Privacy Policy

1. Information we collect

Information you give us

• Account and booking details: name, email, phone number, and booking and membership history.
• League registration: name, username, email, league PIN, venue, flight, handicap information, and an optional profile picture.
• Payments: payment details are processed by our payment provider. We do not store full card numbers.
• Waivers: the information on the liability waiver you sign before playing.
• Prize claims: your prize choice and the details needed to deliver an external gift card, usually your email.
• Messages: what you send us through our contact forms, email or social media.
• Newsletter: your email address, if you subscribe.

Information created when you play

• Simulator and league data: scores, shot data, rounds, handicaps, results and statistics recorded by the simulator and the League Platform.
• Venue video: venues use CCTV for security. Each venue operates its own cameras and is responsible for its footage. Anytime Golf may ask a venue for a recording to confirm a Hole-in-One Jackpot claim or review a scoring dispute. Our bay support system, Guardian (provided by Soarware Lab), lets our support team view a bay remotely and take screenshots when a problem is reported or you ask for help.

Information collected automatically

• Device and browser information, IP address, pages visited, and cookies. See section 7.

2. How we use it

We use personal information to:

• create and manage your account, bookings, memberships and gift cards;
• run leagues, including scoring, handicaps, flights, standings and prizes;
• verify identity at sign-in and protect accounts;
• confirm prize eligibility and deliver prizes;
• process payments and refunds;
• respond to questions and provide support;
• keep our venues safe and investigate incidents;
• send newsletters and offers, only if you've agreed to receive them;
• improve our services and understand how our sites are used;
• meet legal, accounting and tax obligations.

3. What is public

When you join a league, some information is visible to other players and the public: your username, your profile picture if you've uploaded one, venue, flight, handicap, scores, results, standings and prizes won. It appears on leaderboards, your player profile and Share Cards. Share Cards are only shared when you choose to share them.

We never show your real name publicly, only your username. If you want to stay anonymous, choose a username that doesn't identify you. Uploading a profile picture is optional, and you can remove it at any time.

4. Who we share it with

We do not sell personal information. We share it only as follows:

• Service providers that host our websites and League Platform, process payments, send email, and run booking and membership tools. They may use your information only to provide services to us.
• Gift card suppliers, to deliver an external gift card you've chosen as a prize. Our supplier, Tremendous, receives only your email address.
• Simulator Golf Tour (SGT), the league scoring service that connects to our simulators. Your league account is linked to your SGT account by email address so that scores and shot data can be imported into the League Platform. Because your email links the two accounts, it can't be changed in the League Platform.
• Anytime Golf venues, including independently owned franchise locations, which may receive booking and membership information for customers of that venue. They must protect it and use it only to serve you. A venue can see booking and membership information only about its own customers. Gift cards are the exception: every venue can see all gift cards, including the sender's and recipient's email addresses, so that any location can accept them.
• Sponsors: we do not give sponsors your personal information. Sponsor offers on the League Platform are shown to you by us.
• Legal reasons: where required by law, to protect someone's safety, or to investigate fraud or a breach of our rules.
• Business transfer: if our business or part of it is sold, personal information may transfer to the buyer under the same protections.

5. Storage outside Canada

Some of our service providers store or process information outside Canada, including in the United States. Our main service providers are Heroku (website and database hosting), Stripe (payments), Postmark (account and league emails), Cloudinary (profile pictures), Tremendous (external gift cards) and Simulator Golf Tour (league scoring). Each of them stores or processes information in the United States. Backup copies of our databases are stored with Amazon Web Services in Canada. Information stored outside Canada is subject to the laws of that country and may be accessed by its courts or authorities.

6. Consent

By creating an account, booking, registering for a league or signing our waiver, you consent to the uses described here. You can withdraw consent at any time, subject to legal or contractual limits. Withdrawing consent may mean we can no longer provide a service; for example, we can't run your league account without your scores. You can unsubscribe from marketing email at any time with the link in each message.

Players under 18 must be registered by a parent or guardian, who consents for them.

7. Cookies and analytics

Our sites use cookies to keep you signed in and remember preferences. We don't currently use analytics tools. If we add them, we'll update this policy first. You can block or delete cookies in your browser. If you block them, signing in to the League Platform may not work.

8. Security

We use reasonable safeguards to protect personal information, including access controls, encrypted connections, and limiting staff access to what they need. Keep your league PIN private and use a PIN that is hard to guess. If a breach creates a real risk of significant harm to you, we will notify you and the Office of the Privacy Commissioner of Canada as required by law.

9. How long we keep it

• Accounts and league history: while your account is active. If you ask us to delete your account, we delete your email and contact details, and your scores and results remain in league records under your username only.
• League results and leaderboards: scores, statistics and results are kept permanently for handicaps, statistics and league history.
• CCTV footage: kept by the venue for 30 days, unless needed for a prize claim, dispute or incident.
• Payment and tax records: as long as tax law requires, usually 6 years.

10. Your rights

You can ask to see the personal information we hold about you, ask us to correct it, or ask us to delete it where we're not required to keep it. We will respond within 30 days. Contact us using the details below.

If you're not satisfied with our response, you can complain to the Office of the Privacy Commissioner of Canada at priv.gc.ca.

11. Changes to this policy

We may update this policy. We will post the new version here with a new effective date. If the changes are significant, we will notify account holders by email.

12. Contact us

Privacy Contact, Anytime Golf Inc., 1 Nightingale Drive, Brantford, Ontario N3T 0G2. Email: admin@anytimegolfsims.com.

For the terms that govern your use of our facilities and services, see our Terms & Conditions.