Draft for review. This policy has been written for Courtmark's launch and should be checked by a solicitor before it goes live. Items in [square brackets] still need filling in.
Privacy policy
Courtmark is an app that tennis clubs, academies and coaches use to take bookings and payments, run registers and send messages to families. This policy explains what personal details the app holds, why, who can see them, and what you can ask us to do with them. We've written it in plain English. If anything is unclear, email hello@courtmark.app.
Who we are
Courtmark is run by Courtmark Ltd, a company registered in England and Wales (company number [company number]), with its registered office at [registered office address]. We are registered with the Information Commissioner's Office (registration number [ICO registration number]).
You can contact us about privacy at hello@courtmark.app.
Your club and us
Each club on Courtmark runs its own part of the app: its own classes, prices, members and messages. That affects who is responsible for your details.
- Your club is responsible for its members' details. When you book with a club, the details of your bookings, your children, attendance, progress notes and payments to that club are held for the club. In data protection terms the club is the controller and Courtmark is its processor: we store and handle those details on the club's behalf and only as it instructs.
- Courtmark is responsible for your account. Your sign-in, your contact details, your notification settings, and how the app itself works are our responsibility. For these, Courtmark is the controller.
If you have a question about how your club uses your details (for example, who at the club can see them), ask the club first. We'll help either of you.
What we collect
| What | Examples | Where it comes from |
|---|---|---|
| Your account | Name, email address, mobile number, how you'd like the club to contact you | You, when you sign up or edit your account |
| Your children | First and last name, date of birth, medical notes or allergies you choose to add, ball colour stage | You |
| Bookings | Classes, camps, events and courts booked, plans (monthly, termly, trial), waitlist places | You, and your club |
| Attendance and progress | Registers, skills, coach notes | Your child's coaches |
| Payments | Amounts, dates, whether a payment succeeded, the kind of payment used | Stripe, our payment provider |
| Messages | Messages your club sends you, and whether they were delivered | Your club, and our messaging providers |
| Device details | A notification token so the app can send you alerts, basic technical logs | Your phone |
We never see your full card or bank details. These go directly to Stripe, which handles all payments. We keep only a reference to them so your club can take payments you've agreed to, such as a monthly Direct Debit.
Coaches and club admins also have accounts. For them we hold their name, contact details and their role at the club.
Children's details
Children don't have their own accounts. Their details are added by a parent or guardian, who is responsible for them in the app. Adult players can have their own accounts.
Medical notes and allergies are health information, which the law treats as especially sensitive. Adding them is optional. If you add them, you're giving your explicit consent for your child's coaches and club admins to see them so they can keep your child safe. They're shown to coaches on the session register and nowhere else, and other parents can never see them. You can change or remove them at any time in Account, under Family, which withdraws your consent.
Only your club's coaches and admins can see your children's details, and only for clubs where you've booked. Other clubs on Courtmark can't see them.
Why we use it
| Purpose | Legal basis |
|---|---|
| Running your account and the bookings and payments you ask for | To carry out our agreement with you (contract) |
| Messages about your bookings, such as rain checks, renewals and payment reminders | Contract, and our and your club's legitimate interest in running sessions properly |
| Registers, progress notes and keeping children safe at sessions | Your club's legitimate interests; explicit consent for medical notes |
| Promotions from your club, such as camps and events | Your club's legitimate interest in telling its own members about similar sessions, which you can switch off at any time |
| Keeping payment records | Legal obligation (tax and accounting rules) |
| Keeping the app secure and fixing problems | Legitimate interests |
We don't sell personal details, we don't use them for advertising, and we don't send you marketing from anyone other than your own club.
Messages from your club
Clubs can message you by WhatsApp, text, email and app notification. You choose which of these you get in Account, under "How the club contacts you", and you can switch any of them off. These messages are one-way: texts come from the club's name and replies to WhatsApp aren't read, so please contact your club through the app or their usual contact details.
Who we share it with
We use a small number of trusted providers to run the app. Each only gets what it needs for its job and must keep it safe under a written agreement with us.
| Provider | What for |
|---|---|
| Stripe | Taking payments and paying clubs. Stripe is also responsible in its own right for payment details it holds. |
| Supabase | Our database, sign-in and file storage |
| Twilio and Meta (WhatsApp) | Sending WhatsApp messages and texts |
| Resend | Sending emails, including sign-in codes |
| Expo | Sending app notifications |
| Google Workspace | Our own email, when you contact us |
We share details with your club as described above. We'll also share details if the law requires it, for example with the police where there's a safeguarding concern, or to protect someone's safety.
Where it's kept
Our database is hosted in the United Kingdom (London). Some of our providers, such as those sending messages, may handle details in other countries, including the United States. Where that happens we rely on the protections UK law requires, such as the UK's adequacy regulations or the International Data Transfer Addendum, so your details get the same level of protection.
How long we keep it
- Your account and your children's details are kept while you have an account. When you delete your account (Account, then Delete my account), we delete your profile and your children's details straight away, and cancel any monthly plans first so you aren't charged again.
- Payment records are kept for six years after the payment for tax and accounting reasons. After you delete your account they're kept without your name.
- Registers and progress notes are kept while your child is a member of the club and for up to 12 months after their last booking there, then deleted.
- Message and delivery records are kept for up to 24 months.
Your rights
You can ask us, or your club, to:
- give you a copy of the details held about you or your child
- correct anything that's wrong (most of it you can change yourself in Account)
- delete your details, or restrict how they're used
- object to how they're used, including stopping all promotions
- give you your details in a format you can take elsewhere
Email hello@courtmark.app and we'll reply within one month. If the request is about details your club is responsible for, we'll pass it to them and help them respond.
If you're unhappy with how your details have been handled, you can complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113. We'd appreciate the chance to put things right first.
Keeping it safe
Details are encrypted when they travel between your phone and our servers. Each club can only reach its own members' details, and this is enforced by the database itself, not just hidden in the app. Sign-in uses a one-time code sent to your email, so there's no password to steal. Only a small number of Courtmark staff can reach the underlying systems, and only when needed to support a club or fix a problem.
This website
courtmark.app doesn't use cookies or tracking. Its fonts are loaded from Google Fonts, which means your browser contacts Google's servers to fetch them.
Changes and contact
If we make important changes to this policy, we'll tell you in the app before they take effect. The date at the top shows when it was last updated.
Courtmark Ltd, [registered office address]. Email hello@courtmark.app.