Privacy Policy

Maple Court Tennis Studio (“we,” “us,” or “our”) respects your privacy and is committed to protecting the personal information we collect, use, disclose, and retain in the course of operating our tennis business in Canada. This Privacy Policy explains how Maple Court Tennis Studio handles personal information in accordance with applicable Canadian privacy laws, including the Personal Information Protection and Electronic Documents Act (PIPEDA) and, where applicable, provincial privacy legislation.

1. Introduction and Company Information

This Privacy Policy applies to personal information collected by Maple Court Tennis Studio through our services, website, communications, booking systems, registration forms, membership processes, lesson scheduling, event participation, and related interactions.

• Legal name: Maple Court Tennis Studio
• Address: 245 Bank Street, Ottawa, ON K2P 1X1, Canada
• Email: [email protected]
• Phone: +1 (613) 569-4827

By using our services or providing personal information to Maple Court Tennis Studio, you acknowledge that your information may be collected, used, and disclosed as described in this Privacy Policy.

2. Data Collection and Processing

We collect personal information that is necessary for operating our tennis studio and providing services to clients, members, students, parents/guardians, visitors, and business contacts. Depending on your relationship with us, we may collect the following categories of information:

• Identification information: name, date of birth, gender, and emergency contact details.
• Contact information: address, email address, telephone number, and mailing preferences.
• Account and registration information: membership details, class registrations, lesson bookings, attendance records, and account credentials.
• Payment information: billing address, transaction records, and limited payment details processed through third-party payment processors. We generally do not store full credit card numbers.
• Health and safety information: injury information, medical or emergency details voluntarily provided for participation and safety purposes, where appropriate and with consent if required.
• Usage and technical information: IP address, browser type, device information, website interaction data, and cookies or similar technologies.
• Communications: inquiries, feedback, complaints, survey responses, and correspondence with us.
• Photographs and video: images or recordings captured during lessons, events, tournaments, or promotional activities, where permitted by law and/or consented to.

We collect personal information directly from you whenever possible. We may also collect information from authorized representatives, parents or guardians, payment processors, booking platforms, service providers, and publicly available sources where permitted by law.

3. Purpose of Data Processing

Maple Court Tennis Studio uses personal information for the following purposes:

• to register participants and manage memberships, lessons, camps, clinics, and events;
• to schedule courts, classes, and training sessions;
• to process payments, issue receipts, and manage billing;
• to communicate with you about bookings, changes, cancellations, and service updates;
• to provide coaching, instruction, and related tennis services;
• to maintain safety, including emergency contact and incident management;
• to respond to inquiries, complaints, and customer support requests;
• to administer promotions, surveys, newsletters, and marketing communications, where permitted;
• to improve our services, website, operations, and customer experience;
• to comply with legal, regulatory, insurance, and accounting obligations;
• to protect our rights, property, staff, participants, and visitors;
• to prevent fraud, abuse, or unauthorized access to our systems or facilities.

4. Legal Basis for Processing

Under Canadian privacy law, we generally rely on one or more of the following grounds to collect, use, and disclose personal information:

• Consent: where you have provided express or implied consent, including by registering for services or voluntarily providing information.
• Contractual necessity: where processing is necessary to provide requested services, manage bookings, or fulfill our obligations to you.
• Legal or regulatory compliance: where processing is required to comply with applicable laws, tax rules, accounting obligations, court orders, or lawful requests.
• Legitimate business purposes: where permitted by law, including for service administration, security, fraud prevention, and operational improvements.
• Protection of vital interests: where necessary to protect the health or safety of a participant, visitor, staff member, or other person.

Where consent is required, we will seek it in a manner appropriate to the sensitivity of the information and the circumstances of collection.

5. Data Sharing and Third Parties

We do not sell personal information. We may share personal information with third parties only as necessary and only for the purposes described in this Privacy Policy, including:

• Payment processors and financial institutions: to process transactions and manage refunds.
• Booking, scheduling, and software providers: to manage registrations, communications, and service delivery.
• IT, hosting, and security providers: to store data, maintain systems, and protect our operations.
• Professional advisors: including accountants, auditors, insurers, and legal counsel.
• Government authorities or law enforcement: where required or permitted by law.
• Emergency contacts and medical personnel: in the event of an incident or emergency affecting a participant.
• Marketing and analytics providers: to help us understand website usage and communicate with you, where permitted and subject to applicable consent requirements.

