Privacy Policy

Effective Date: April 21, 2026

1. Introduction and Company Information

This Privacy Policy explains how Maple Court Tennis Academy collects, uses, discloses, stores, and protects personal information in connection with its tennis instruction, court booking, camps, clinics, memberships, events, merchandise sales, website services, and related operations.

Maple Court Tennis Academy is located at:

2455 Carling Avenue
Ottawa, ON K2B 7E9
Canada

Contact details:

• Email: [email protected]
• Phone: +1 (613) 728-5946

This Privacy Policy is intended to comply with applicable Canadian privacy laws, including the Personal Information Protection and Electronic Documents Act (PIPEDA) and, where applicable, relevant provincial privacy legislation and other Canadian legal requirements.

2. Data Collection and Processing

Maple Court Tennis Academy may collect, use, and process personal information directly from you, from your parent or guardian if you are a minor, from authorized representatives, and from third parties where permitted by law.

The types of personal information we may collect include:

• Identification information, such as name, date of birth, gender, and emergency contact details;
• Contact information, such as address, email address, and telephone number;
• Account and registration information, such as membership details, class registrations, lesson schedules, and attendance records;
• Payment information, such as billing details and transaction records;
• Health and safety information, where necessary and appropriate, such as injury details, medical restrictions, allergies, or emergency information relevant to participation in tennis activities;
• Performance and participation information, such as skill level, coaching notes, tournament results, and progress tracking;
• Technical and usage information, such as IP address, browser type, device information, and website interaction data collected through cookies or similar technologies;
• Images, audio, or video recordings, including photographs or recordings from classes, events, or promotional activities, where permitted by law and, where required, with consent.

We collect personal information only as reasonably necessary for the purposes described in this Privacy Policy. In some cases, personal information may be collected automatically through our website or digital services.

3. Purpose of Data Processing

Maple Court Tennis Academy processes personal information for the following purposes:

• To register participants for lessons, camps, clinics, leagues, tournaments, and memberships;
• To provide tennis instruction, coaching, court access, and related services;
• To manage scheduling, attendance, billing, and customer support;
• To communicate with participants, parents, guardians, and customers about services, schedules, updates, policies, and account matters;
• To assess skill levels, track progress, and tailor coaching or training programs;
• To maintain safety, respond to emergencies, and manage incidents or injuries;
• To process payments, refunds, and financial records;
• To administer promotions, contests, surveys, and feedback requests;
• To improve our website, services, operations, and customer experience;
• To comply with legal, regulatory, insurance, tax, and accounting obligations;
• To protect the security, integrity, and lawful operation of our facilities, systems, and services;
• To send marketing communications, where permitted by law and subject to your consent or applicable opt-out rights.

4. Legal Basis for Processing

Under Canadian privacy law, Maple Court Tennis Academy generally relies on knowledge and consent, subject to legal exceptions and requirements. We may process personal information on the following bases:

• Consent: Where you have given express or implied consent for a specific purpose;
• Performance of a contract or service relationship: Where processing is necessary to provide tennis-related services you have requested;
• Legal or regulatory obligations: Where processing is required to comply with applicable laws, court orders, tax rules, insurance requirements, or other legal obligations;
• Legitimate business purposes: Where permitted by law, including for safety, fraud prevention, service improvement, and internal administration;
• Vital interests and emergency situations: Where necessary to protect the health, safety, or security of an individual;
• Other lawful exceptions: Where collection, use, or disclosure is otherwise authorized or required under applicable Canadian privacy law.

Where consent is required, you may withdraw it at any time, subject to legal or contractual restrictions and reasonable notice.

5. Data Sharing and Third Parties

Maple Court Tennis Academy may share personal information with third parties only as necessary and in accordance with applicable law. These third parties may include:

• Payment processors and financial institutions;
• Website hosting, IT support, cloud storage, and cybersecurity providers;
• Scheduling, registration, communication, and customer relationship management service providers;
• Coaches, instructors, referees, event staff, and authorized personnel involved in delivering our services;
• Insurance providers, legal advisors, accountants, auditors, and consultants;
• Government authorities, regulators, law enforcement, or other parties where required or permitted by law;
• Emergency responders or medical personnel in urgent situations;
• Marketing and analytics providers, where permitted by law and subject to consent requirements.

