Privacy Policy

1. Introduction

CartJockeys is a service of Terry R Preece Consulting LLC ("CartJockeys," "we," "us," or "our"), a workforce scheduling application designed for golf course operations. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our application.

2. Information We Collect

We may collect the following types of information:

• Personal Information: Name, phone number, and email address provided during account creation.
• Employment Information: Department assignment, shift availability, work schedule, and role within the organization.
• Usage Data: Information about how you interact with the application, including login times and feature usage.
• Communications: SMS messages sent and received through the application, including broadcast messages and acknowledgment responses.
• Golfer Equipment Labels: A golfer may voluntarily provide a name and phone number to print a physical identification label at a participating golf course. We also create one-way device and network hashes to limit abusive or repeated printing; CartJockeys cannot use these hashes to recover a device MAC address.
• Private Preview Requests: Prospective customers may provide their name, role, work email, phone number, golf course name, and public course website to request access to protected product demonstrations. We also record limited technical information, such as a one-way network hash and browser user agent, to prevent abuse.

3. How We Use Your Information

We use the information we collect to:

• Create and manage your employee account and scheduling profile.
• Facilitate shift scheduling, availability tracking, and workforce management.
• Send SMS notifications regarding schedules, availability requests, policy updates, and operational broadcasts.
• Track message delivery and acknowledgment for operational communications.
• Improve and maintain the functionality of our application.
• Print golfer-requested equipment labels and prevent automated or excessive label requests.
• Evaluate private-preview requests, provide protected product demonstrations, tailor a course-fit assessment, prevent misuse, and follow up about CartJockeys.

4. SMS Messaging

CartJockeys sends SMS messages only after you explicitly opt in. SMS consent is optional, separate from your acceptance of the Terms, and is not a condition of using CartJockeys. You may decline SMS and continue using CartJockeys with texting disabled. If you opt in, messages may include schedule notifications, availability requests, broadcasts from supervisors and administrators, and policy update alerts.

Message frequency: varies based on scheduling activity (typically 2–8 messages per week per employee).

Message and data rates may apply. Standard messaging rates from your mobile carrier may apply to messages sent and received through CartJockeys.

Opt out: Reply STOP to any CartJockeys message to unsubscribe at any time. Reply HELP for assistance, or email support@cartjockeys.com.

Mobile information will not be shared with third parties or affiliates for marketing or promotional purposes. Mobile phone numbers and the contents of text messages are used solely for operational communication between CartJockeys, the employing organization, and the employee. We do not sell, rent, or share mobile opt-in data or consent records with any third party.

5. Information Sharing and Disclosure

We do not sell, trade, or rent your personal information to third parties. We may share your information in the following circumstances:

• Within your organization: Your name, availability, and schedule may be visible to supervisors and administrators within your assigned department.
• Service providers: We use third-party services such as Twilio for SMS delivery and Supabase for data storage. These providers are bound by their own privacy policies and data processing agreements.
• Automated preview review: We may use an artificial-intelligence service to assess whether submitted course information is consistent with publicly available website information. The service receives only the information needed for that assessment; submitted phone numbers are not included in the AI review. Uncertain requests are reviewed by a person, and automated review is not identity verification.
• Legal requirements: We may disclose your information if required by law or in response to valid legal processes.

6. Data Security

We implement reasonable administrative, technical, and physical security measures to protect your personal information. Data is transmitted over encrypted connections (HTTPS) and stored in secure, access-controlled databases. However, no method of electronic transmission or storage is 100% secure, and we cannot guarantee absolute security.

7. Data Retention

We retain your personal information for as long as your account is active or as needed to provide services. Employee accounts may be deactivated rather than deleted to maintain scheduling history and operational records. If you wish to have your data removed, please contact your administrator.

For Golfer Equipment Labels, the submitted name and phone number are deleted as soon as the connected printer confirms a successful print. If printing does not succeed, that information is deleted when the job expires after 24 hours. Non-identifying print statistics and one-way abuse-prevention hashes may be retained.

Private-preview request information and its review record are scheduled for deletion after 180 days unless a longer period is needed to respond to the request, maintain an active customer relationship, prevent abuse, or meet legal obligations. Preview access links normally expire after seven days and can be revoked sooner.

8. Your Rights

You have the right to:

• Access the personal information we hold about you.
• Request correction of inaccurate information.
• Request deletion of your personal information, subject to operational and legal retention requirements.
• Opt out of non-essential communications.

9. Children's Privacy

CartJockeys is intended for use by employees of participating organizations. We do not knowingly collect information from children under 13. Some users may be minors (ages 14+) employed in accordance with applicable labor laws; their information is collected and used solely for employment scheduling purposes with appropriate organizational authorization.

10. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify users of any material changes by posting the updated policy within the application. Your continued use of CartJockeys after changes are posted constitutes acceptance of the revised policy.

11. Contact Us

CartJockeys is a service of Terry R Preece Consulting LLC. If you have questions about this Privacy Policy or our data practices, please contact us at support@cartjockeys.com or contact your organization's CartJockeys administrator.