Your data and GDPR

• Your shop is the controller of its clients’ (golfers’) data: you decide what you enter, you inform your clients and you answer their requests.
• GolfSpec is your processor for this data: it processes it only to provide the service, on your instructions, never for its own purposes. Its commitments are set out in the DPA.
• GolfSpec is the controller of your account data: team accounts, subscription, support and security.

If one of your clients contacts GolfSpec directly to exercise their rights, the request is passed on to you.

In the Pre-fitting interview (Interview step of Session mode, or Edit on the fitting page), the Physical constraints field stays greyed out until the consent box is ticked. By ticking it, you confirm that the client explicitly consents to the recording of this health information, including its analysis by the AI assistant.

• The consent date is recorded.
• Without consent, the field is neither saved nor sent to the AI.
• Unticking the box erases the constraints entered, after confirmation (Erase).
• Only enter what is useful for the fitting.

1. 1Open Settings, Data tab (administrator only).
2. 2Under Export all my data, click Download the full export.
3. 3Keep the file you get (.json.gz): a compressed JSON archive of all your data.

Photos and attachments are referenced by their address. Passwords and access tokens are left out. Two exports per hour at most.

The same tab shows the Sensitive actions log: invoices, credit notes, deletions, client erasures, team accounts and portal links.

Open the client record from Clients. At the bottom of the record, the Personal data section offers:

• Export their data (JSON) (administrator and managers): everything the shop holds about them, namely their record, fittings, measurements, appointments, messages, workshop tickets and after-sales cases.
• Erase this client (administrator): type EFFACER, then click Erase permanently. Their contact details, measurements, interviews and messages are deleted; their appointments are anonymised.

Issued invoices must be kept for 10 years: an invoiced fitting is not deleted but anonymised, and keeps the name and billing address. Erasure is permanent.

1. 1First download the full export and, if you issue invoices in GolfSpec, the sales export (Finance, Export tab, Pro and Full plans). Invoices and credit notes are erased on permanent deletion, while you must keep them for 10 years.
2. 2In Settings, Data tab, click Request deletion….
3. 3Type SUPPRIMER, enter your password, then click Confirm deletion.

The subscription no longer renews and access stays open for 30 days. During that time, Cancel deletion keeps the account. After 30 days, a daily job permanently deletes all the shop data, then its files (photos, attachments, PDF copies).

Only the administrator can request or cancel the account deletion.

Every night, GolfSpec automatically deletes:

• the log of sent emails older than 12 months;
• client portal links, 30 days after they expire or are revoked;
• the cancellation link of an online booking, the day after the appointment;
• messages deleted from messaging, attachments included, 30 days after deletion;
• cached PDF copies older than 30 days.

Client records, fittings and measurements are kept as long as your account is active: it is up to you to set how long you keep them and to erase the clients concerned.

The application and the database are hosted in the United Kingdom (London). Daily database backups are encrypted and kept for 30 days (90 days for the one taken on the 1st of the month). The list of subcontractors is in the privacy policy and the DPA.