CourtMatch Privacy Policy

Effective date October 2, 2026

1 Scope and responsibility

CourtMatch, LLC (CourtMatch, we, us, or our) provides software for court reservations, club operations, memberships, programs, lessons, competitions, player matching, communications, ratings, racquet services coordination, and AI assisted coaching, where those features are available. This Privacy Policy explains how personal information is collected, used, disclosed, and retained through https://courtmatch.ai, our applications, and related services (the Services), and how you can exercise privacy choices and rights.

Personal information means information that identifies, relates to, or can reasonably be linked to an individual or household. This policy applies to members, guests, instructors, administrators, parents, website visitors, and business contacts. It does not replace privacy notices provided by a club, association, facility, instructor, or other independent provider (an Organization).

For membership, reservation, attendance, and other records we process on an Organization’s behalf, that Organization generally determines the purposes and instructions for processing. CourtMatch acts as its service provider or processor where applicable. For our own account administration, customer relationships, website operations, security, and other purposes we determine, CourtMatch is responsible for its own processing as a business or controller where applicable. Our role depends on the activity, not simply on who owns a subscription.

Organizations are responsible for their own notices, access permissions, lawful instructions, and required consents. CourtMatch remains responsible for its own legal obligations. We do not treat acceptance of our Terms and Conditions, continued use of the Services, or an Organization’s approval as consent for every use of personal information.

2 Information we collect and its sources

We collect information directly from you when you create an account, make a booking, participate in activities, communicate, submit content, request support, or contact us. Organizations, authorized administrators, parents, instructors, other participants, and providers may supply records about you. Integrations and payment providers supply information needed for features you or your Organization enable. We also collect technical information when you interact with the Services.

The categories collected depend on the features you use and the records your Organization supplies. Optional fields are not required merely because they appear in this policy. The principal categories are described below.

Account and contact information

Names, email addresses, phone numbers, mailing addresses, account identifiers, authentication information, profile details, Organization affiliations, administrator roles, and communication preferences. An Organization may supply membership identifiers, eligibility status, household relationships, age or date of birth, and other information necessary to administer its programs.

Club participation and transactions

Membership and guest records; reservations, waitlists, check ins, attendance, lessons, programs, leagues, ladders, tournaments, scores, rankings, ratings, and participation history; instructor schedules and service requests; racquet specifications, equipment preferences, and service history; and waiver acknowledgments, signatures, and related acceptance records.

Purchase and payment records may include items purchased, amounts, refunds, billing details, payment status, processor references, and limited payment method details. Payment providers process payment credentials through designated payment workflows. Stripe is identified as a payment provider in our existing service disclosures. Do not send full card details or security codes in chat, profiles, support messages, or video uploads.

Content and communications

Profiles, direct and group messages, posts, photographs, uploaded videos and any included audio, attachments, support communications, survey responses, and feedback. Content may include personal information about people other than its uploader. Uploaders must have authority and any necessary permissions to record, submit, share, and request analysis of that content.

Messages and media can reveal sensitive information even where we have not requested it. Do not submit medical records, government identification documents, or other unnecessary sensitive information through general content features.

Technical information and inferred information

IP addresses, device and browser characteristics, app version, identifiers used for service operation, access times, interactions with features, logs, diagnostics, and similar network activity. An IP address may indicate an approximate location. We do not require precise device location merely to browse our website. Any optional location permission must be explained in the applicable feature before collection.

Ratings, matchmaking suggestions, preferences, and coaching observations may be inferred or calculated from participation records, scores, submitted preferences, videos, or other relevant inputs. These are estimates and may be inaccurate. See Section 5 for AI Coach processing and Section 8 for cookies and advertising.

3 How we use information

We use the information described above for the following purposes, as relevant to your interactions and subject to applicable law:

Provide and administer accounts, permissions, Organization memberships, bookings, waitlists, guest access, check ins, programs, instruction, competitions, player matching, ratings, racquet service coordination, and requested integrations.

Process transactions and subscriptions, maintain billing records, handle refunds and payment disputes, and provide transaction confirmations.

Deliver messages and shared content to their intended audiences, send booking and account notifications, provide support, and respond to inquiries.

Provide requested AI analysis and coaching outputs under Section 5, and help users correct or interpret service records and recommendations.

Maintain, troubleshoot, secure, test, and improve the Services; detect fraud, abuse, unauthorized access, and inaccurate or manipulated results; enforce agreements; and respond to legal obligations and requests.

Communicate about CourtMatch products, events, and services in accordance with applicable law and your marketing choices. Any use of tracking for advertising is addressed separately in Section 8.

