Policies

How this site handles data, security and AI. Full internal versions live in the project repository under docs/policies/.

For members

• Privacy notice — what we hold, why, for how long, and your rights under the Data Protection Act, 2019.
• Terms of use — league rules as applied on the site, corrections, acceptable use.

Data protection policy (summary)

• Minimise. We collect only what the league needs. Payment references, ID numbers and contact details are not stored in this phase.
• Separate roles. Public pages show what the WhatsApp screenshot always showed. Only the Committee sees membership status, handicap identifiers and notes.
• Log changes. Every score entry, correction and sign-in is recorded with who and when.
• Juniors. No contact details are held for under-18s; a parent may ask for a junior’s name to be shortened or removed.
• Retention. Competition results are permanent club records; membership status 7 years; logs 12 months.
• Breaches. ODPC notified within 72 hours; affected members told without delay.
• Requests. Access, correction, objection and deletion requests answered within 30 days.

AI policy (summary)

• No feature on this site uses AI to rank players, award prizes or make any decision about a member. Standings are computed by a fixed, published rule (best 7 / best 5) that the Committee can verify by hand.
• Any future AI assistance (for example reading a photographed score sheet) will only suggest values for a committee member to confirm, will never write to the database on its own, and will be described in the privacy notice before it is switched on.
• Member data is not sent to third-party AI services. AI coding tools used to build the site work on the code and on anonymised or already-public data; payment references are never included.

Security policy (summary)

• HTTPS everywhere with strict security headers (CSP, HSTS, no framing).
• Passwords hashed with PBKDF2-SHA256 (100,000 iterations, the Workers runtime maximum); accounts lock after 5 failed attempts; sign-ins throttled per connection.
• Sessions are server-side, expire after 8 hours or 60 minutes idle, and can be revoked.
• Committee accounts are named individuals — no shared logins. Roles: superadmin, committee, member.
• Secrets live in the hosting platform, never in the code repository. The members’ spreadsheet is excluded from version control.
• Report a security concern to the Committee; do not post it in the group.