This Data Retention Policy explains how Ultimate Golf Performance Pty Ltd, trading as Ultimate Golf Education ("UGE", "we", "us" or "our"), retains and deletes information connected with ForceMap by Ultimate Golf Education ("ForceMap").
This policy is intended to support privacy, security, customer support, legal compliance and operational reliability.
We apply these principles:
| Data category | Example records | Typical retention period |
|---|---|---|
| Account and contact records | name, email, organisation, account status | while the account is active, then up to 7 years if needed for legal, tax, accounting or dispute reasons |
| Licence records | licence ID, plan, activation status, device activation history | while the licence is active, then up to 7 years for compliance, fraud prevention, audit and dispute reasons |
| Billing records | invoices, receipts, tax records, Stripe customer references | up to 7 years or longer if required by tax, accounting or legal obligations |
| Payment card details | full card numbers, CVC, full payment credentials | not collected or stored by UGE |
| Support tickets | emails, support notes, attachments, diagnostic context | up to 3 years after ticket closure unless needed for legal, security or product quality reasons |
| Support bundles | logs, diagnostics, screenshots submitted by user | usually up to 12 months, or longer if needed for an active support, security or dispute matter |
| Crash logs and diagnostics | error logs, application version, operating system, technical events | usually up to 24 months, or shorter where practical |
| OCR and calculation diagnostics | screen capture diagnostics, OCR troubleshooting output, calibration context and calculation issue evidence | usually up to 24 months, or shorter where practical |
| Security and anti-abuse logs | licence misuse signals, authentication events, fraud indicators | up to 7 years where needed to protect ForceMap and enforce rights |
| Hosted service logs | Railway or similar hosting logs, email delivery logs, licence service logs and operational events | according to provider settings and operational need, usually up to 24 months unless needed for security, legal or dispute reasons |
| Marketing records | consent status, unsubscribes, campaign engagement | until consent is withdrawn or the record is no longer needed; unsubscribe records may be kept to honour opt-outs |
| Website analytics | traffic and usage analytics | according to the analytics provider settings; typically 14 to 26 months unless configured otherwise |
| Legal records | contracts, notices, claims, dispute files | for the duration of the matter and applicable limitation periods |
| Backups | copies of production systems | retained according to backup cycles, then overwritten or deleted |
UGE does not intentionally collect or retain:
If we discover that unnecessary sensitive information has been submitted, we may delete, redact or restrict access to it.
ForceMap may store files, reports, exports, screenshots, logs or settings locally on the user's Windows device. Users are responsible for managing, securing, backing up and deleting local files.
Deleting information from UGE systems does not automatically delete local files stored on user devices.
Support bundles and diagnostic reports are generated locally unless the user sends them to UGE or uploads them through a support channel. Users should review these files before sharing them.
Users may request deletion of personal information by contacting info@ultimategolfeducation.com.
We may refuse or limit deletion where retention is required or permitted for:
We may de-identify, anonymise or aggregate information so it no longer reasonably identifies an individual. We may use de-identified or aggregated information for product improvement, analytics, research, benchmarking and business reporting.
Deleted information may remain in backups for a limited period until backups are overwritten or deleted. We do not use backup copies for ordinary business purposes unless restoration is required for security, disaster recovery or operational integrity.
We review this retention schedule at least annually and whenever there are material changes to ForceMap, Stripe, Keygen, hosting, diagnostics, analytics, support processes or applicable law.
Questions about retention can be sent to:
info@ultimategolfeducation.com
Effective Date: 1 January 2026