PRIVACY STATEMENT OF PROAGENDA

Last updated: Aug 1st 2026

This notice is for people who book appointments, sessions or lessons with a business that uses ProAgenda, or who have an account because that business set one up. If you are a business using ProAgenda to run your bookings, please read our Privacy Notice for Businesses and Organisations.

ProAgenda is a registered trading name of Golf Financial Services B.V., KvK 34130467, Jan van Krimpenweg 9e, 2031 CE Haarlem, the Netherlands. Where this notice says "ProAgenda", "we" or "us", it means that company. Businesses use ProAgenda worldwide; this notice applies wherever you are.

Who decides what happens to your data

The business you book with does — not us. They chose to use ProAgenda, they decide what information to record about you and why, and they are responsible for that decision. In legal terms they are the controller.

We provide the software and hold the data on their behalf. We are the processor. We do not decide what is recorded about you, and we do not use your information for our own purposes.

This matters practically: if you want your records corrected or deleted, ask the business first. They can act directly. If you contact us instead, we will pass your request to them and help them respond, but we cannot change or delete their records without their instruction.

Throughout this notice, "the business" means whoever you book with — your coach, club, studio, salon, practice or school.

What is held about you

The business decides what to record. Typically:

• Contact details — name, email address, telephone number
• Login details — username and password, if you have an account
• Bookings — appointments booked, attended and cancelled
• Notes — what was done, what was discussed, progress over time, preferences
• Video — where the business uses video, recordings with any annotations they add
• Payments — payments made through the platform, and any packages, credits, vouchers or memberships
• Technical data — IP address and usage logs, which we keep for security

Health information

Notes are a free-text field, and businesses often record things that count as health information: an injury or physical limitation, an allergy, a skin or scalp condition, a medical note relevant to a treatment. Health information receives extra protection under most data protection laws.

This is usually recorded for a good reason — so that the person serving you knows what they need to know. But if you are not comfortable with something being recorded, say so. It is their record and they can change it.

Video recordings

Not every business uses video. Where yours does, here is how it works.

Videos are handled by Bitmovin, a specialist video provider. The files are stored in Ireland and delivered through a global network, so the copy you watch may be served from a location near you.

Video links are shown only to people logged into the platform who are entitled to see them, and the links contain long, effectively random identifiers, so they cannot be found by guessing. But we should be honest about the limitation: the link itself is not individually protected. Anyone who obtains a link — if it were forwarded, or copied from a screen — could view that video.

Two current limitations you should know about:

1. When a record is deleted, the video file is not yet deleted from our video provider. We are implementing this during 2026.
2. Because video links do not expire, we cannot currently withdraw a link that has already been shared.

If you want a video permanently removed, contact the business, or write to us at info@proagenda.com. We can arrange removal with our provider now, as an account-level request, and will confirm when it is done.

We are also evaluating a change that would let us issue links that expire and can be withdrawn.

Clients under 18

If you are under 18, or you are the parent or guardian of someone who is, this section is for you.

The business — not ProAgenda — is responsible for deciding whether to record information about a young client and for obtaining any consent needed from a parent or guardian, including for video recording. If you have not been asked for consent and you think you should have been, raise it with them.

Parents and guardians can ask the business to see what is held about their child, to correct it, or to have it deleted. We support the business in doing this.

If you have concerns you cannot resolve with them, contact us at info@proagenda.com and we will help.

Who processes your data

The application and database are in Amsterdam, the Netherlands. If you are outside Europe, your data is transferred to and stored in the European Economic Area, and receives the protection of the European framework. Where data goes outside Europe, we rely on the safeguards set out in our Data Protection Statement.

We do not sell your data, and we do not share it for advertising. We do not use it to train machine learning models. We do not send you marketing.

How long it is kept

The business decides. Generally, records are kept while your relationship with them continues.

• If the business stops using ProAgenda, records are kept for a further 12 months, because many businesses operate seasonally and return, and are then deleted
• Payment records are kept for seven years, as Dutch law requires
• Backups are kept for seven days, so recently deleted data may persist there briefly
• When a record is deleted by the business, it is removed from the platform; permanent erasure from our database is done on written request
• Video files are the exception described above

Your rights

Wherever you are, you can ask to:

• know what is held about you
• get a copy
• have mistakes corrected
• have your data deleted
• restrict or object to how it is used
• receive it in a portable format

We will not treat you differently for exercising these rights.

Start with the business you book with. They hold the record and can usually act immediately. If they do not respond, or you are not satisfied, contact us at info@proagenda.com — we will pass the request on, chase it, and help them respond.

We respond within one month, or sooner where your local law requires it. We may need to check your identity first, so that we do not give away or delete the wrong person's information.

Where you live

• EEA, UK or Switzerland — your rights come from the EU GDPR, UK GDPR or the Swiss FADP. You may complain to your national authority, to the Autoriteit Persoonsgegevens in the Netherlands (autoriteitpersoonsgegevens.nl), or to the UK Information Commissioner's Office (ico.org.uk).
• California — you may request to know, delete and correct, and to opt out of sale or sharing. We do not sell or share personal information, so there is nothing to opt out of. You may use an authorised agent.
• Other US states with comprehensive privacy laws — you have rights to access, correct, delete and obtain a copy, and to opt out of targeted advertising, sale and certain profiling. We do none of those three. Where an appeal right applies, reply to our response and we will explain the outcome in writing.
• Canada — access and correction rights under PIPEDA and provincial laws; you may complain to the Privacy Commissioner.
• Australia — access and correction rights under the Privacy Act 1988; you may complain to the OAIC.
• Brazil — rights under the LGPD including access, correction, portability and deletion; you may complain to the ANPD.
• Anywhere else — local law may give you further rights, and we will honour any right that applies to you. Tell us what you are asking for and we will deal with it on that basis.

Complaints

Raise it with the business you booked with, or with us at info@proagenda.com. You can also complain to the data protection authority where you live, including any of those listed above.

Contact

Golf Financial Services B.V., trading as ProAgenda Jan van Krimpenweg 9e, 2031 CE Haarlem, the Netherlands info@proagenda.com EU +31 20 449 6099 · UK +44 1753 913045 · US +1 832 534 0478