1. Who we are, and whose data this is
BagDrop is operated by BagDrop AI, Inc. ("BagDrop", "we"). We provide an AI concierge to private golf and country clubs. A club that uses BagDrop (your "Club") offers it to its members and runs it through a staff console. This policy covers three kinds of people:
- Members of a Club, using its concierge.
- Club staff, using the console at
staff.bagdrop.ai. - Visitors to
bagdrop.ai.
For a member's information, your Club decides why and how it is used, and BagDrop processes it on the Club's behalf and instructions. In the language of privacy laws, the Club is generally the controller or business and BagDrop the processor or service provider. For staff accounts and for visitors to our website, BagDrop is the controller.
2. What we receive
From your Club
Members never create an account with us. Your Club supplies its member roster, which is the source of truth for who you are and what your standing is:
- Your name and preferred name, email address and phone number.
- Your member number, membership category and status, and the date you joined.
- Only if your Club turns on its member directory: the profile fields the Club's own directory already publishes — such as town, street, region, postal code, employer, profession, birthday, spouse, children, interests and a photo — each shown only where the Club's own export marks it visible and lists you.
- The Club's knowledge: its facts, uploaded documents, public web pages it names, its weekly member email, its calendar, hours and closures. Some of that names members — a birthday list, a tournament result — and is treated as the Club's content.
- Notes and preferences a staff member records about you at that Club.
From you
- What you say to the concierge, and what it and your Club's staff say back.
- Preferences you state or confirm, and things you ask to be told about.
- If you dictate a message, the audio is transcribed on our own server and deleted before the request finishes. It is never written to storage. The text becomes an ordinary message.
- Your email address when you sign in, or your Google account's identity if you choose to continue with Google.
- A browser notification permission, if you grant one, held as an opaque endpoint.
- Settings you change, such as whether dictation sends automatically.
Automatically
- Your IP address, browser and device type, and timestamps, recorded with each session and in our security audit log.
- Whether you have seen a reply, so the concierge knows which conversation to open for you next time.
- Ordinary server logs of requests to our hosts, which include IP addresses.
We do not hold member passwords, payment or billing details, account balances or statements, or dictation audio.
3. What we do with it
- Answer you. The concierge answers from your Club's information, and hands you to a person at the Club when it can't.
- Know who you are. Sign you in and confirm you are a member in good standing at the Club you're talking to. What you can be told depends on your standing, which comes from the Club's roster.
- Remember what you've told it. Preferences you state are kept so you don't have to repeat them. Where your Club has turned on member memory, the concierge may also propose a preference from a pattern it has noticed; nothing is recorded as yours until you confirm it.
- Tell you things you asked to be told. If you ask the concierge to watch for something — a dinner, a tee time — it will get in touch when it comes up, and only about that.
- Let your Club serve you. Club staff see your conversations at that Club so they can pick up where the concierge left off, and the questions it couldn't answer help the Club fill gaps in what it has written down.
- Keep the service secure and working, including an append-only audit record of what staff and our operators do.
We do not sell your information, share it for advertising, build profiles of you for anyone else, or use it to train models of our own. There are no analytics or tracking scripts on the concierge or the console.
4. The assistant, and our AI provider
The concierge is software. Its replies are generated by a large language model operated by Anthropic (Claude). To produce each reply we send Anthropic: your Club's published knowledge and the passages retrieved for your question, your display name, the preferences you've stated, a short summary of what the Club has done for you, and the recent turns of the conversation. We do not send your email address, phone number or member number.
Anthropic processes this to generate the reply. Under the commercial terms we use, Anthropic does not use what we send it, or what it sends back, to train its models.
The concierge is designed to answer only from what your Club has provided, to say when it is unsure, and to hand you to Club staff rather than guess. It can still be wrong. Your Club's official policies and its staff are the final word; see our Terms of Service.
5. Who can see what
| Who | Can see |
|---|---|
| You | Your conversations at each Club, and, where your Club offers the "About you" page inside its concierge, your preferences, what the Club has done for you, and the profile the Club holds. |
| Your Club's staff | Your conversations with that Club's concierge, your roster details and directory profile at that Club, the preferences you've stated or that staff entered at that Club, and what you've asked to be told about. Staff can reply to you directly, and you'll see when a person has replied. |
| Other members of your Club | Nothing, unless your Club turns on its member directory — in which case another member may look you up by name and see only the fields your Club's own directory already makes visible. Every lookup is recorded, and the concierge refuses to browse or list members. |
| BagDrop personnel | Three named operators — BagDrop's founders — can access data, including conversation text, to run and support the service, through audited, read-only tooling. Every access is logged. |
| Service providers | Only what section 7 lists, for the purposes it lists. |
6. Between clubs
If you belong to more than one Club that uses BagDrop, you have one BagDrop sign-in and a separate relationship with each Club. Your conversations, your profile and the preferences you state at one Club stay at that Club. No Club can see your other Clubs, or learn that you belong to any. This is built into how our data is structured, not just a rule we follow.
The one exception is yours to make: for a few kinds of preference — an allergy, for instance — you can choose to make a preference travel with you to every Club you belong to. Something a Club's staff wrote down about you never leaves that Club unless you make that choice yourself.
