Privacy Policy (draft)
Draft version draft. Controller: FreeDrop PS LLC (Golf Simulator Course Factory). Contact: [support address: the owner sets this before launch].
In short
| What we keep | Why | How long |
|---|---|---|
| Your email address | To send your private links and order messages. | While you have a sample or an order. If you never confirm, 14 days. |
| Your request (course name, map pin or outline, notes) | To build your sample and match take-down requests. | Notes and typed details: 90 days after an unordered sample, one year after the last delivery of an order. The course name and map position stay while the request is in use. |
| Files you upload (scorecard, photos) | To read facts for the build. | 30 days after delivery, or after an unordered sample. |
| Your delivered course files | So you can download them and ask for changes. | As long as we operate; deleted at once if you ask us to erase your data. |
| Email you send to our support address (sender, subject, text; attachment names only) | To answer you and keep the conversation together. | 180 days after the last message of the conversation; deleted at once if you ask us to erase your data. |
| Order and payment records (amounts, dates, Stripe identifiers) | Accounting and tax law. | [lawyer to define the period] |
| Scrambled copies (keyed hashes) of your network address and email address | To limit free samples and to keep do-not-contact marks working. We do not store your raw network address. | Network address: 30 days (180 days for the one stored with your acceptance of the terms). Email: as long as the do-not-contact mark or free-sample limit needs it. |
You can ask us to erase your data at any time (see “Your choices”). The sections below give the details.
What we collect
- Request details: course name, the course’s address or town, location (the map pin), notes, the number of holes, and files you upload (scorecard, photos). To put the pin on the map for you, our server sends the course name and the address or town you typed (nothing else, and not your network address) to OpenStreetMap’s place search and, for a street address, to the US Census Bureau Geocoder. Their answers are kept for 30 days under a scrambled key, without what you typed. The list of matching courses shown as you type the club name comes from our own course list on our server; that search sends nothing to anyone else and is not stored.
- Contact: your email address, used to send your private links and order messages.
- Support email: when you write to our support address we keep the sender address and name, the subject, the text, the date and the message identifiers that keep a conversation together, our replies, and the names, types and sizes of attachments. We do not keep attachments themselves; please send photos for an order through the website.
- Terms acceptance: the terms version you accepted, the exact sentence (as a hash) and the time.
- Orders: tier, amount and status. Payment details are handled by Stripe; we never receive your card number.
- Abuse prevention: a keyed hash of your IP address and of your email address (so we can limit free samples). We do not store your raw IP address.
What we do not do
We do not run advertising or analytics trackers. We do not sell personal data. We never put personal data or access tokens in web addresses. Your private links keep their key in the part of the address after the # sign, which your browser does not send to us.
Who handles data for us
Support replies are AI-assisted, with a human available: our AI assistant (Anthropic’s Claude) drafts or sends answers to support email, and a person checks anything it is not sure about. Reply to any answer to reach a person.
- Cloudflare: hosting, storage (R2, D1), the human check (Turnstile) and sign-in for administrators (Access).
- Stripe: payments.
- Postmark (or a similar transactional email provider): sending our emails.
- Anthropic (the Claude API): email you send to our support address is processed by Anthropic to draft a reply. It receives the text of your message (not attachments), the name and subject in it, earlier messages of the same conversation and, if your address matches a free sample or an order with us, the status of those in plain words. Under Anthropic’s commercial terms this data is not used to train its models. [lawyer to confirm Anthropic’s retention period]
- Cloudflare Email Routing and Google (Gmail): mail to our support address arrives through Cloudflare, and a copy of every support email, and of our replies, goes to our own mailbox at Google so that a person can read it.
- USGS (The National Map): the map on the request form loads imagery tiles straight from USGS servers, so USGS sees your IP address and the map area you view. We pass no other personal data to public data services when we build courses.
- OpenStreetMap Foundation (place search) and the US Census Bureau (geocoder): receive only the course name and the address or town you typed, from our server, to find the course on the map.
How long we keep it, in detail
- Requests that are never confirmed are deleted after 14 days, together with their uploads, notes, address, website, location, the course name you typed and, when nothing else refers to it, the email address. A request you report with "This wasn't me" is deleted at once in the same way, except that the email address is kept, marked do-not-contact, for 180 days so that nothing more is sent to it; after that only a keyed hash of the address remains (it cannot be turned back into the address), which is enough for the do-not-contact mark to keep working. All that can stay of the request itself is a reference made only of the map position rounded to about three quarters of a mile (it looks like "place-n2800-w8250"): it names a place, not a person or a course.
- Files you upload (scorecard, photos) are deleted 30 days after your course is delivered, or 30 days after your free sample when nothing was ordered, or when it failed or was cancelled.
- Delivered course files (the package, the 3D preview, the renders and the quality report, which carry the course name and any designer line you asked for) are kept for as long as we operate, so you can download your course again later; they are deleted at once when you ask us to erase your data (a build that is still running at that moment is stopped, and anything it has uploaded is deleted as soon as it stops, normally within minutes). The files of a free sample that was never ordered are deleted 180 days after the sample is ready.
- The notes, tee sets, course address, course website and location description you typed are cleared 90 days after a free sample that was never ordered, and one year after the last delivery of an order. The course name, the pin and any boundary you drew are kept as the identifier of the place while the request is in use (a free sample, an order, a take-down notice): they are what lets us match a take-down request and join a sample to its order. The course name is kept in a normalized, shortened form for that purpose, and it is the only part of what you typed that is kept as an identifier. It is removed when you ask us to erase your data, unless another person's request refers to the same course (then it names a golf course, not you). While a take-down notice blocks a course, the block's own record (the blocked course, the area and its notes, and the owner's audit log of the block) keeps the shortened course name and the position of the course so that the block keeps working; it is removed when the block is lifted.
- The hashed network address of a request is cleared after 30 days; the hashed address stored with your acceptance of the terms is cleared after 180 days. The acceptance itself (which terms version, when) is kept as evidence.
- Records of the emails we sent are deleted after 30 days.
- Support email (your messages to our support address, the assistant’s drafts and our replies) is deleted 180 days after the last message of the conversation, and at once when you ask us to erase your data. The copies in our own mailbox are deleted by hand on the same request.
- Your private links expire (free samples after 60 days, orders after a year). Use "Lost your link?" at the bottom of every page and we email the links you already have again (a link that has expired is replaced). To cancel every other copy of a link, use "Sign out other links" on the page itself.
- Order and payment records (amounts, dates, Stripe identifiers) are kept as long as accounting law requires: [lawyer to define the period].
Your choices
You can ask us to access, correct or erase your data. On request we erase it: your details are overwritten, uploads, mail records and support email deleted, the copies of your request held for the build removed (including the notes and any text you typed in change requests, such as a designer line), the course name you typed replaced by a reference made only of the map position rounded to about three quarters of a mile (unless another person's request refers to the same course; a take-down block that covers the course keeps the shortened name on its own record until the block is lifted), the delivered course files deleted and your links revoked, keeping only the accounting minimum (order amounts, dates and Stripe identifiers). Contact: [support address: the owner sets this before launch] (a separate privacy contact address: [owner and lawyer to define]).