Privacy Policy, Terms & Conditions

Introduction

Bayview Village Tennis Camp ("BVTC," "we," "our," or "the Club") respects your privacy and is committed to protecting your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website, use our services, or become a member of our tennis programs.

Information We Collect

We may collect the following types of information:

Personal Information:

• Name, address, email address, telephone number
• Date of birth (to determine program eligibility and age groups)
• Emergency contact information
• Medical information relevant to participation in tennis activities
• Payment and billing information
• Parent/guardian information for junior participants

Technical Information:

• IP address and browser type
• Device information and operating system
• Cookies and website usage data
• Court booking system interactions

Tennis-Related Information:

• Skill level and tennis experience
• Program and lesson participation history
• Court booking and facility usage records
• Progress assessments and coaching notes
• Tournament and competitive play participation

How We Use Your Information

We use your personal information for the following purposes:

• To process membership applications and renewals
• To administer and manage your BVTC membership and programs
• To facilitate court bookings and program registrations
• To communicate about tennis programs, camps, lessons, and events
• To process payments and manage billing
• To provide customer service and respond to inquiries
• To ensure proper placement in age and skill-appropriate programs
• To maintain safety records and emergency contact information
• To improve our programs, services, and website functionality
• To comply with legal and regulatory obligations

Information Sharing and Disclosure

We do not sell, trade, or rent your personal information to third parties. We may share your information with:

• Certified tennis professionals and coaching staff for program delivery
• Service providers who assist in website operation and business management (e.g., payment processors, booking systems)
• Ontario Tennis Association (OTA) for certification and development purposes
• Tennis Canada for national program participation
• Emergency contacts and medical professionals in case of injury or medical emergency
• Legal authorities when required by law or to protect our rights and safety

Data Security

We implement comprehensive security measures to protect your personal information from unauthorized access, disclosure, alteration, or destruction. Our security protocols include encrypted data transmission, secure payment processing, and restricted access to personal information. However, no data transmission over the internet can be guaranteed to be 100% secure.

Your Rights

You have the right to:

• Access, update, or correct your personal information
• Request deletion of your information (subject to legal and operational requirements)
• Opt-out of marketing communications
• Request information about our data collection and usage practices
• Withdraw consent for certain data processing activities

To exercise these rights, please contact us using the information provided at the end of this document.

Children's Privacy

BVTC provides tennis programs for juniors aged 4-18. We collect personal information from children only with verifiable parental consent. Parents and guardians have the right to review, update, or request deletion of their child's information. We take special care to protect children's privacy and ensure age-appropriate data collection practices.

Programs and Lessons

• Spring Programs: 8-week sessions (April-June)
• Summer Camps: Up to 11 weeks with full-day and half-day options
• Fall Programs: 6-week sessions (September-October)
• Private and Semi-Private Lessons: Available year-round
• Adult Group Lessons: 8-week structured programs
• Program fees are non-refundable except for medical emergencies with documentation
• BVTC reserves the right to modify schedules, instructors, or content with reasonable notice
• All participants must follow coaching staff instructions and safety guidelines

Court Bookings and Facility Use

• Court bookings available through club website at bayviewvillagetennis.com
• Members may book courts in advance based on availability
• Proper tennis attire and non-marking tennis shoes required
• Peanut-free facility policy strictly enforced
• Food and beverages restrictions apply on courts
• Respectful conduct required at all times
• BVTC is not responsible for lost, stolen, or damaged personal property
• Facility use is at participant's own risk

Rain and Weather Policy

All rained-out sessions are rescheduled with pre-planned make-up dates. During summer camps, indoor activities and tennis instruction are provided when weather permits. Safety is our top priority in weather-related decisions.

Refund and Cancellation Policy

• Program fees are generally non-refundable
• Medical emergency refunds require appropriate documentation
• Membership refunds only provided for failure to meet minimum lesson requirements
• Cancellations must be made according to program-specific guidelines

Health and Safety

Assumption of Risk

Tennis activities involve inherent physical risks. By participating in BVTC programs, members and participants acknowledge and accept these risks. Participants must only engage in activities appropriate for their skill and fitness level.

Health Disclosure

Members must disclose relevant health conditions that may affect tennis participation. BVTC maintains emergency contact information and may require medical clearance for certain conditions.

Waiver of Liability

To the maximum extent permitted by law, participants waive claims against BVTC, its directors, officers, employees, coaches, and agents for any injury, loss, or damage sustained during facility use or program participation.

Photography and Media Consent

BVTC may capture photos and videos during programs and events for promotional purposes. By participating, members consent to such use of their likeness unless they explicitly opt out in writing. Special consent procedures apply for minor participants.

Accessibility Commitment

BVTC is committed to ensuring accessibility for all participants:

• Digital accessibility standards compliance for our website
• Physical facility accessibility features
• Adaptive programming for participants with special needs
• Staff training for disability accommodation

Updates to This Policy

We reserve the right to update this Privacy Policy, Terms and Conditions at any time. Changes will be posted on our website with an updated "Last Updated" date. We encourage periodic review of this document. Continued participation constitutes acceptance of any changes.

By becoming a member or using our services, you acknowledge that you have read, understood, and agreed to this Privacy Policy, Terms and Conditions, and all policies outlined herein.