We require third parties to protect personal information in a manner consistent with applicable privacy obligations and to use it only for authorized purposes.

6. Data Transfer to Third Countries

Some of our service providers may process or store personal information outside of Canada, including in the United States or other jurisdictions. As a result, your information may be subject to the laws of those jurisdictions and may be accessible to courts, law enforcement, or regulatory authorities in those countries.

Where personal information is transferred outside Canada, Maple Court Tennis Studio takes reasonable steps to ensure appropriate safeguards are in place, including contractual protections and due diligence on service providers, as required by applicable law.

7. Storage Duration

We retain personal information only as long as necessary for the purposes for which it was collected, or as required or permitted by law. Retention periods may vary depending on the type of information and the nature of our relationship with you.

• Account, registration, and service records: retained for the duration of the relationship and for a reasonable period afterward.
• Financial and tax records: retained for the period required by applicable accounting and tax laws.
• Incident, safety, and liability records: retained as necessary for risk management, insurance, and legal compliance.
• Marketing preferences and communications: retained until you unsubscribe, withdraw consent, or we no longer need the information.

When personal information is no longer required, we will securely destroy, delete, or anonymize it in accordance with our retention practices and legal obligations.

8. User Rights

Subject to applicable law, you may have the following rights regarding your personal information held by Maple Court Tennis Studio:

• Access: to request access to the personal information we hold about you.
• Rectification: to request correction of inaccurate, incomplete, or outdated information.
• Erasure: to request deletion of personal information in appropriate circumstances, subject to legal and contractual retention requirements.
• Restriction: to request that we limit the use or disclosure of your personal information in certain situations.
• Data portability: to request a copy of certain information in a structured, commonly used format, where applicable by law.
• Objection: to object to certain uses of your personal information, including some marketing communications or processing based on legitimate interests where applicable.

To exercise any of these rights, please contact us using the details below. We may need to verify your identity before responding. We will respond within a reasonable time and in accordance with applicable legal requirements.

9. Withdrawal of Consent

Where our processing is based on your consent, you may withdraw that consent at any time, subject to legal or contractual restrictions and reasonable notice. Withdrawal of consent will not affect the lawfulness of processing carried out before the withdrawal.

Please note that if you withdraw consent for certain information, we may be unable to provide some services, such as lesson registration, event participation, or marketing communications.

10. Right to Complain

If you have concerns about how Maple Court Tennis Studio handles your personal information, we encourage you to contact us first so that we may address your concern promptly.

You may also have the right to file a complaint with the Office of the Privacy Commissioner of Canada or, where applicable, a provincial privacy regulator. For residents of Quebec, British Columbia, or Alberta, additional provincial complaint mechanisms may apply depending on the circumstances.

Contact details for the Office of the Privacy Commissioner of Canada can be found at: https://www.priv.gc.ca/

11. Data Security

We use reasonable administrative, technical, and physical safeguards designed to protect personal information against unauthorized access, use, disclosure, alteration, or destruction. These measures may include:

• restricted access to personal information on a need-to-know basis;
• password protection and access controls for digital systems;
• secure storage and transmission practices;
• staff training on privacy and confidentiality;
• monitoring for unauthorized access or suspicious activity;
• procedures for responding to privacy incidents and breaches.

However, no method of transmission or storage is completely secure. While we strive to protect personal information, we cannot guarantee absolute security.

12. Contact Information

If you have questions, requests, or concerns about this Privacy Policy or our privacy practices, please contact:

• Maple Court Tennis Studio
• 245 Bank Street, Ottawa, ON K2P 1X1, Canada
• Email: [email protected]
• Phone: +1 (613) 569-4827

13. Changes to Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, technology, or business operations. When we make material changes, we will take reasonable steps to notify you, such as by posting the updated policy on our website or by other appropriate means.

The revised Privacy Policy will be effective when posted unless otherwise stated. We encourage you to review this page periodically to stay informed about how Maple Court Tennis Studio protects your personal information.