Privacy Policy

What we collect

• Your account: your email address, the display name you choose, a phone number if you add one, and a profile photo if you upload one. If you sign in with Google, we also get your Google name, profile photo, and account ID; when your email already has an account, we link Google to it only after you confirm from that email.
• If you change your email, the new address and its confirmation link wait until you open the link; your account moves to the new address only then.
• Your setup: the sports you play, your level in each, your home city, and your notification settings.
• Your confirmed match results, used to work out how your play is trending and to suggest a level change. You decide whether to change your level; the working number behind it is never shown to anyone.
• If you register for a league: the division you picked, a level you rate yourself at (kept on your profile only if you had none for that sport), and your league results and standings, which the organiser keeps and which show only on that league’s page to its players. A doubles partner’s email is used once, to invite them; other players never see it, and it’s deleted when they register or after three days.
• Your birth date, asked when you make an account: only to check you can use the app (14 or older, or with a parent’s or guardian’s permission, which we note when given). Nobody sees the date itself.
• What you do here: games you host or join, updates you post, messages you send in game chats, court requests and bookings, courts you follow (and what you want to hear about them) and games you save, event organisers you follow, check-ins (including tapping “I’m here” at a game), reports and corrections (including reports about an organiser, and reports about a game with the reason and any note you add), and your points and badges.
• A running count of your busyness reports (“courts full”, “courts free”, “closed”): how many you’ve made, and how many agreed or disagreed with what other players had already reported at the same court in the 90 minutes before. It holds only those numbers, with no courts, places, or times, so it can’t show where or when you reported. Our admins see it with your name and email to spot accounts that keep reporting the opposite of everyone else, and can mute an account: its check-ins and reports are then ignored.
• If you run events as an event organiser (a business with no courts of its own): your business application, the tournaments you create, the requests for courts you send a venue with your note and the messages you and the venue send about them, our review of each event before players see it (and any note we send back), and players’ reports about your events.
• If you manage a facility: your claim (a contact email and message) or business application (the business name and type, a contact name, email, and phone, a website, the listings you claim or describe, how you take bookings today, and notes), the listing details, hours, and booking decisions you enter, and photos of the facility, its courts, and its programs. Applications are read by our admins and kept with the decision.
• Photos you upload: we shrink each one and save a new copy without hidden details such as the camera and the place it was taken. Your profile photo shows wherever your name does; facility and court photos show on the facility’s listing, and a program’s cover photo on the program. Remove a photo and we delete it.
• Your devices: for each signed-in device, the browser name and the first three parts of its IP address, so you can see your devices and sign them out. If you turn on notifications, the address your browser gives us to deliver them, or the device token from our app.
• Notifications we send you: what each one said and whether it was delivered, so you can see them in the app and we can fix delivery problems.

What we don’t collect

• Your precise location is used on your device to show nearby courts. We receive it only as a search point, or once when you tap “I’m here” at a game or at a court (or answer “Are you here now?” on a court’s page) so we can check you’re within 300 m of the court, and we don’t store it. For a check-in we keep only that you checked in and when, and for a court whether you were within 300 m, never where you were.
• No advertising, no analytics or tracking tools, and we never sell or rent your information.
• Check-ins and reports from people who aren’t signed in are counted with a daily anonymous code that we can’t link to anyone.

How we use it

• To run the service: sign you in, show courts and games, and handle court requests.
• To email you sign-in links and the notices you asked for, such as game updates, reminders, and booking replies. The weekly digest is off until you turn it on.
• To keep your account yours: when you change your email we send a confirmation link to the new address and a notice to the current one, and when someone signs in with Google using your address we email you before linking it.
• To keep the service safe: we limit how often actions can be repeated and keep security logs with your account ID and network, never your email address.
• To keep court information accurate, using check-ins, reports, and corrections.

