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For club boards: something to base the decision on

Tee times, pace of play and no-shows come up again and again in golf club boards and annual reports. Here is what the board needs in order to decide, what a season report should contain, what the club is responsible for if it puts up camera sensors, and which questions to ask a supplier.

TeeGuard AI at the board meeting. Illustration with sample data.

Three questions boards keep coming back to

  • Can members get tee times?

    In its own member survey in 2026, 48 percent of the members of Örebro City Golf & Country Club in Sweden said they fail to get the tee time they want several times a month or more. What the board needs: how full the course is hour by hour, and how many booked times are never played.

  • How long do rounds take?

    Pace of play is a recurring item in clubs' member surveys. What the board needs: round times against time par, and on which holes time is lost.

  • Do our no-show rules work?

    Clubs that have introduced fees rarely report how often slots go empty, before or after. What the board needs: the share of booked times where nobody went out.

A season report template

Ask for the same report every month in season and a summary after the season, whatever system the club uses.

  1. 1.Round time against time par

    The share of groups within 10, 20 and 30 minutes of time par, by day of the week. An average hides the long afternoons.

  2. 2.Where time is lost

    The holes where queues formed, and when in the day.

  3. 3.Occupancy

    How many groups were out, hour by hour and day by day.

  4. 4.No-shows and unbooked play

    Booked times where nobody went out, and groups that were not in the booking or had more players than booked.

  5. 5.The members' view

    The result for pace of play in the club's member survey, year by year.

  6. 6.Actions and effect

    What the club did, such as a different interval, blocked times or more marshals, and what happened afterwards.

TeeGuard provides the data for the first four items; no-shows and unbooked play need the booking system to be connected. Reporting to the board is adapted to what the club wants.

The club's responsibility when sensors go up

The club is the data controller for the pace analysis, and TeeGuard is its processor. That makes it a question for the board.

Under the GDPR the club must be able to show that the analysis is lawful. National rules on cameras differ between countries, so check your data protection authority's guidance. In general, it means:

  • A legitimate interest assessment, weighing the club's interest in keeping play moving against players' privacy.
  • A data protection impact assessment, which authorities generally expect for systematic observation using new technology.
  • Signs at the sensors and on the first tee, with the purpose, who is responsible and where to find more information.
  • Information for members, visitors and staff, for example on the club's website.
  • A data processing agreement with the supplier, before anything is installed.
  • If the club connects its booking system, that must also be covered in the assessment and in the information to players.

TeeGuard is built to make that assessment straightforward: no video is stored, heads are blurred before anything is stored in the cloud, the service looks for people and never for faces, and each club sees only its own data. What is stored, and for how long, is on the privacy page.

How TeeGuard handles the dataHow the rules apply in Sweden

Questions to ask a supplier

The same questions whichever system you look at. Ask for the answers in writing.

Is video stored? What is stored, where, and for how long?
The answer should cover each kind of data separately: images, figures and any names from the booking.
Who can see what?
Access by role, and an assurance that no other club can see your data.
Do players have to carry anything or use an app?
That decides who is counted: everyone who plays, or only those with a device.
What does the club have to do itself?
The assessments, signs and information. A good supplier helps with the groundwork.
What happens to the data when the contract ends?
How quickly it is deleted, and how the club is told that it has been.
What does it cost over the whole contract?
Everything included: equipment, installation, operation, support and updates.

TeeGuard's own answers are on the pages about privacy, the platform and your journey.

Privacy and securityThe platformYour journey

A pace of play policy in brief

Many clubs have a page about pace of play, but few have a policy that says who does what. It does not need to be long.

  • Who owns the issue. The R&A suggests a named person, so players know who to talk to.
  • Time par for the course, for two-, three- and four-balls.
  • Tee interval and empty slots.
  • The marshals' role and rota.
  • What happens when a group falls behind: first a friendly word, then a clearer message. The R&A describes how repeated cases can have consequences, for members and for visitors.
  • How players are told: in the booking confirmation, at check-in, on the first tee and on the scorecard.
  • How the policy is followed up: with the season report above.

Questions from boards

What does the board need to decide?

That depends on the club's rules on delegation. Often the board decides that the club will use the system and approves the agreement, the legitimate interest assessment and the impact assessment. The club manager can handle the practical side.

Do we need a permit for the sensors?

That depends on the country. In Sweden a golf club normally needs no permit from the data protection authority, but it must be able to show that the analysis is lawful under the GDPR. Check your own authority's guidance.

Who owns the data?

The club. Data created on your course belongs to the club, and TeeGuard processes it only on the club's instructions.

Can we terminate the agreement?

Yes. If the agreement is terminated, the club's data is deleted within 30 days.

Sources

See TeeGuard on your own course

Book a demo. We come out to you and demonstrate the system on site. Together we look at your needs and discuss what TeeGuard means for your club.

Book a demoOr see how the journey works