This Privacy Policy explains how The Golf House (“The Golf House,” “we,” “us”), 1411 Hwy 67 Access Rd, Suite 200, Midlothian, TX 76065, collects, uses, shares and protects personal information when you visit thegolfhousetx.com, contact us, ask about a membership or event, respond to one of our Facebook or Instagram ads, or become a member or customer. It also explains the choices you have.
Information you give us
- Website inquiries. When you send an inquiry or contact form (for example about a party, corporate event, Mahjong table, league, camp, lessons or Club Care), we receive your name, email address, phone number, your message, and any details you add, such as an event date, group size, food or screen requests, company name, a partner or referral code, and how you heard about us.
- Event and partner package inquiries. These inquiries are also saved in our secure database so our team can prepare a quote and follow up, and we email you a confirmation of your request.
- Website chat assistant. The messages you type are used to answer your question. If you ask to be contacted and agree to it, we receive your name, phone number, email address and a copy of the chat.
- Email updates. If you sign up for email updates, we collect your email address, the topics you choose, the consent statement you agreed to and when you agreed. You'll only be added after you confirm using the link we email you.
- Job applications. If you apply for a job, we receive the information you provide, such as your name, contact details, résumé and answers, and send it to our hiring team by email.
- Facebook and Instagram lead forms. When you submit an instant form in one of our Facebook or Instagram ads, Meta shares with us the information in that form. This is typically your name, email address and phone number, your answers to our questions (for example, which membership interests you, how often you play and when you'd like to join), whether you checked any optional consent box, when you submitted the form, and which ad, campaign and form you responded to.
- Memberships, bookings and purchases. If you become a member, book a bay, register for a program or buy a gift card, we receive the information needed to provide it, such as your name, contact details, membership or booking details and payment history.
- Conversations with our team. When you call, text or email us, we may keep a record of the conversation and notes about your request so we can help you.
Please don't enter payment card numbers or other sensitive information in a form, the chat assistant or a lead form.
Information from other sources
- Meta. When you submit one of our Facebook or Instagram lead forms, as described above.
- Our membership, booking and payment systems. We bring membership and booking information from GymMaster, and payment records from Square, into our internal systems to manage memberships and understand how members use The Golf House.
- Public business information. For corporate memberships, sponsorships and events, we research local businesses and may collect business contact details, such as a person's name, job title, work email address and work phone number, from public sources like company websites and business directories.
Information collected automatically
- Analytics. We use Google Analytics to understand how visitors use the site, such as which pages are viewed and which buttons are clicked (for example “Book a Bay”). Google Analytics uses cookies and collects information such as your device, browser, approximate location and how you arrived at the site. We don't send your name, email address, phone number or messages to Google Analytics, and we haven't turned on Google signals or user-provided data collection. Our Google Analytics account is linked to our Google Ads account so we can measure how our Google ads perform; personalized advertising is turned off for that link.
- Spam and abuse protection. We may temporarily process your IP address and related technical information to prevent spam, abuse and automated submissions through our forms and chat. Some inquiry forms use Cloudflare Turnstile, which checks technical signals from your browser to tell people and bots apart.
- Your browser. If you close the announcement bar, your browser remembers that for the rest of your visit. While you fill in an event inquiry, your progress is saved in that browser tab so you don't lose it; it isn't sent to us until you submit the form.
- Advertising. Our website does not use the Meta Pixel, a separate Google Ads tag or other advertising tracking pixels. When you see or interact with our ads on Facebook or Instagram, Meta collects information under its own privacy policy and your ad settings, and gives us reports about how our ads perform.
How we use your information
- To respond to the request you made, such as an inquiry about a membership, event, booking or program.
- To provide and manage memberships, bookings, events, lessons, leagues, camps and purchases.
- To organize and prioritize follow-up, for example by assigning your inquiry to a team member and using your answers (such as membership interest and timing) to decide who to contact first.
- To send promotional emails or text messages, but only if you have opted in (see below).
- To understand which ads and campaigns lead to inquiries and memberships.
- To understand and improve our website and services.
- To protect our website, customers and business from spam, fraud and abuse, and to meet legal obligations.
Responding to your request vs. promotional messages
When you ask us about a membership, event or other service, whether through our website, the chat assistant or a Facebook or Instagram lead form, a member of our team will use the contact details you provide to follow up on that request by phone, text message or email. You can ask us to stop following up at any time.
Ongoing promotional messages, such as news, special offers, events and membership promotions, are separate from following up on your request. We send them only to people who have agreed to receive them, for example by confirming an email signup or by checking an optional consent box on a lead form. Agreeing to receive promotional messages is never required to make an inquiry, become a member or buy anything.
