Privacy notice
Last updated 31 October 2026
Who is responsible
Each golf academy that uses Vectari decides what information it keeps about its students, parents and coaches, and is responsible for it. Vectari is an independent company that provides the software to the academy and handles the information on the academy's behalf and on its instructions. Questions about privacy go to your academy, which passes on anything for Vectari to answer.
What we keep
- Your account: name, email address, a scrambled form of your password (never the password itself), your profile photo if you add one, and your sign-in settings such as two-factor sign-in.
- Student records: name, date of birth, phone number, parents or guardians and who pays, medical notes and emergency details the student or guardian chooses to give, and consent choices such as photos and video.
- Coaching: lessons booked, attendance, who collected a junior, coach feedback, practice plans and ticks, assessments, rounds and scorecards, and photos or video taken in a lesson where consent allows it.
- Enquiries: what you write when you ask about lessons, and your contact details.
- Safeguarding: concerns reported to the academy, seen only by its owners.
- Payments: payments the academy records by hand (amount, method and reference). Vectari does not take card payments or store card numbers.
- Security records: when you sign in, from which kind of browser and device, and changes to your password or sign-in settings. These protect your account.
Why we keep it
To run your lessons: booking, coaching, keeping juniors safe, tracking progress and keeping the academy's records and accounts. We do not sell personal information, show advertising or use it to train artificial intelligence.
Who can see it
Only people at your academy who need it: owners see the academy's records; coaches see their students and lessons; students and guardians see their own records. Our staff look at an academy's information only when the academy asks for help or to keep the service running and secure.
Vectari runs on servers provided by Render (currently in Frankfurt, Germany). Service emails (invitations, password resets, welcome emails and the copies of notifications you ask for) are sent through Postmark, an email service whose servers are in the United States; they carry only your email address, your name and the message itself. We send no marketing email, and no text messages.
How long we keep it
As long as you are part of the academy and the academy needs the records. An academy owner can export a student's records and remove the personal information from them. Sign-in sessions end after 14 days without use, and password reset links expire within hours.
Your rights
You can ask to see, correct or delete your information, object to how it is used, or withdraw consent such as for photos and video. Ask your academy; with an account you can also make the request from the privacy section of your page in the app. If you are not satisfied you may complain to the Information Regulator of South Africa.