Privacy Policy

Who we are

TeeTrak is a tee-time booking and course operations service for golf courses. It is operated by Omni Technology Group, LLC, doing business as TeeTrak, 2407 SE Delaware Ave #1174, Ankeny, IA 50021-4470, United States (“TeeTrak”, “we”, “us”). You can reach us at privacy@teetrak.com.

TeeTrak is offered in the United States only.

Two roles, plainly said

When you book a tee time, you are booking with a golf course that uses TeeTrak. The course generally decides how your booking information is used — when to confirm it, change it, or honor its own cancellation rules. TeeTrak primarily provides the booking service and handles your information on the course’s behalf.

Some information is handled by TeeTrak for our own purposes: operating your TeeTrak account, signing people in, keeping the platform secure, preventing abuse, meeting legal obligations, and providing support. For that information, TeeTrak makes the decisions about how it is used.

This policy covers both situations. Your golf course may also have its own privacy practices and notices.

What we collect

What we collect depends on how you use TeeTrak:

• Bookings: the name the tee time is for, an email address or mobile number, player names, course, date, time, number of players, holes played, cart choices, and any notes you add.
• Accounts: your email address and password, plus optional name, phone number and photo you choose to add.
• Course staff: name, work email, role, and organization membership.
• Course business information: course name, address, phone, website and time zone — business locations, not your location. We never collect your device location.
• Scorecard photos: if you use a scorecard photo link, the photo you upload and basic details about the file.
• Messages: records of the confirmation, reminder and cancellation texts and emails sent about bookings, including the destination and delivery result. If you reply to a text, we receive and store the reply so staff can see it.
• Security records: records of changes to staff access, and limited abuse-prevention counters. Counters are built from a scrambled daily-rotated hash of the requesting address — we do not store your raw IP address.
• AI phone calls: the phone number you called, which course you reached, the time, and the outcome (for example, booked, transferred to the pro shop, or no booking made). See “AI phone calls” below.

What we don’t have

This is an unusually short list, and it is accurate:

• No advertising trackers. We run no ad pixels, no cross-site tracking, and nothing on this site is used for advertising or remarketing.
• Public-site analytics is opt-in only. If — and only if — you accept, we use Google Analytics to understand how the public site is used. See “Public-site analytics” below.
• No ad profiles, no selling of personal information, and no targeted advertising.
• No payment cards. TeeTrak shows course fees but does not take card payments.
• Almost no cookies. We set one small cookie that remembers whether you like the sidebar open, and your sign-in session is kept in your browser’s local storage. Nothing tracks you between websites.
• No age or date of birth is collected.

How information is used

We and the courses use this information to:

• Create, confirm, change and cancel tee-time bookings, including confirming them by text or email
• Operate accounts and sign people in
• Run the tee sheet and day-to-day course operations
• Let you view and manage your bookings
• Read scorecard photos you submit and apply them to your round
• Keep the platform secure, prevent abuse, and investigate problems
• Meet legal obligations and enforce our Terms of Service

AI phone calls

Courses can use TeeTrak’s AI Phone to answer calls and book tee times. When you call, an automated assistant answers — the greeting tells you it is TeeTrak’s AI booking assistant. Calls are inbound only: TeeTrak does not place outbound AI calls.

Calls are not recorded, and what you say is not kept as a transcript. We keep the call’s metadata — who called, which course, when, and the outcome — so bookings can be traced and problems investigated. A booking made by phone goes into the same reservation system as every other booking, and calls can be transferred to the pro shop when you ask.

Texts and emails

Booking texts and emails are transactional: confirmations, reminders, changes, cancellations and similar notices about a booking. They are not marketing, and giving a mobile number in a booking is not consent to receive marketing.

Texts come from the course’s own number when it has one, or from TeeTrak’s platform number with the course named in the message (for example, “[Course] via TeeTrak:”). Reply STOP to stop the texts; we honor it right away. These texts are one-way, so we don’t send automatic replies to other keywords — for help, contact the course or email privacy@teetrak.com.

Public-site analytics

On TeeTrak’s public pages — this site’s marketing pages, course discovery, and the pages where you pick a tee time and book — we ask whether we may use analytics. Nothing is loaded or measured until you choose “Accept analytics.” Choosing “Decline” means no analytics runs at all, and you can change your mind anytime with the “Cookie settings” link in the site footer.