We may use aggregated or deidentified statistics for service analytics and product improvement where permitted by law and our agreements. We apply safeguards designed to prevent identification, do not attempt to reidentify deidentified information, and require the same where applicable from recipients. A private message or identifiable video is not deidentified merely because a name is removed.

We will provide additional notice and obtain consent where required before using information for a materially different purpose. We do not use the general product improvement purpose to override the AI training restrictions in Section 5.

4 Who receives information and what others can see

Organizations and their authorized personnel. We make relevant membership, booking, attendance, payment, program, waiver, and other operational records available within authorized Organization workflows. Organizations may export records and retain their own copies. Their separate privacy practices govern those copies. An Organization’s administrator role does not by itself authorize unrestricted access to unrelated accounts or every private conversation.

Other users and activity providers. Profile information, availability, scores, ratings, competition results, posts, messages, and other content are shown to recipients or audiences according to the feature, sharing choices, and authorized Organization settings. Instructors and racquet service providers receive information needed for requested services. Public or broadly shared content may be viewed or copied by others; recipients may retain copies after you delete the original.

Service providers. Hosting, storage, communications, payment, analytics, customer support, security, and AI providers may process information needed to supply their services. Providers acting on our behalf are subject to appropriate contractual limits and safeguards. A payment provider or independently enabled integration may also process certain information for its own legally permitted purposes under its privacy notice.

Enabled integrations. When you or an authorized Organization administrator connect a third party service, information needed for the disclosed function may be exchanged with that service. Review its notice and the access requested before enabling it. Disabling an integration does not necessarily delete copies already lawfully received by that provider.

Professional advisers, legal recipients, and business successors. We may disclose information to legal, accounting, and other advisers under appropriate confidentiality obligations; comply with law or valid legal process; address security, fraud, or safety issues; establish or defend legal claims; or support a merger, financing, reorganization, or sale of our business or relevant assets. Business transaction disclosures are subject to appropriate protections, and information remains subject to applicable privacy law.

At your direction or with specific permission. We may disclose information to a recipient you designate or for another purpose you specifically authorize. We obtain permission before using an identifiable testimonial or a person’s likeness in CourtMatch promotional materials.

This section describes disclosures for operating the Services. Disclosures constituting a sale, sharing for cross context behavioral advertising, or targeted advertising are addressed in Section 8 and require accurate, separate disclosures.

5 AI Coach videos and derived information

When an authorized user or instructor requests AI Coach analysis, we process the submitted video and any included audio, associated account and lesson information, and generated analysis needed to provide the requested feature. Analysis may include observations about swing mechanics, movement, or technique, depending on the feature. Outputs and associated inputs are available to authorized recipients in the relevant coaching workflow. AI results may be inaccurate and should be reviewed by a qualified instructor.

We may transmit the inputs needed for analysis to an AI service provider. Private messages, identifiable videos, and other personal information will not be used by CourtMatch to train generally available AI models without separate affirmative permission and any consent required by law. This restriction also applies to our authorization of provider training uses. Consent for recording a lesson or receiving coaching is not automatically consent for unrelated model training or public distribution.

We do not present AI Coach as medical diagnosis, injury assessment, or treatment. Please do not submit sensitive health information for that purpose. Videos can contain identifiable bystanders and children; obtain necessary permissions and minimize unnecessary people and background information before uploading. See Section 6 for minors and Section 9 for retention.

6 Children and junior players

Adults may use their own accounts to manage children’s bookings and participation. Users aged 13 through 17 may use the Services only with a parent’s or legal guardian’s permission and supervision under our Terms and Conditions. We may process junior participation records supplied by an authorized parent, guardian, or Organization for the requested activity, subject to appropriate notices, permissions, and legal requirements.

Children under 13 may not independently create or operate an account. We do not authorize collection of personal information directly from children under 13 through the general account workflow. If a feature requires collection subject to the Children’s Online Privacy Protection Act or another child privacy law, we must establish the required notices, verifiable parental consent where applicable, restricted disclosures, parental controls, security, and retention measures before enabling it. An Organization’s permission or ordinary acceptance of our Terms does not replace that process.

We do not knowingly use children’s personal information for targeted advertising or unrelated AI model training. Recording and submitting a junior player’s video requires authority for the recording, upload, analysis, and any sharing; a general club waiver is not automatically sufficient for all of those activities.

Parents and guardians may contact us to request access, correction, or deletion of information about their child, or to raise a concern about an unauthorized account. We may verify parental authority and coordinate with the Organization responsible for the record. If we learn that information was collected from a child without a required lawful basis or consent, we will take appropriate steps to restrict processing and delete it unless law requires retention. We also honor applicable teen privacy protections and consent requirements.

