Privacy Policy
Last updated: 15 June 2026
This Privacy Policy explains how SentinelHQ Ltd ("we", "us", "our") collects, uses and protects personal data when you use the CountyConsent website (countyconsent.co.uk) and application (countyconsent.uk) (together, the "Service").
SentinelHQ Ltd is the operator of CountyConsent. We are registered with the UK Information Commissioner's Office (ICO) under registration number ZC175485.
This policy is written to comply with the UK GDPR, the Data Protection Act 2018, and the Privacy and Electronic Communications Regulations (PECR).
1. Who this policy covers
This policy describes how we handle personal data of website visitors, club and county administrators, and parents/guardians who interact with us directly.
Important — children's data: Where CountyConsent is used by a golf club or county union to manage junior golfer information and parental consent, that organisation is the data controller for the junior golfers' personal data, and SentinelHQ Ltd acts as a data processor on their behalf. Our handling of that data is governed by our Data Processing Agreement with each organisation, not by this policy.
2. Who we are (Data Controller)
SentinelHQ Ltd Director: Kevin Jager Registered address: England & Wales Company number: 17242389 ICO registration: ZC175485 Contact: hello@sentinelhq.co.uk
3. What personal data we collect
Depending on how you use the Service, we may collect:
- Account data: name, email address, organisation/club name, role, password (stored hashed).
- Contact data: information you provide when you email us or fill in a form.
- Consent records: where you are a parent/guardian, the consent responses and contact details you submit in relation to a junior golfer.
- Billing data: for paying organisations, subscription and payment information (payments are processed by Stripe — we do not store full card details).
- Technical data: IP address, browser type, device information, and usage data collected via cookies and similar technologies (see our Cookie Policy).
4. How we use your data and our lawful basis
| Purpose | Lawful basis |
|---|---|
| Providing and operating the Service | Performance of a contract |
| Managing your account and authentication | Performance of a contract |
| Processing payments and subscriptions | Performance of a contract |
| Responding to your enquiries | Legitimate interests |
| Sending service/operational emails | Legitimate interests / contract |
| Sending marketing emails (where you have opted in) | Consent |
| Maintaining security and audit logs | Legitimate interests / legal obligation |
| Complying with legal and safeguarding obligations | Legal obligation |
5. Who we share data with
We share data only with:
- Subprocessors who help us run the Service, under contract: Supabase (database/hosting), Vercel (application hosting), Resend (email delivery), Stripe (payments).
- Authorities or third parties where required by law or to protect safeguarding interests.
We do not sell your personal data. Some subprocessors may process data outside the UK; where they do, we ensure appropriate safeguards (such as UK International Data Transfer Agreements or adequacy decisions) are in place.
6. How long we keep data
We keep personal data only as long as necessary for the purposes set out above, or as required by law. Account and consent records are retained for the duration of the relationship with the relevant organisation and for a reasonable period afterwards. Specific retention periods for junior data are set by the controlling organisation.
7. Your rights
Under UK GDPR you have the right to access, rectify, erase, restrict, port, and object to the processing of your personal data, and to withdraw consent at any time where consent is the basis for processing.
To exercise any of these rights, contact us at hello@sentinelhq.co.uk. If your request concerns a junior golfer's data held on behalf of a club or county, we will direct your request to the relevant organisation as the data controller.
You also have the right to complain to the ICO (ico.org.uk) if you are unhappy with how we handle your data.
8. Security
We use technical and organisational measures to protect personal data, including encryption in transit, access controls, row-level security, and audit logging. No system is completely secure, but we work to protect your data and notify you and the ICO of any breach where legally required.
9. Cookies
See our Cookie Policy for details on the cookies we use.
10. Changes to this policy
We may update this policy from time to time. The "last updated" date at the top shows when it was last revised.
11. Contact
Questions about this policy or your data: hello@sentinelhq.co.uk.