1. Introduction

This Privacy Policy explains how TeeLink collects, uses, stores, shares, and protects personal information through Booking365.

Booking365 is a booking and operations management platform used by indoor golf businesses and similar facilities. The platform may process personal information about business owners, administrators, staff members, and customers.

By using Booking365, accessing the platform, creating an account, making a booking, completing a waiver, receiving communications, or otherwise interacting with the service, you acknowledge the practices described in this Privacy Policy.

2. Scope of This Policy

This Privacy Policy applies to personal information processed through Booking365, including information collected through:

• Admin and staff accounts
• Public booking pages
• Waiver forms
• Customer records
• Reservation records
• SMS and email communications
• Gift card records
• Rewards and membership records
• Support requests
• System logs and technical records

This Privacy Policy does not apply to third-party websites or services that are not controlled by TeeLink.

3. Personal Information We May Collect

Booking365 may collect or process personal information depending on how the platform is used by TeeLink, the client, staff members, and customers.

The types of personal information may include:

• Account and login information, such as name, email address, user role, staff access level, login history, failed login count, and account status.
• Customer information, such as customer name, phone number, email address, postal code, waiver information, booking information, membership ID, reward records, gift card-related information, SMS subscription status, and customer communication history.
• Booking and operational information, such as reservation date and time, bay number, play time, booking status, no-show records, cancellation records, waiting list records, played game records, payment-related records entered by staff, and gift card transaction records.
• Communication information, such as SMS or email message content, message delivery status, unsubscribe status, guest phone numbers entered for SMS communication, and message error records.
• Technical and usage information, such as IP address, browser type, device information, system logs, access logs, error logs, date and time of activity, and security or diagnostic information.

Booking365 does not collect every type of information from every user. The information collected depends on the features used, the client’s system settings, and the way the user interacts with the platform.

4. Use and Processing of Personal information

TeeLink may act as a service provider and data processor when processing personal information on behalf of a client using Booking365. In some situations, TeeLink may also process information for its own business, security, support, legal, or service improvement purposes.

Personal information may be collected, used, or processed for the following purposes:

• Create and manage user accounts.
• Provide access to Booking365 features.
• Manage reservations, bookings, cancellations, no-shows, and waiting list records.
• Support bay operations and played game records.
• Maintain customer records and waiver records.
• Manage gift cards, rewards, and membership-related information.
• Send booking confirmations, reminders, updates, cancellation messages, waiting list messages, and other service-related communications.
• Send promotional or group messages when the client uses those features and where appropriate consent has been obtained.
• Process or support payment-related features through third-party payment providers.
• Provide technical support and respond to inquiries.
• Troubleshoot errors, system issues, message delivery issues, and account access issues.
• Improve platform performance, security, reliability, and user experience.
• Monitor usage, prevent abuse, and protect against unauthorized access or malicious activity.
• Enforce applicable terms, policies, and service agreements.
• Meet legal, regulatory, security, or operational requirements.

The processing of personal information depends on how the user interacts with Booking365, which features are enabled by the client, and what information is required to provide the service.

Where required, personal information may be processed based on consent, the need to provide the requested service, the performance of an agreement, compliance with legal obligations, security requirements, or other legitimate business purposes related to operating, maintaining, and improving Booking365.

5. Children and Minors

Booking365 is intended for use by businesses, staff members, and customers who use booking and facility-related services.

TeeLink does not knowingly collect personal information directly from children for its own marketing or account management purposes. However, because Booking365 may be used by indoor golf facilities that serve families, juniors, or minors, certain information related to a minor may be entered into the platform by a client, staff member, parent, legal guardian, or authorized adult.

If a waiver, booking, membership, or customer record relates to a minor, the client is responsible for obtaining any required parental or guardian consent and for ensuring that the information is collected and used appropriately.

Parents or legal guardians who believe that a minor’s personal information has been submitted through Booking365 without proper authorization may contact the business that collected the information or contact TeeLink for assistance.

TeeLink may assist the client with reasonable requests to review, correct, or delete a minor’s personal information, subject to legal, technical, and operational requirements.

6. Client Responsibility for Customer information

Booking365 is used by businesses to manage their own customers and operations.