Any authorized child directed workflow must have a specific notice identifying the actual information, recipients, consent process, retention, and parental rights before launch. This general policy alone does not authorize such a workflow.

7 Sensitive information and automated recommendations

Account credentials, private communication content, and information appearing in uploaded media may be sensitive personal information under applicable law. We process such information only as necessary for requested services, security, legal obligations, and other lawful purposes disclosed to you. Organizations and users should limit sensitive data to what a supported feature actually requires.

Ratings, matchmaking, and AI coaching use information to produce recommendations or estimates. These outputs do not determine a person’s entitlement to employment, credit, insurance, healthcare, or other similarly significant services. Contact us or the relevant Organization to report inaccurate inputs or outputs. We will honor applicable rights concerning automated processing and will provide any additional disclosures or controls required for a new automated decision use.

8 Cookies advertising and privacy signals

Cookies, local storage, and similar technologies can support sign in, account security, preferences, diagnostics, measurement, and advertising. Essential technologies are used for functions such as maintaining sessions and protecting the Services. Other technologies must be described accurately and enabled only under any legally required consent or opt out process.

You can manage cookies through your browser and any privacy controls we provide. Blocking essential technologies may affect sign in or other functionality. Browser settings may not control all app technologies or copies of information already received by another party.

Where applicable law requires it, we honor recognized opt out preference signals such as Global Privacy Control as an opt out of sale, sharing, or targeted advertising. These signals are different from a general Do Not Track browser setting and do not by themselves disable essential service processing. We apply the signal to the browser or device and, when required and reasonably associated, the related account. Any consent and preference controls linked from this policy must accurately reflect the technologies operating on the website and in the applications.

9 Retention and deletion

We retain personal information only for as long as reasonably necessary for its disclosed purpose, contractual requirements, and applicable legal obligations. Retention depends on the type of record, whether an account or Organization relationship remains active, the activity requested, security needs, limitation periods, legal holds, and whether an individual or Organization has requested deletion.

Account and profile information is generally needed during the active account relationship, followed by any limited period necessary to close the account, resolve issues, and comply with law. Organization operational records are retained according to authorized instructions, applicable agreements, and legal requirements. Messages, posts, and media remain subject to their feature’s purpose, authorized retention settings, and applicable deletion requirements. AI inputs and outputs must have retention appropriate to the coaching purpose and the provider arrangements described in Section 5.

Billing and transaction records may need to be retained for tax, accounting, fraud prevention, or legal obligations after an account closes. Security logs and support records are retained for the period reasonably necessary for security, troubleshooting, dispute resolution, and compliance. Where we cannot state a fixed period for a category, these criteria determine the period; information is not retained indefinitely merely because it might be useful.

Under our Terms and Conditions, an Organization may request a standard export of available operational records within 30 days after its subscription ends. That export window is separate from individual privacy rights and does not mean all data is deleted on day 31. After the export window, records may be deleted under the applicable retention arrangements and legal requirements.

When information is no longer needed, we delete or deidentify it. Backup copies may persist until the applicable backup cycle completes and remain protected and restricted during that period. Deletion may not remove another user’s lawful copy or an Organization’s independent records. We explain applicable exceptions when responding to a deletion request. Children’s information is retained only as long as necessary for the specific lawful purpose and required obligations.

10 Security and international processing

We maintain reasonable administrative, technical, and organizational measures designed to protect personal information, appropriate to the information and processing involved. No system is completely secure. Keep account credentials confidential, limit administrator access, and promptly report suspected unauthorized access. We provide legally required incident notifications and cooperate with affected Organizations under applicable law and agreements.

Our business is based in the United States. Information may be processed in the United States and in countries where our authorized providers operate. Laws in those countries may differ from those in your home country.

Where law requires transfer safeguards, we must establish them before the affected transfer. This policy is not blanket consent to international transfers and does not itself implement a legally required transfer mechanism.

11 Your choices and privacy requests

You can update information using available account controls or request assistance from us. For Organization membership, booking, and participation records, contact the Organization as well. Where we process its records solely on its behalf, we will route the request or assist it as required by law and our agreement. We will also respond to rights relating to our own processing and will not use the Organization relationship to avoid our independent obligations.

Depending on your location, applicable law, and our role, you may have rights to know or access personal information, obtain a portable copy, correct inaccuracies, request deletion, restrict processing, withdraw consent, object to processing, opt out of sale or sharing or targeted advertising, limit certain sensitive information uses, or exercise rights concerning automated decision making. These rights are subject to legal exceptions; they do not require disclosure of another person’s information or trade secrets.

