Golf Refinery Privacy Policy

1. Information We Collect

We collect information you provide directly—such as profile details, coach messages, and payment history—to personalize your training experience. We also gather limited device and usage data to keep the platform secure and performing well.

A coach can also enter your name and email address to invite you to a lesson before you have an account. We use them only to send you that invitation (and, if the coach re-sends it or withdraws it, or the offer lapses, to tell you so), to hold the hour on the coach's calendar until you answer, and to show the coach who they invited. You can decline from the email, and ask us not to email you about lessons from that coach again — we keep that request so we can honour it. If you do not accept, we delete your name and email 30 days after the invitation lapses; if you accept, they become part of your account and lesson booking.

2. How We Use Your Information

Data is used to deliver coaching insights, schedule lessons, process payments, and communicate important updates. We never sell your personal information. When analytics are required, we aggregate and anonymize results so individual golfers are never identified.

3. Sharing & Security

Access to your information is limited to your coaching team, the facility's staff (see below), and the service partners below, each of which processes only what its job needs. We use industry-standard safeguards—encryption and access controls—to protect information at rest and in transit.

Facility staff—the owners and administrators of the facility—may review the messages you exchange through the platform to handle complaints and support requests. Each such review is recorded, including who reviewed which conversation and when, and the people in the conversation are not notified. That record is kept for accountability even after an account is closed; it names the reviewer and identifies the conversation, not its contents.

• Clerk — signs you in and stores your account: name, email, phone, profile photo, which Google or Apple account you use, and a record of your sign-ins. Clerk also sends you sign-in and verification emails.
• Vercel and Neon — host the service and its database, where your account, bookings, and messages are stored. Vercel also collects anonymous, cookieless page-view counts and page-speed measurements from the website (no name, email, or account is attached).
• Stripe — processes payments and, for trainers, payouts and tax reporting. Stripe receives your name and email from us; you give your card — and trainers their identity and bank details — to Stripe directly. We never see them.
• Amazon Web Services — stores the videos and images you upload, including your swing videos and their thumbnails. (Training videos uploaded from the app before 19 September 2026 were stored here too and are being retired.)
• Adept — hosts and streams the facility's training videos. When you play one, the app fetches it from Adept's servers; Adept receives the request like any video host and is not told who you are. A training video is facility content: it names the coach featured in it, and it stays in the Library if that coach's account is later deleted, with their name removed, until a facility admin removes it.
• Resend — delivers the email we write ourselves, such as a trainer invitation or an alert to our administrators. It sees the recipient address and the message.
• Ably — delivers messaging updates to the open app. It sees that a message was sent, when, which two accounts are in the conversation and who sent it, and when the app is connected. It never sees the message text.
• Expo, Apple, and Google notification services — if you turn on push notifications in the app, they relay a notification about a new message to your phone: the sender's name and a short preview of the message. We store a token that identifies your device for this. Turn push notifications off in the app under Notifications, or in your phone's settings, to stop.
• Cloudflare — checks that the contact form was submitted by a person, not a bot. It receives your IP address and browser signals for that check.

4. Swing Videos and Lesson Plans

In the app you can upload short swing videos, and a trainer you have connected with can add one to your account for you. We store the video, a thumbnail image, its length, when it was uploaded, and who uploaded it. Your swings are either all visible to the trainers you have connected with — from their profile or QR code, or by booking a lesson — or all hidden, with one setting, Allow my trainers to see my swings, under Library → Swings in the app. A trainer who recorded a swing for you can always see that one.

A trainer may also let the people they coach watch the trainer's own swings (Allow students to see my swings, on their trainer profile); those appear on your Swings tab while your Show me trainer swings setting is on. No one else can find them in the app. When a trainer adds a swing to your account we send a push notification to your phone if you have notifications turned on — right away, or, for a swing recorded for a lesson recap, with that recap when your trainer sends it (and within a day in any case).

Turning the setting off removes your swings from your trainers' lists; a link to a video that someone already has keeps working until you delete the swing. When you delete a swing we delete the video and thumbnail from storage. Swings stay until you delete them or your account.

Trainers also write lesson plans for you after a lesson. A plan is visible to you in the app, and to the trainer who wrote it on the website and in the app, and stays with your account if that trainer leaves.

If you turn on Offline mode in the app, a copy of your My Books list, those books' discussions (including other people's comments) and your swing videos is kept on your phone only. Training videos are never stored on your phone — they stream from the facility's video platform. It is never sent anywhere, and it is removed when you turn Offline mode off or sign out.

5. Your Choices

You can update profile data, adjust notification settings, or delete your account at any time. Deleting your account removes your data immediately; the steps, what is removed, and the few records we keep are on our Delete your account page, which also explains how to ask by email if you can no longer sign in. Contact support@golfrefinery.app for questions or to exercise privacy rights protected by your local regulations.

6. Policy Updates

We may revise this policy to reflect new features or legal requirements. When changes are significant, we will notify you through the app and update the effective date at the top of this page.