Businesses you book with

• When you book or request a court at a facility, that facility’s business gets a customer record for you: your display name, email, and phone, your bookings there, and any notes its staff add. It uses this to run its desk and apply its booking rules.
• A business sees only the people who booked, were added at its desk or by its own systems, or were imported from its own records. Businesses never see your records at other facilities, your games, or your points.
• A business can connect its own systems, such as its website or club software, with an API key it controls. Those systems can read and update that business’s bookings and customer records, as its staff can, and nothing else; each change they make is logged with the key that made it. A business, including an event organiser, can also have us post a short notice to its own system when something happens there (a booking made or cancelled, a payment received, an event listed, a court request answered); a notice carries record numbers and amounts, not your name, email, or phone.
• If a business already has a record of you with your email (imported from its own lists, or made at its desk), we ask you in the app whether it’s you. It’s linked to your account only when you say yes, and we keep when you agreed; the business then sees your bookings there on that record, and you see its memberships and passes in the app. Tap “Not me” and we never offer it again. The business isn’t told you said no.
• A business can invite you to the app by email when it has your address on a customer record, and can invite someone onto its team the same way. We keep who sent each invitation, the email it went to, and when it was accepted; the send appears in that business’s delivery log. The first time you sign in we send one welcome email.
• A business can email its customers through the app: notices about your own bookings and memberships, and broadcasts such as news or closures. Every broadcast carries a one-tap link to stop that business’s broadcasts; email about your own bookings still comes.
• A business can email its customers through the app: notices about your own bookings and memberships, and broadcasts such as news or closures. Every broadcast carries a one-tap link to stop that business’s broadcasts; email about your own bookings still comes. The link can only stop them: to get them again, ask the business.
• Staff who can see a business’s money can add its confirmed bookings to their own calendar app with a private link. Each booking there shows your display name, the sport, the time, and your booking note; your email and phone appear only if that staff member chose to include them and may see customers. Each link belongs to one staff member and stops working when they leave the team or lose that access.
• If a business asks you to agree to its waiver before you book, we keep your agreement with the version you agreed to, your name, the time, and the IP address and browser it came from; the business sees that you agreed and when. Staff can also record a paper copy you signed at the desk, with the name on it.
• If you turn on “Text me reminders” in Profile → Account & privacy, we text you the day before a court you booked and when a court you’re waiting for opens up, on behalf of that facility’s business, at the mobile number you give. Nothing else is texted, and businesses can’t text you from here. Reply STOP to any text, or switch it off on that page, and the texts stop; we keep when you agreed and when you stopped.
• Deleting your account removes your name, email, and phone from the records your own bookings created, and unlinks any record a business made itself (at its desk or from its own files); that business keeps what it entered there, as it would for any guest.

Who can see what

• Other players see your display name and level in games you host or join. Hosts can choose who sees the player list. A host also sees when your level is outside their game’s range, and whether you checked in at the court yourself.
• Signed-in players can open your player profile: display name, photo, home city, sports and levels, points and badges, games played and hosted, this season’s matches and wins, whether you usually show up (Reliable, Mostly reliable, or New, never a percentage), and how often they’ve played with you. An age range shows only if you turn it on; your birth date never does. Turn the profile off in Profile › Account & privacy.
• If you post that you’re looking to play, signed-in players in your city near your level see your name, sport and level, the days and times you gave, and whether you usually show up, for 14 days or until you remove it.
• Your phone number is shared only with hosts of games you join.
• Once you earn points, your display name and points appear on your city’s leaderboard.
• Facility staff see the court requests you send them.
• When you enter a tournament run by an event organiser, its team sees what a venue sees for its own: your name, level, division, partner, and results. It never sees your email or phone; it reaches entrants through messages in the app.
• In a tournament where players arrange their own matches, linking a court booking to your match puts the booking’s venue, court, and time on the match, with whether the venue confirmed it, for those who can see the tournament’s matches (signed-in players), and tells the other side; nothing else about the booking.
• In a flex league or a tournament where players arrange their own matches, the time and place you and your opponent agree (a park, a venue, another court, or somewhere you name) show to that competition’s players and its organiser. The suggestions you make and answer, and any message or note with them, show only to you, the other side, and the organiser.
• A venue sees the court requests an event organiser sends it, with the organiser’s note and the messages between them, and holds the courts it accepts on its own schedule in the event’s name.
• Our admins see events waiting for review, reports about an organiser, and reports about a game, with the reporter’s name. An organiser or a game’s host is never told who reported it, and an organiser doesn’t see who follows it. When three different players report a game, it’s hidden from lists and search until an admin looks, and its host sees that it’s under review.
• Your email address is never shown to other players.
• Messages you send in a game’s chat are visible to that game’s host and players; a direct message only to the player you sent it to; a group message to everyone in that group. Someone who joins a group later, whether added by a member or through its invite link, sees messages from when they joined, never what was said before. A group’s invite link, when its owner turns one on, shows its name, its owner’s first name, and how many people are in it, never who they are or what they said; sharing a group doesn’t let anyone send you direct messages. An admin can read a message only when someone reports it.
• Other signed-in players can open your profile: your display name, photo, sports and levels, points, badges, games played, and when you joined. Turn it off in Profile → Account & privacy. Blocking a player hides you from each other.
• If you set up a coach profile, its bio, sports, levels taught, rate, areas, and certifications are shown with your profile and in Community › Lessons, and admins see them with your email when reviewing it. Private lessons you offer (name, length, players, price, who it’s for, level, where, and what you’ll work on) are public in Community › Lessons with your name and certifications; a lesson request that names one keeps its name after you remove it.
• If a venue you work for names you as a clinic’s coach, your display name shows on that clinic’s card and page.

Service providers

We use a few companies to run the service. They handle information only to provide their service to us.