We require third parties to protect personal information using appropriate safeguards and to use it only for the purposes for which it was disclosed, unless otherwise permitted or required by law.

We do not sell personal information.

6. Data Transfer to Third Countries

Some of the service providers used by Maple Court Tennis Academy may store or process personal information outside Canada, including in the United States or other foreign jurisdictions. As a result, personal 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, we take reasonable contractual, technical, and organizational measures to protect it in accordance with applicable Canadian privacy laws.

7. Storage Duration

Maple Court Tennis Academy retains personal information only as long as necessary to fulfill the purposes for which it was collected, to comply with legal and regulatory obligations, to resolve disputes, to enforce agreements, and to maintain business records.

Retention periods may vary depending on the type of information and the purpose for which it is used. Examples include:

• Registration and account records: retained for the duration of the relationship and for a reasonable period afterward;
• Payment and accounting records: retained as required by tax, accounting, and financial laws;
• Health and safety records: retained for as long as reasonably necessary for risk management and legal compliance;
• Marketing preferences: retained until you withdraw consent or opt out, subject to legal requirements;
• Website logs and technical data: retained for a limited period for security, analytics, and troubleshooting purposes.

When personal information is no longer required, we will securely delete, destroy, anonymize, or de-identify it in accordance with applicable law and our retention practices.

8. User Rights

Subject to applicable Canadian privacy laws and any legal exceptions, you may have the following rights regarding your personal information held by Maple Court Tennis Academy:

• Access: You may request access to the personal information we hold about you and information about how it is used and disclosed;
• Rectification: You may request correction of inaccurate, incomplete, or outdated personal information;
• Erasure: You may request deletion of personal information, subject to legal retention obligations and other lawful exceptions;
• Restriction: You may request that we limit certain uses of your personal information in appropriate circumstances;
• Data portability: Where applicable, you may request a copy of certain personal information in a structured, commonly used format;
• Objection: You may object to certain uses of your personal information, including some marketing-related processing, where permitted by law.

To exercise your rights, please contact us using the details provided in Section 12. We may need to verify your identity before responding to your request. 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 by contacting Maple Court Tennis Academy using the contact information below. Withdrawal of consent will not affect the lawfulness of processing carried out before the withdrawal.

Please note that withdrawing consent may limit our ability to provide certain services, such as registration, communications, or participation in specific programs, where personal information is necessary for those services.

10. Right to Complain

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

You may also have the right to file a complaint with the appropriate privacy regulator in Canada, depending on the applicable law and the nature of your concern. For example, you may contact the Office of the Privacy Commissioner of Canada or another applicable provincial privacy authority.

11. Data Security

Maple Court Tennis Academy uses reasonable administrative, technical, and physical safeguards designed to protect personal information against unauthorized access, use, disclosure, alteration, loss, or destruction.

These safeguards may include:

• Access controls and role-based permissions;
• Secure storage and password protection;
• Encryption or other security technologies where appropriate;
• Staff training on privacy and confidentiality;
• Monitoring and incident response procedures;
• Physical security measures at our premises and for records storage.

However, no method of transmission or storage is completely secure. We cannot guarantee absolute security, but we take reasonable steps to reduce risk and respond appropriately to any suspected privacy incident.

12. Contact Information

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

Maple Court Tennis Academy
2455 Carling Avenue
Ottawa, ON K2B 7E9
Canada
Email: [email protected]
Phone: +1 (613) 728-5946

13. Changes to Privacy Policy

Maple Court Tennis Academy may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, technology, or business operations. Any updated version will be posted with a revised effective date.

We encourage you to review this Privacy Policy periodically. Your continued use of our services after changes are posted means you acknowledge the updated Privacy Policy, to the extent permitted by law.