
• Optional marketing and tracking: consent where required by the applicable privacy and electronic marketing rules. Where those rules permit another basis, legitimate interests may apply.
• Legal requirements: compliance with obligations that apply to ADS, including handling applicable data protection rights.

A device permission is a technical choice and does not, on its own, determine the lawful basis for every use of information. Where consent is relied upon, you can withdraw it without affecting the lawfulness of processing carried out before withdrawal.

5. GPS, beacons and notifications

Course distances: the precise GPS location used by CourseMate’s on-course distance feature stays on your phone. It is not sent to ADS or the club for that distance calculation. This is separate from approximate location inferred from IP addresses by technical service providers.

Beacons: where a club still uses CourseMate beacon functionality and the relevant permissions are enabled, the club can be informed that a golfer is within range of a beacon. This discloses presence or proximity at that club location. Beacon functionality is being phased out. You can manage location and Bluetooth permissions through your device settings; disabling them may prevent the relevant features from working.

Push notifications: OneSignal supports delivery of club updates to devices that have enabled notifications. This involves notification subscription identifiers and technical delivery and interaction information. You can turn notifications off in the app or your device settings. Turning notifications off does not delete your account.

6. Service providers and sharing

Information is made available to authorised club administrators and ADS personnel as needed to supply and support the service. The following providers support the services described:

Using MailerLite for email delivery does not mean that golfers’ details are used for ADS’s own marketing. The organisation sending a campaign is responsible for the mailing list and the basis for contacting recipients. Marketing emails include a way to unsubscribe.

Information may also be disclosed where required by law or to deal with a lawful request or legal claim. ADS does not sell golfer account information to advertisers or sponsors. Following a booking, sponsor or other external link may take you to a separate service; review its privacy information before submitting details.

7. Hosting and international processing

The CourseMate Manager CMS is hosted by 123-Reg on EU servers. This does not mean that every third-party service processes information only in the UK or EU. Providers such as OneSignal and Google operate internationally, and their services or subprocessors may process data in other countries, including the United States.

International transfers must be supported by the safeguards required by the applicable law. Depending on the recipient and destination, these may include an adequacy decision or approved contractual safeguards, such as standard contractual clauses and the relevant UK arrangements. The providers’ privacy information and data processing terms describe their transfer arrangements. Contact info@advanceddigital.co.uk to request details of the arrangements applicable to your information.

8. Retention and deletion

• Live account information: retained while needed to provide the account and club service, subject to the club’s instructions and your applicable rights. When deletion is requested in the app and confirmed, deletion from the live system is immediate. Website deletion requests are completed within 24 hours.
• Deletion scope: all CourseMate account details associated with the registered email address are removed. This includes accounts for other clubs using the same email address.
• Server backups: daily backups are retained on a rolling 30-day cycle. A backup made before deletion may contain an earlier copy until that backup expires, within 30 days.
• Other operational records: enquiries, support correspondence and identifiable operational records are normally retained for up to 12 months. Where a specific legal obligation requires a record to be retained longer, retention is limited to that requirement.

Deletion of your CourseMate account does not cancel club membership, a booking or another agreement with the club. The club may retain its own separate records under its privacy notice and legal obligations. Deleting the app from your device does not delete your account.

9. Cookies and your choices

The website uses cookies and similar technologies for functions such as site operation, security and remembering preferences. Google Analytics is used for analytics and tracking. Non-essential cookies and similar tracking require consent where the law requires it.

You can control cookies through your browser settings and use the website’s cookie controls where available. You can also manage app permissions and notifications through your device settings. These choices may affect features. For help with withdrawing consent or understanding the tracking used, contact ADS.

10. Security

Personal information requires appropriate technical and organisational protection, including limiting access to those who need it to provide or administer the service. The CMS has daily server-side backups. No internet service can guarantee absolute security. Please protect your login details and tell your club or ADS promptly if you suspect unauthorised access.

11. Your rights and how to contact us

Depending on the applicable law and circumstances, you may have rights to access your information, correct it, request erasure, restrict processing, object to processing, receive portable data and withdraw consent. You may also have rights concerning solely automated decisions that have legal or similarly significant effects. These rights are subject to the conditions and exceptions in the relevant law.

For club-controlled account, membership or service information, contact the club or association named in the app. ADS can help route a request to the responsible organisation and assist it when acting as processor. For ADS’s own processing, or to request account deletion directly, contact info@advanceddigital.co.uk. We may ask for information reasonably necessary to verify a request before disclosing or deleting personal data.

Requests under UK GDPR are normally answered within one month. Where a permitted extension is necessary, the responsible controller should explain the reason and timescale. This does not change the account deletion timescales stated above.

You can complain to the UK Information Commissioner’s Office or the relevant data protection authority in your country. You do not have to contact us first, although we welcome the opportunity to address your concerns.

12. Changes to this policy

This policy may be updated when the service, processing arrangements or legal requirements change. The current version and its update date will appear on this page. Material changes will be brought to users’ attention where appropriate.

Advanced Digital Solutions
124-128 City Road, London, United Kingdom, EC1V 2NX
info@advanceddigital.co.uk