Last updated February 2026.

About this Policy

CourseTrackR is committed to protecting the privacy of personal information we hold about individuals in accordance with applicable Australian privacy laws, including the Privacy Act 1988 (Cth) and the Australian Privacy Principles (APPs).

This Privacy Policy explains how we collect, hold, use and disclose personal information when you:

• visit our website(s),

• enquire about CourseTrackR,

• use the CourseTrackR platform (including pilot programs),

• communicate with our team, or

• participate in surveys, events or related activities.

This policy applies to CourseTrackR, operated by Golf Fore Nature Pty Ltd ABN 39 748 254 796. CourseTrackR is a product within the broader Golf Fore Nature ecosystem. Golf Fore Nature may operate separate websites and programs that have their own privacy statements or notices from time to time.

What is “personal information”?

“Personal information” is information about an identified individual, or an individual who is reasonably identifiable, as defined under applicable law.

Why do we collect personal information?

We collect and hold personal information to operate and improve CourseTrackR and to perform our business functions, including to:

• respond to enquiries and provide customer support,

• set up and administer platform access (including pilots),

• provide platform features (mapping, works tracking, datasets, reporting outputs),

• communicate with you about product updates, services, events or offers,

• conduct research and product improvement (including surveys),

• maintain platform security and integrity, and

• comply with legal obligations.

What personal information do we collect?

The personal information we collect depends on how you interact with us. It may include:

Enquiries, sales and general communications

• your name and job title,

• club/organisation name,

• contact details (email, phone),

• any information you provide in your message or enquiry.

Platform accounts and usage

• account details (name, email, role, organisation),

• authentication and security information (e.g., login timestamps, device/IP information),

• support communications and requests,

• platform usage data (how features are used, performance, error logs).

“Course works” entries (club-entered)

Course teams may enter information such as:

• works notes and descriptions (e.g., planting, removals, damage reports),

• photos and attachments,

• locations/areas on-course linked to an entry,

• names or mentions of staff in notes (e.g., “@Jeff please follow up”).

Datasets and observations (auto-fed or integrated)

CourseTrackR may display or ingest environmental datasets and observations from third-party sources where available (e.g., citizen science sources and publicly available datasets). This information may include:

• species observations and related metadata,

• location/time information (depending on the source),

• links or references to original dataset sources.

Where third-party datasets contain personal information (for example, a contributor username in a citizen science platform), we handle that information in accordance with this policy and applicable law, and consistent with the relevant source’s settings and terms.

Payments (if applicable)

If you pay for CourseTrackR services, we may collect billing contact details and transaction references. Payment processing is typically handled by third-party payment providers; we do not normally store full card details.

How do we collect personal information?

We collect personal information:

• directly from you (forms, emails, calls, meetings, demos, platform use),

• from your organisation/club administrators (where they set up your access),

• automatically via website cookies/analytics and platform logs,

• from third-party providers where relevant (e.g., hosted services, integrated datasets), in accordance with applicable law.

What if you don’t provide personal information?

If you don’t provide personal information we reasonably require, we may be unable to:

• respond to your enquiry,

• create or manage your account,

• provide platform access or support, or

• deliver requested services.

How do we use personal information?

We use personal information for the purposes for which it was collected, including (but not limited to):

• providing platform access and services,

• administering accounts and user permissions,

• providing support and responding to requests,

• improving the platform, reporting templates and user experience,

• communicating product updates and operational notices,

• marketing CourseTrackR (where permitted),

• conducting research (e.g., surveys) about current and future product features, and

• maintaining security, preventing misuse and investigating incidents.

Direct marketing

If we use your personal information for direct marketing, we will provide an option to opt out of receiving further marketing communications. You may also request the source of your personal information used for direct marketing communications, and we will provide it unless it is impracticable or unreasonable to do so.

Do we disclose personal information to others?

We may disclose personal information where necessary to operate CourseTrackR and run our business, including to:

Service providers

• hosting and cloud infrastructure providers,

• email and communications tools,

• analytics providers,

• customer support tools,

• mapping/data services providers,

• payment processors (if applicable),

• professional advisers (legal/accounting) as required.

We take reasonable steps to ensure service providers handle personal information securely and in accordance with applicable privacy obligations.

Legal or regulatory disclosure

We may disclose personal information where required or permitted by law, including in response to lawful requests by regulators, law enforcement, courts, or to protect our rights and safety.

Overseas disclosures

Some of our service providers may store or process data outside Australia. Where this occurs, we take reasonable steps to ensure appropriate safeguards are in place consistent with the APPs.

Cookies and analytics (website)

Our website may use cookies and similar technologies to help:

• operate the site,

• understand how visitors use the site,

• improve performance and content.

You can control cookies via your browser settings. Disabling cookies may affect site functionality.

Security of personal information

We take reasonable steps to protect personal information we hold from misuse, interference, loss and unauthorised access, modification or disclosure.

No data transmission over the internet is completely secure. Any personal information you send to us online (including by email) is sent at your own risk.

Access and correction

You may request access to personal information we hold about you and request corrections if you believe it is incorrect, incomplete, out-of-date, irrelevant or misleading.

We may refuse access or correction in certain circumstances permitted by law. If we refuse, we will provide written reasons (where required) and information on how you can complain.

We may charge a reasonable fee to cover the cost of providing access where permitted, but we will not charge a fee simply for making a request.

Data retention

We keep personal information only as long as reasonably necessary for the purposes described in this policy (including legal, accounting or reporting requirements), after which we will take reasonable steps to securely delete or de-identify it.

Privacy complaints and contact

If you have questions, concerns or a complaint about our privacy practices or the handling of your personal information, please contact:

Privacy Contact: Matt McIntosh
Email: hello@coursetrackr.com

We take privacy complaints seriously and aim to respond within 20 business days.

If you are not satisfied with our response, you may contact the Office of the Australian Information Commissioner (OAIC).

Changes to this policy

We may update this Privacy Policy from time to time. We will post the updated policy on our website(s). Continued use of our website or platform after an update may constitute acceptance of the updated policy.