7. Service providers we rely on
These are the third parties that receive information, and what each receives.
| Provider | Receives | Purpose |
|---|---|---|
| DigitalOcean | Everything we store, at rest, in its New York region | Servers, the managed database and its backups, encrypted backup storage |
| Anthropic | What section 4 describes, per reply | The language model behind the concierge |
| MailerSend | Your name and email address, for the emails we send you; your Club's newsletter, on its way in | Sending sign-in codes and notifications; receiving a Club's weekly email |
| Your Google identity, if you choose to continue with Google; your IP address and browser details when a page loads its web fonts | Optional sign-in; typography | |
| Your browser's push service (Apple, Google or Mozilla) | An opaque endpoint and the notification text, if you allow notifications | Delivering notifications |
| Netlify | Ordinary web server logs for visitors to bagdrop.ai | Hosting this website |
| GitHub | Our source code and application images — no member data | Building and hosting the software |
We may also disclose information where the law requires it, to protect the safety of a person, or to enforce our agreements. If BagDrop is acquired or merges, information may transfer to the successor under this policy.
8. Cookies and browser storage
We use only the cookies the service needs to work, each limited to the host that set it. There are no advertising or third-party cookies.
| Cookie | Purpose | Lasts |
|---|---|---|
member_session_id | Keeps a member signed in | Until you sign out |
staff_session_id | Keeps a staff member signed in to the console | Until they sign out |
admin_session_id | Keeps a BagDrop operator signed in | 24 hours |
sign_in_nonce | Ties an emailed sign-in code to the browser that asked for it, so a forwarded code is useless | 10 minutes |
_bagdrop_session | Protects forms against forgery and carries you back to the page you were on after signing in | Your browser session |
Your browser may also store, on your device only, settings such as whether dictation sends automatically, and a registration for the installed app. Clearing site data removes them.
9. How long we keep things
- Conversations are shown to you for eight weeks in your history and remain searchable for you through the concierge. We retain them while you are a member of the Club and the Club remains a customer, and for twelve months after, unless deleted sooner under section 10.
- Roster details follow your Club's roster: when the Club's export no longer lists you, your standing at that Club drops on the next import, and your record at that Club is removed thirty days after.
- Preferences you state are kept until you delete them or your membership ends.
- Dictation audio is never stored.
- Security and audit records — who did what, with an IP address — are kept for seven years.
- Backups are encrypted and age out on a fixed schedule. Deleted data may persist in backups for up to thirty days before it is gone.
10. Your choices and rights
- See what we hold. Where your Club offers it, the "About you" page inside its concierge shows what you've told us, what we've noticed, what the Club has done for you, and the profile the Club holds. Otherwise, ask us at the address below and we will send it to you.
- Correct it. Preferences you can edit or delete yourself on that page. Your roster details and directory profile come from your Club's own records, so corrections go to the Club, and reach us on its next export.
- Turn things off. Decline or revoke notifications in your browser; ask the concierge to stop watching for something, or ask Club staff to. Notifications about your own requests arrive only because you asked.
- Leave, or be deleted. Tell your Club, which controls your access, or write to us at the address below. Within thirty days we will remove your conversations, preferences and profile from that Club, keep the audit trail with your identity redacted, and keep a minimal record that you opted out so a later roster import does not bring you back.
Depending on where you live, you may have legal rights to access, correct, delete or receive a copy of your personal information, to limit certain uses, and not to be discriminated against for exercising them. We do not sell personal information or share it for cross-context behavioural advertising. To exercise a right, write to privacy@bagdrop.ai. We will verify the request through the email address on your Club's roster, and we may ask your Club to confirm it, since the Club decides much of what we hold about you. An authorised agent may act for you with proof of authority. If we decline a request, we will say why, and you may ask us to reconsider.
11. Security
Everything travels over TLS. Member and Club data is stored in a managed database encrypted at rest, whose backups are encrypted by the provider; the operational data on our server sits on an encrypted volume, and its backups are encrypted before they leave it. Members hold no passwords with us: a sign-in code is single-use, short-lived and bound to the browser that requested it. Credentials a Club gives us for its own systems are encrypted at the column and never shown back. Every change made by Club staff or by our operators is written to an append-only audit log. Sign-in endpoints are rate-limited.
No system is perfectly secure. If a breach affects your information, we will notify your Club within 72 hours of confirming it, and notify you where the law requires.
12. Children
BagDrop is not directed to children under 13, and we do not knowingly collect information from them. A Club's roster may include junior members; a Club that enrols a minor in its concierge is responsible for obtaining any parental consent its junior memberships and the law require. If you believe a child's information has reached us without that consent, write to us and we will delete it.
13. Where the data lives
Our servers and database are in the United States, in DigitalOcean's New York region. Our service providers may process information elsewhere under their own terms. If you use BagDrop from outside the United States, your information is transferred to and processed in the United States.
14. Changes to this policy
When we change this policy we will update the date at the top and, for changes that matter, tell your Club and post a notice in the concierge. Continuing to use BagDrop after a change means you accept the updated policy.
15. Contact
Questions and requests about your information: privacy@bagdrop.ai