- Email. Every promotional email includes an unsubscribe link.
- Text messages. We don't currently send automated promotional text messages. If we start, we'll send them only to people who have separately agreed to receive them, and you'll be able to opt out at any time by replying STOP.
We don't share your mobile phone number or text message consent with third parties or affiliates for their own marketing purposes.
How we share information
We share personal information only as described in this policy. We use service providers that help us run our business and process information on our behalf:
- Website and inquiries: Vercel hosts our website. Web3Forms and Resend deliver form submissions, chat requests, confirmation emails and email updates. Cloudflare Turnstile helps block spam on some forms.
- Chat assistant: Anthropic provides the AI model behind the website chat assistant; chat messages are sent to it to generate replies.
- Customer records: Supabase hosts the database behind CADDiE, our internal customer management system. It holds event and partner package inquiries, email signups, Facebook and Instagram leads, corporate sales records, and membership and booking information from GymMaster. CADDiE's software runs on cloud servers that we manage.
- AI tools for our team: we use AI services from OpenAI to help our team research, analyze and organize business information, which can include names and contact details from our corporate sales records and the names of members. We also use Google's search service to research publicly available business information.
- Team notifications: We use Telegram to alert our team when a new lead arrives. These alerts include limited details, such as your first name, the ad you responded to, the interests you selected and a lead score, but not your email address or phone number.
- Advertising and lead forms: Meta (Facebook and Instagram) delivers our ads and our lead forms.
- Analytics and ad measurement: Google provides website usage statistics through Google Analytics, which is linked to our Google Ads account for measuring ad performance.
- Memberships, bookings and payments: GymMaster manages memberships and bookings, and Square processes payments and gift cards. When you follow a link to those services, their own privacy policies also apply.
- Accounting: QuickBooks holds our accounting records, including invoices and payment records.
We may also disclose information if required by law, to protect the rights, safety or property of our customers, staff or business, or as part of a sale or transfer of our business.
We don't sell personal information or share it with other companies for their own marketing.
How we store and protect information
Facebook and Instagram leads and event inquiries are stored in a Supabase database. Only authorized Golf House staff can view and manage leads, through CADDiE, which requires each staff member to sign in and limits access based on their role. We use reasonable administrative, technical and physical safeguards, such as encrypted connections, access controls and restricted service credentials, to protect personal information. However, no method of transmitting or storing information is completely secure, so we can't guarantee absolute security.
How long we keep it
We keep personal information only as long as reasonably necessary for the purposes described in this policy, such as responding to and following up on your request, providing your membership or services, keeping records of consent and opt-out requests, and meeting legal, tax and accounting requirements. After that, we delete it or remove details that identify you.
- Marketing leads. We review marketing leads, such as Facebook and Instagram lead form submissions, at least once every three months. At each review, we delete or remove the details that identify you from leads that have had no activity for 12 months and haven't become a member or customer.
- Exceptions. We may keep information longer when we need it to meet legal, tax or accounting requirements, to resolve disputes or enforce our agreements, for security and fraud prevention, or to provide a membership, booking or purchase you have with us.
- Opt-outs. If you opt out of promotional messages, we keep a record of your opt-out so we can honor it.
Your choices
- Stop promotional messages: use the unsubscribe link in any promotional email, reply STOP to a text message from us, or contact us.
- See, correct or delete your information: contact us using the details below. We may need to verify your identity before acting on a request. We may keep certain information when we're required to by law or need it for legitimate business purposes, such as records of transactions or opt-out requests.
- Facebook and Instagram: you can manage your ad preferences in your Facebook or Instagram settings. Deleting information we hold doesn't delete information held by Meta; please contact Meta for that.
- Cookies and analytics: you can block or delete cookies in your browser settings, or use Google's Google Analytics opt-out add-on.
- Stop follow-up about an inquiry: just tell us, and we'll stop contacting you about it.
Children
This website, our ads and our lead forms aren't directed at children under 13, and we don't knowingly collect their personal information. Parents or guardians should make inquiries about camps, clinics and parties for children.
Changes to this policy
If we change this policy, we'll update it on this page and change the date at the top. If we make a significant change to how we use information you've already given us, we'll take reasonable steps to let you know.
Contact us
The Golf House, 1411 Hwy 67 Access Rd, Suite 200, Midlothian, TX 76065
Phone: (214) 230-7111
Email: info@thegolfhousetx.com
Or send us a message through our contact page.