The client is responsible for:

• Collecting customer information lawfully.
• Providing appropriate notice to customers.
• Obtaining customer consent where required.
• Managing SMS and email subscription preferences.
• Handling customer requests related to bookings, refunds, cancellations, and no-shows.
• Ensuring customer-facing policies and waiver text are accurate.
• Ensuring staff use customer information properly.
• Keeping customer records accurate and up to date.

TeeLink provides the platform but does not control the client’s customer policies, customer relationships, facility operations, refund decisions, or marketing decisions.

7. SMS, Email, and Marketing Communications

Booking365 may allow clients to send SMS or email messages to customers.

Messages may include:

• Booking confirmations
• Booking updates
• Booking cancellations
• Reminders
• Waiting list notifications
• Administrative messages
• Promotional or event messages
• Guest SMS messages

Clients are responsible for ensuring that messages are sent in compliance with applicable laws, including consent, identification, and unsubscribe requirements where required.

Customers may be able to unsubscribe from certain messages or update their communication preferences, depending on the system setup and client policy.

Service-related messages may still be necessary for booking or operational purposes.

8. Third-Party Service Providers

Booking365 may use third-party service providers to operate or support the platform.

These may include:

• Payment processors
• SMS providers
• Email providers
• Map service providers
• Cloud hosting providers
• Security and monitoring tools
• Technical support tools

Third-party providers may process personal information only as needed to provide their services. Their own terms and privacy policies may also apply.

TeeLink is not responsible for the privacy practices of third-party websites or services not controlled by TeeLink.

9. Payments and Payment Information

If payment features are enabled, payment processing may be handled by third-party payment processors such as Stripe or similar providers.

TeeLink does not directly store full credit card numbers unless specifically required and disclosed. Payment information may be collected and processed by the payment processor according to its own terms and privacy policy.

The client is responsible for its own refund, cancellation, and payment policies.

10. Customer Maps and Postal Code Data

Booking365 may include map-related features that display customer distribution based on postal codes or location-related information saved in customer records.

This feature is intended to help clients understand customer distribution for operational or marketing planning.

If a customer does not provide a valid postal code, the customer may not appear correctly on the map.

Map features may depend on third-party map providers.

11. Data Storage and Retention

TeeLink may retain personal information for as long as reasonably necessary to:

• Provide the service
• Maintain business records
• Support client operations
• Comply with legal obligations
• Resolve disputes
• Maintain security
• Troubleshoot technical issues
• Enforce agreements

Clients may also control certain records within Booking365 and may delete or update some information through available tools.

Some records may remain in backups, logs, or archived systems for a limited period before deletion.

12. Data Security

TeeLink uses reasonable administrative, technical, and organizational safeguards designed to protect personal information against unauthorized access, loss, misuse, alteration, or disclosure.

However, no internet-based service, electronic storage system, or data transmission method can be guaranteed to be completely secure.

Clients are responsible for using strong passwords, limiting staff access, assigning correct roles, and preventing unauthorized use of accounts.

13. Data Breach and Security Incidents

If TeeLink becomes aware of a security incident involving personal information, TeeLink will take reasonable steps to investigate, contain, and address the incident.

Where required by law, TeeLink or the affected client may need to notify affected individuals, regulators, or other parties.

Clients should notify TeeLink immediately if they suspect unauthorized access, account misuse, or a security issue involving Booking365.

14. Access, Correction, and Deletion Requests

Individuals may request access to, correction of, or deletion of their personal information, subject to legal, technical, and contractual limitations.

Because Booking365 is used by clients to manage their own customer records, customer requests may need to be directed to the business that collected the information.

TeeLink may assist clients with reasonable requests where technically possible.

15. Cookies and Similar Technologies

Booking365 may use cookies or similar technologies to:

• Keep users logged in
• Support security features
• Remember user preferences
• Improve platform performance
• Analyze usage
• Troubleshoot technical issues

Users may adjust browser settings to block or delete cookies, but some features may not work properly without cookies.

16. International or Cross-Border Processing

Personal information may be processed or stored in Canada or other countries where TeeLink or its service providers operate.

When information is processed outside Canada, it may be subject to the laws of that jurisdiction.

TeeLink will use reasonable safeguards when personal information is handled by service providers.

17. Changes to This Privacy Policy

TeeLink may update this Privacy Policy from time to time.

When changes are made, TeeLink may update the effective date and provide notice through the website, platform, email, or other reasonable method.

Continued use of Booking365 after an updated Privacy Policy becomes effective means the updated policy applies.

Last updated: January, 15 / 2019