Privacy Policy

1. Who is responsible for your data

Your club decides who can join, what the booking rules are and how member information is used for club administration. For that information your club is the data controller and OnCourts processes it on the club's behalf. For your app account and how the app itself works, OnCourts is the controller.

2. What we collect

•Account details: first and last name, email address, and optionally phone number and address. We also store your language and display preferences.

•Club membership: your club, your role (member, coach, director) and your membership status.

•Bookings and activity: court bookings, lessons, the players you book with, match results you log, open invites and event responses.

•Health/fitness certificate: only if your club requires one (see section 3 below).

•Messages and notices: announcements and messages sent within your club.

•Technical data: basic log and device information needed to run the app securely. Your preferences are stored on your device. We do not use advertising trackers and we do not track you across other apps or websites.

3. Health/fitness certificates

Some clubs are required by local regulations to hold a valid health or fitness certificate for every member who plays. If your club requires one, you will be asked to upload it when you join, and you will not be able to book courts until your club has approved it, or after it expires. If your club does not require one, you will never be asked for it.

•Your club collects it: your club decides whether a certificate is required, reviews it, approves or rejects it and records its expiry date. For this information your club is the data controller; OnCourts only stores it securely on the club's behalf. If you hand your certificate in at the club, your club's administrator may upload it for you.

•Who can see it: only you and your club's administrators, who approve it. Other members and coaches cannot see it. OnCourts support staff can access it only if your club asks us for help, and only for that purpose.

•How it is stored: as a private file that is never publicly linked. It opens only through a temporary link that expires after 5 minutes.

•Your consent: you give it with a separate checkbox when you upload. You can withdraw it at any time by contacting your club, but your club may then not allow you to book courts.

•Removal: your certificate is replaced when you upload a new one, and removed from your account when you delete your account or your club removes it.

We never use your certificate for any other purpose, and we never share it outside your club.

4. Why we use it

•To provide the service: accounts, bookings, schedules and notifications (performance of our contract with you and your club).

•To let your club meet its regulatory requirements and confirm you can play, if it requires a health/fitness certificate (your explicit consent and, where applicable, your club's legal obligations).

•To let your club run its operations and keep booking records (the legitimate interests of your club).

•To send service emails such as invitations, booking confirmations and cancellations.

•AI features: club staff can use an assistant that drafts summaries and messages from club booking data. That data is processed by an AI service provider through our hosting platform, only to produce the requested result.

We do not sell your personal data and we do not use it for advertising.

5. Who can see your data

•Your club's administrators can see your profile and bookings and, if your club requires one, your health/fitness certificate.

•Other members of your club can see your name when you share a booking, an invite or a match with them.

•Service providers who run the app on our behalf: hosting, database and authentication (Base44), email delivery, and the AI provider used for the staff assistant. They process data only on our instructions.

OnCourts LLC is based in the United States, and some of our service providers process data outside the EU. Where your data is transferred outside the EU, we rely on appropriate safeguards such as the European Commission's Standard Contractual Clauses.

6. How long we keep it

We keep your data while your account is active. When you delete your account, your profile is deleted, and your name and email are removed from records your club still needs, such as past bookings, which are kept anonymised.

7. Your rights

If you are in the European Union, the GDPR gives you the right to access, correct, delete or export your data, to object to or restrict its use, and to withdraw consent at any time. Email info@on-courts.com or contact your club. You can also complain to your local data protection authority; in Greece this is the Hellenic Data Protection Authority (www.dpa.gr).

8. Deleting your account

You can delete your account at any time in the app: Profile → Delete account. You can also email info@on-courts.com.

What is deleted and what is kept is explained at app.on-courts.com/delete-account.

9. Children

OnCourts is not intended for children under 13. Members under 16 may only use OnCourts with the consent of a parent or guardian, arranged through their club.

10. Security

Data is sent over encrypted connections and access is limited by role. Health/fitness certificates are stored privately and can be opened only by you and your club's administrators.

11. Changes

If we change this policy we will update the date above and, for significant changes, tell you in the app.

12. Contact

OnCourts LLC, 2601 Calvert St NW, Washington, DC 20008, USA

info@on-courts.com