Submit a privacy request to support@CourtMatch.com. Describe the request and the relevant account or Organization. Do not include your password, full payment card details, or unnecessary identity documents. We may verify identity or authority using information appropriate to the request. We will not require account creation just to submit a request. Opt out requests will not be subjected to identity verification where prohibited by law.

An authorized agent may submit a request where permitted. We may ask for evidence of authorization and identity verification where legally allowed. Parents or guardians may act for a child subject to appropriate verification. We respond within applicable legal deadlines and explain permitted extensions, denials, or exceptions. If applicable law provides an appeal right, send an appeal to the same email with Privacy Appeal in the subject line. We will explain the result and any applicable route to contact a regulator.

We do not unlawfully discriminate or retaliate against you for exercising privacy rights. Deleting information necessary for a requested service may mean we cannot continue that service. Privacy requests do not automatically cancel separately purchased memberships, bookings, or subscriptions.

Marketing emails include an unsubscribe method. You may also contact us to change marketing preferences. Text message controls and applicable opt out instructions are provided for the relevant messaging program. Essential security, billing, and account communications may continue where legally permitted. Device permissions and notification controls can be changed through your operating system. Withdrawing consent does not invalidate processing lawfully completed before withdrawal.

12 California and other United States privacy rights

Where the California Consumer Privacy Act applies to the relevant processing, California residents have rights to know the categories and specific pieces of personal information collected, sources, purposes, and disclosure categories; request correction and deletion; opt out of sale and sharing; limit certain uses of sensitive personal information; and receive equal treatment for exercising those rights. Sections 2 through 5 identify information categories, sources, uses, and recipients, Section 8 addresses sale and sharing, and Section 9 explains retention criteria.

Depending on enabled features, the categories described in this policy include identifiers, customer records information, age and other supplied demographic details, commercial records, internet or network activity, approximate location, audiovisual information, professional details of instructors and business contacts, and inferences such as ratings and coaching observations. Account credentials and private communication contents may be sensitive information. Any additional precise location or biometric collection must be specifically disclosed as described in Section 2.

Disclosures for business purposes include the information relevant to authorized Organization activities, user selected communications and sharing, and service provider functions described in Section 4. A disclosure to a hosting or payment provider is not the same as saying no information is disclosed. Sale and advertising sharing must be disclosed separately based on actual practices, even where no money changes hands.

Residents of other states may have similar rights, including targeted advertising opt outs and appeals, where their laws apply. Use the process in Section 11. We honor applicable universal opt out signals as described in Section 8. We do not interpret this policy or our Terms as a waiver of legally protected rights.

California residents may also request information under the Shine the Light law concerning disclosures for third parties’ direct marketing, where applicable. California residents under 18 with registered accounts may request removal of content they publicly posted, subject to lawful exceptions and limitations. Contact us using Section 11; removal may not erase other users’ copies or legally retained records.

13 EEA United Kingdom and Swiss users

Where applicable data protection law applies, we process personal information on a lawful basis appropriate to the activity: performing a contract with you, complying with legal obligations, pursuing legitimate interests such as secure service operation and proportionate business administration where those interests are not overridden by your rights, or obtaining consent where required. An Organization’s contract does not automatically establish a contract based lawful basis for every individual’s information.

Required consent applies separately to activities such as certain nonessential cookies or other processing for which consent is legally necessary. You may withdraw consent at any time through the relevant control or by contacting us. Where processing relies on legitimate interests, you may object based on your circumstances; you may object to direct marketing at any time. If information is required to provide a requested service, we explain any consequences of not supplying it.

You may exercise applicable access, correction, erasure, portability, restriction, and objection rights through Section 11. You may complain to your local data protection authority, including the relevant EEA supervisory authority, the UK Information Commissioner’s Office, or the Swiss Federal Data Protection and Information Commissioner. International transfers are addressed in Section 10. If local law requires a representative or additional notice for our actual operations, we will supply its details in the applicable regional notice.

14 External services and policy changes

Independent clubs, instructors, service providers, linked websites, app stores, and integrations may have different privacy practices. Review their notices before supplying information to them. CourtMatch remains responsible for the processing it undertakes; an external provider’s notice does not replace our own obligations.

We may update this policy to reflect changes in the Services, practices, or law. We will identify the effective date and provide appropriate notice of material changes. Where a new use requires consent, we will obtain it before that use begins. Posting a revised policy does not retroactively authorize processing inconsistent with the notice or consent that applied when information was collected.

15 Contact CourtMatch

For privacy questions, requests, appeals, or concerns, email support@CourtMatch.com or write to CourtMatch, LLC, P.O. Box 461, Trabuco Canyon, CA 92678-0461, United States. Please identify the relevant account or Organization so we can direct your request appropriately. You do not need to send sensitive credentials to make a privacy request.