• Amazon Web Services hosts our servers, database, and uploaded photos, and sends our email, in Canada (Montréal), and checks the traffic to our servers for attacks. A copy of the database is made there every hour and kept for 35 days, and a deleted photo can be brought back for 35 days, so information you delete can stay in those copies that long before it is gone for good.
• Stripe will process card payments for court bookings, coaching sessions, and programs once online payments open. Your card details go to Stripe, never to us; we keep the amount, the booking or session it paid for, and Stripe’s reference. Facilities and coaches see what you paid, not your card. If you save a card for a court request more than six days away, Stripe keeps the card and we keep only its brand, last four digits, and expiry so you can recognise it; the facility charges that card when it approves your request, and can charge its no-show fee to it if its staff confirm you didn’t turn up. If you join a membership plan online, Stripe keeps your card on file and charges each renewal; we keep the subscription reference, the plan, the dates, and each payment, and Stripe emails you to update your card when a payment fails. When a card payment to a business is disputed by the cardholder’s bank, or a payout to a business’s bank fails, Stripe tells us: we keep the amount, the reason, the status, and the deadline with that business’s records, and email its owners. A business on a monthly subscription pays it from its Stripe balance, which Stripe moves to us.
• Google, if you choose to sign in with Google.
• OpenStreetMap’s Nominatim service, when a business applies to list new courts: we may send the street address of each new listing (never the applicant’s name or contact details) to place it on the map, and we keep the result so the same address is looked up once.
• OpenFreeMap provides the map. Your browser loads map images from them directly, so they see your IP address.
• Google, Mozilla, or Apple deliver notifications, depending on your browser.
• Twilio sends text messages, once texts are switched on; it sees your mobile number and the text.

Some of these providers (Stripe, Google, Twilio, and the notification services) keep information outside Canada, where it can be subject to the laws of that country, including access by courts and authorities there.

Cookies and storage on your device

• One cookie keeps you signed in, for up to 90 days (30 days without use). Three short-lived cookies protect sign-in: one ties an emailed sign-in to the browser that asked for it (15 minutes), one protects Google sign-in (10 minutes), and one ties an emailed request to link Google to the browser that tried Google (15 minutes). These cookies go only to our API.
• Your browser also stores your sports, theme, and whether we’ve asked for your location, so the app works without an account. To open offline, the app keeps copies of the pages you visit on this device, and the last list of courts Explore showed you (public court details only, nothing about you); never pages whose address holds a sign-in or other private link, and signing out clears them.
• There are no advertising or analytics cookies.

How long we keep it

• Account information: while you have an account.
• Sign-in links and codes: they work for 15 minutes (codes 10), stop working as soon as you sign in any way, and are deleted a day later.
• Email-change and Google-link confirmations: an email change’s link works for 30 minutes and a Google link’s for 15; each is deleted a day after it stops working, or at once if you delete your account. Signing out everywhere also stops a change of email that hasn’t been confirmed.
• Signed-in devices: sessions end after 90 days, after 30 days without use, or when you sign out; the device list (browser and network) is kept 7 days after that. When a sign-in link is used on a device other than the one that asked for it, we email you.
• Check-ins and busyness reports: 60 days. After that only hourly counts per court remain (how many reports, with no one identified), kept two years to forecast how busy courts get.
• The running count of your busyness reports, and whether an admin muted them: while you have an account. It’s deleted with your account.
• Chat messages: 12 months, or until you delete them.
• Late leaves: when you leave a game within 24 hours of its start, or a tournament within 48, we keep the game and the time, for 12 months. Only you are told about them. They count toward the reliability word other players see, and three in 30 days mean that for a week you can only join games starting at least two days out.
• When a facility closes or is removed from the app, its bookings that haven’t started are cancelled and refunded. It can be restored for 30 days; then its photos, team list, and door codes are deleted. Your booking history keeps its name, and payment records are kept as the law requires.
• Notifications we sent you: 90 days.
• Following an event organiser: until you stop following or delete your account. Reports about an organiser are kept with what was done about them; your name comes off when your account is deleted.
• Reports about a game: kept with what an admin decided, for 12 months after the decision, then deleted; your name comes off sooner if your account is deleted.
• Suggested times and places for a league or tournament match, with their messages: 6 months after the competition ends, then deleted, or sooner with your account. The time and place agreed stay with the match.
• Receipts for court payments: kept with the business’s payment records for as long as tax law requires, including the name on the booking, even after an account is deleted.
• When your account is deleted, we clear your personal details right away, your past games show you as a removed player, and the account is gone for good after 30 days.

Your choices

• Get a copy of everything we hold about you: email privacy@courtcity.ca from your account’s address and we send it within 30 days.
• Fix your details: Profile → Edit. Change your sports in Settings. Change your email: Profile → Account & privacy; the new address confirms by link.
• Turn notifications on or off per kind, by device or by email, or set quiet hours: Profile → Notifications. Every email about games, courts, or players has a link to stop that kind; booking confirmations and sign-in emails always arrive.
• Have your account deleted: email privacy@courtcity.ca from your account’s address and we do it within 30 days.
• Ask us anything, or to correct something you can’t change yourself: privacy@courtcity.ca. We reply within 30 days.
• If you’re not satisfied, you can complain to the Office of the Privacy Commissioner of Canada (priv.gc.ca).

Security

Connections are encrypted, sign-in links work once, there are no passwords to steal, and sign-in tokens are stored only in scrambled form. No system is perfect; if something goes wrong that affects you, we’ll tell you.

Children

CourtCity is for people 14 and older. Younger players can use it with a parent or guardian.

Changes

If we change this policy, we’ll update the date above, and for important changes we’ll tell you in the app or by email first.