When you accept, we use Google Analytics to count things like which pages are viewed, that a course search was used, and that a booking was started or completed — so we can improve TeeTrak. We receive general device, browser, language and referrer information, and coarse interaction counts. We never send it your name, email address, phone number, booking code, notes, street address, or the words you type into a search. Query strings are stripped, and results are counted in broad buckets.

Google Analytics uses cookies and similar browser storage on the public pages while analytics is active. Your choice is kept in your own browser’s local storage — it is a consent record, not a tracker — and it is never linked to your TeeTrak account or bookings. Analytics is never used for advertising, remarketing or personalization, and signing in to TeeTrak or making a booking never requires it.

Service providers

We use other companies to help run TeeTrak. They process personal information only to provide their service to us, and they may not use it for their own marketing:

Cloud hosting, database and file storage for the service and your account; managed email delivery for transactional email; text messaging and telephony providers for booking texts and AI Phone calls; an AI service used to read the scorecard photos you submit; map and place-lookup data (OpenStreetMap) used when a course is added; golf course data providers used to pre-fill course details like holes and ratings; and, on the public site only and only if you accepted analytics, Google Analytics for understanding public-site usage.

Sharing

Your booking information is shared with the course you booked. We do not sell personal information and we do not share it for targeted advertising. We share information with service providers as above, and when the law requires it or it is needed to protect someone’s rights, safety or property.

How long we keep things

We keep personal information only while we have a reason to. These are the limits we work to — we do not keep information longer than the period shown for its purpose:

• Bookings and the operational history attached to them: 7 years after the booking date
• Golfer accounts and profiles: while active, then up to 2 years after deletion or inactivity — except details legitimately kept in booking, legal or security records
• Course business and account records: while the course uses TeeTrak, plus 7 years
• Records of texts and emails sent about bookings, including replies we receive: 2 years
• AI phone call metadata: 2 years (no recordings, no transcripts — they don’t exist)
• Security and access-change audit records: 7 years
• Short-lived links and tokens (like a scorecard photo link): they stop working on their own within hours or days, and the underlying files are kept only as long as the workflow needs them

Today, removal happens when it is asked for or when a course leaves TeeTrak: deleting a course or an organization permanently removes the information scoped to it, and we act on deletion requests sent to privacy@teetrak.com. We do not claim that information is erased automatically the moment a period above ends; the periods are the limits we hold ourselves to and we are building the routine clean-up that enforces them.

Security

We use industry-standard measures — encrypted connections, access controls, tenant isolation between courses, and least-privilege access for our own systems. We also design to keep data collection minimal, as this policy shows.

No service can promise perfect security. If something goes wrong, we will investigate, contain it, and tell the affected course; where the law requires notice to individuals, the course and TeeTrak will see that it happens.

Your choices and requests

You can view, change and cancel your bookings through the links in your booking messages, or by contacting the course directly. If you have a TeeTrak account, you can update your profile details after signing in, and course staff can remove a golfer’s link to their course on request.

For any privacy request — including access, correction, deletion, or questions about how a course used your information — email privacy@teetrak.com. Tell us which course and which booking you’re asking about if you can. We may ask you to verify your identity before we act, for example by confirming details only you would know, because we take care not to hand your information to someone else.

We respond to verified requests within the time the law requires. If you ask a course to delete your data, they (and we, on their behalf) will honor it except where records must be kept for legal, security or dispute reasons.

Children

TeeTrak is not directed to children under 13, and we do not knowingly collect personal information from them. We don’t ask ages or birthdates. Bookings are made by the person named on the tee time; if you believe a child under 13 gave us personal information, contact privacy@teetrak.com and we will delete it.

Changes to this policy

We may update this policy as TeeTrak changes. When we make a material change, we’ll update the date below and, for course operators, provide notice through the service. The policy that applies to a booking is the one in effect when you made it, unless a change is required by law.

Contact

Omni Technology Group, LLC d/b/a TeeTrak — 2407 SE Delaware Ave #1174, Ankeny, IA 50021-4470. Email: privacy@teetrak.com.

Effective date: September 18, 2026.