RoundHQ Privacy Policy

Version 1.0 · Effective 1 October 2026

1. About this policy

RoundHQ is a scoring and event platform used by golf clubs, golf event companies and organisers (our customers) to run golf days and golf trips. This policy explains how we handle personal information through our website at roundhq.com.au, the RoundHQ app at roundhq.app, and in our dealings with customers and enquirers.

RoundHQ, we and us mean Wickham Court Farm Pty Ltd (ACN 145 031 161) as trustee for the Donovan and Victoria Newton Family Trust (ABN 42 118 228 850), trading as RoundHQ. We handle personal information in accordance with the Australian Privacy Principles in the Privacy Act 1988 (Cth).

2. Two ways we hold your information

• If you play in or help run an event that uses RoundHQ, the event’s host (the golf club, event company or organiser) decides what information is collected. We handle it on the host’s behalf to run the event. The host’s own privacy policy also applies, so please ask the host if you have questions about why they collect it.
• If you contact us, visit our website, or are a contact at one of our customers, we handle your information for our own purposes, as described below.

3. What we collect

Players and event participants:

• your name and gender (used to set tees and divisions), and your handicap index and Golf Australia (GA) number where they are provided;
• your mobile number and email address, where the event host provides them;
• your team, playing group and scores;
• photos uploaded by you or other players, if the host has turned on the photo feature; and
• a sign-in PIN, if your event uses one.

Customers and enquirers: your name, role, organisation, email address and phone number, what you tell us, and the details we need to invoice you. We do not collect payment card details.

Website and app: technical information such as your IP address, browser type and the pages you visit, recorded in server logs. The app uses cookies only to keep you signed in. We do not use analytics or advertising cookies.

We do not ask for sensitive information, such as health information. Please do not include it in anything you enter, upload or send us.

4. How we collect it

We collect it from the event host (for example, a spreadsheet of the field); from you, when you sign in, enter scores or upload photos; from other players, for example when your marker enters your score or a photo you appear in is uploaded; and from your contact with us.

5. How we use it

• To run the event: sign-in, scorecards, marker checks, handicaps, leaderboards, results, prizes, venue display screens and the photo wall.
• To support our customers and to keep RoundHQ secure and working.
• For customers and enquirers: to respond to you, to provide and invoice our service, and to tell you about RoundHQ. You can opt out of marketing at any time.

We do not sell personal information, and we do not use players’ information to market to them.

6. What other people can see

Leaderboards, results pages and clubhouse screens are designed to be seen. Your name, team, handicap and scores may appear:

• on screens at the venue;
• on the event’s results page, which anyone with the link can view without signing in; and
• in the app, to other players at your event.

Photos uploaded to the photo wall are shown to players at the event and may be shown on venue screens. Mobile numbers, email addresses and GA numbers are never shown publicly. If you would prefer not to appear by name, tell the event host before the event.

7. Who we share it with

• The event host, and the staff and organisers it gives access to.
• The service providers that host and run RoundHQ: Vercel Inc. (application hosting), Supabase Inc. (database and file storage), Resend, Inc. (email delivery) and Anthropic, PBC (reading course details from photographs of scorecards that event hosts upload when setting up a course). Our service providers handle information on our behalf and may not use it for their own purposes.
• Anyone we are required or authorised by law to share it with.

8. Overseas storage

Our database and file storage are located in Sydney, Australia. Our application hosting, email delivery and scorecard-reading providers may process information in the United States. Where information is held or processed overseas, we take reasonable steps to ensure it is protected consistently with the Australian Privacy Principles.

9. How long we keep it

Copies in routine backups are deleted as those backups expire.

10. Security

We take reasonable steps to protect personal information. These include encrypted connections, access controls, keeping each customer’s data separate from every other customer’s, and limiting access to people who need it. No system is completely secure. If a data breach is likely to cause serious harm, we will tell the affected event host promptly and, where required, you and the Office of the Australian Information Commissioner (OAIC).

11. Accessing and correcting your information

You can ask to see or correct the personal information we hold about you, or ask for your name to be removed from a results page. Contact us using the details below and we will respond within 30 days. If the information belongs to an event, we may involve the event host, because it controls that information, but we will still help you.

12. Children

RoundHQ is for golf events and is not directed at children. Junior players may take part in events; the event host must obtain a parent’s or guardian’s consent before entering a participant under 18 or using photos of them.

13. Complaints

If you have a concern about how we have handled your information, please contact us first, and we will respond within 30 days. If you are not satisfied with our response, you can contact the OAIC at oaic.gov.au or on 1300 363 992.

14. Changes to this policy

We may update this policy. The current version will always be on our website, with its effective date.

15. Contact us

Privacy Officer, RoundHQ · hello@roundhq.com.au