Privacy Policy

HoleRecord ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, and safeguard your information when you use our mobile application and website (collectively, the "Service").

1. Information We Collect

Account Information: When you create an account, we collect your name and email address. If you sign in with Apple or Google, we receive your name, email, and account identifier from those services. We do not receive or store your Apple or Google password.

Golf Data: Scores, stats, reflections, and notes you record during and after your rounds. This is the core of the Service and is stored securely to provide your personal golf history and AI-powered insights.

Voice Data: When you use voice recording, your audio is sent to our servers for transcription. Audio recordings are processed in real time and are not permanently stored — they are deleted immediately after transcription is complete.

Usage Data: We collect basic usage information (features used, session length) to improve the Service. We do not use third-party analytics or advertising trackers.

Weather Data: If you grant location permission, we use your location solely to fetch weather conditions for your round via Apple WeatherKit. Location data is not stored on our servers.

2. How We Use Your Information

We use the information we collect to:

• Provide voice-to-scorecard transcription and AI-powered round analysis
• Store your round history, stats, and reflections
• Calculate your handicap index and performance trends
• Generate personalized coaching insights from your data
• Send transactional emails (account verification, password resets)
• Improve and maintain the Service

3. AI and Voice Processing

HoleRecord uses artificial intelligence to transcribe your voice recordings and generate golf insights. Your voice audio is processed using OpenAI's Whisper transcription service. The transcribed text (not the audio) is then analyzed by our AI system to extract scores, stats, and reflections.

Audio files are deleted from our servers immediately after transcription. The text output is stored as part of your round data. OpenAI processes data under their API terms, which prohibit using API inputs for training their models.

4. Third-Party Services

We use the following third-party services to operate HoleRecord:

• Apple Sign-In & Google Sign-In: For account authentication. Governed by Apple's and Google's respective privacy policies.
• OpenAI: For voice transcription (Whisper) and AI-powered insights. Data processed under OpenAI's API data usage policy.
• RevenueCat: For managing premium subscriptions and in-app purchases. See RevenueCat's privacy policy.
• MongoDB Atlas: For secure cloud database storage.
• Apple WeatherKit: For round weather conditions (requires location permission).

We do not sell or share your personal data with advertisers, data brokers, or any third parties for marketing purposes.

5. Data Storage and Security

Your data is stored in MongoDB Atlas with encryption at rest and in transit. We use industry-standard security measures including HTTPS, JWT authentication, and bcrypt password hashing. Access to our servers and databases is restricted to authorized personnel only.

6. Data Retention

We retain your account and golf data for as long as your account is active. Voice audio recordings are deleted immediately after transcription (typically within seconds). If you delete your account, all associated personal data will be permanently removed from our servers within 30 days.

7. Your Rights

You have the right to:

• Access the personal data we hold about you
• Correct inaccurate or incomplete data
• Delete your account and all associated data
• Export your golf data
• Withdraw consent for optional data processing (such as location)

To exercise any of these rights, contact us at privacy@holerecord.com or use the account settings within the app.

8. Children's Privacy

HoleRecord is not directed to children under 13. We do not knowingly collect personal information from children under 13. If we become aware that we have collected data from a child under 13, we will delete it promptly.

9. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by posting the updated policy on this page and updating the "Last updated" date. Your continued use of the Service after changes constitutes acceptance of the updated policy.