In short
- We keep what we need to run a tennis club: your name, email, phone, your bookings and entries, and your membership.
- Payments go through Stripe. Your card details never reach us.
- We don't sell your information, and we don't run advertising trackers.
- You can see and change your details any time in My profile.
- To delete your account, email info@tennissydney.org.au and it's gone within 30 days.
Who we are
Tennis Sydney Inc is a not-for-profit LGBTQIA+ tennis club run by volunteers in Sydney, New South Wales. When you join, book a session, enter a tournament or buy from the shop, we collect some personal information to make that happen. This page explains what, why, and what you can do about it. We handle personal information in line with the Australian Privacy Principles.
What we collect
| When you… | We keep |
|---|---|
| Create an account | Your name, email address and phone number, plus a profile photo if you add one. |
| Log in with Google or Facebook | Your name, email address and profile picture as Google or Facebook provide them. We never see your password for those services. |
| Book or enter something | Which session, event or competition, the ticket or entry type, what you paid, when you paid, and Stripe's reference for the payment. For events with partners, a partner's name. |
| Buy a membership | The plan you bought and its start and end dates. |
| Ask for the concession rate | That a committee member has sighted your concession card and the expiry date printed on it. We don't keep a copy of the card. |
| Buy or redeem a gift card | The recipient's name and email, your message, and the card's balance and use. |
| Use the contact form | Your name, email address and message. |
| Visit the site | Our hosting provider logs the usual technical details of each request, such as your IP address and browser, for security and to keep the site running. |
How we use it
- To run the thing you asked for: confirm your booking, put you on the check-in list, get you a court, send your receipt.
- To run your membership: know who's a current member, apply member pricing, and remind you when it's time to renew.
- To contact you about club news, sessions and events. Every email of that kind has an unsubscribe link, and turning them off doesn't affect emails about your own bookings.
- To keep the club's books straight and meet our legal obligations as an incorporated association.
- To sort out problems, refunds and complaints.
We sometimes photograph club sessions and events for the news page and social media. If you'd rather not appear, tell the organiser on the day or email us and we'll take a photo down.
Who else sees it
The volunteers on the committee who run bookings, events and membership can see the details above. Beyond them, we use a small number of services to run the site, and each only gets what it needs:
| Service | What for |
|---|---|
| Wix | Holds our member database and account logins, and stores bookings, entries and memberships. |
| Stripe | Takes payments and issues refunds. Your card details go straight to Stripe and never pass through us. |
| Google, Facebook | Only if you choose to log in with them, and only to confirm who you are. |
| Netlify | Hosts the website and keeps its technical logs. |
We don't sell or rent your information to anyone. We'd only hand it over outside this list if the law required it.
Cookies and logging in
The site uses a handful of cookies, all of them to make things work rather than to track you:
- Staying logged in. One cookie keeps you signed in for up to 180 days so you don't have to log in every visit. Logging out removes it.
- Signing in. A few short-lived cookies carry you through a login and are deleted as soon as it finishes. Logging in with your email and password also sets Wix's own cookies on
login.tennissydney.org.au. - Paying. Stripe sets its own cookies on checkout pages to help prevent fraud.
We don't use analytics or advertising cookies.
How long we keep it
We keep your account and its details for as long as you have an account with us. Records of what you paid are kept for as long as the law requires an incorporated association to keep its financial records, even after an account is deleted. A concession record lasts until the expiry date on your card. Contact form messages are kept until the conversation is finished.
Everything is stored with the providers above, in their data centres, protected by their security and by ours: the site is served over HTTPS, login cookies can't be read by scripts, and committee access is limited to what each role needs.
Your choices
- See and change your details any time in My profile.
- Ask for a copy of everything we hold about you, or ask us to correct something, by emailing info@tennissydney.org.au. We'll answer within 30 days.
- Stop club emails with the unsubscribe link in any of them.
- Complain to us first at the same address. If you're not happy with how we handle it, you can take it to the Office of the Australian Information Commissioner.
Deleting your account
Email info@tennissydney.org.au from the address on your account and ask us to delete it. Within 30 days we'll remove your member profile, your contact details and any upcoming bookings, and take you off the club's mailing list. Payment records stay in the club's books for as long as the law requires, without your account attached to them.
If you signed in with Google or Facebook, you can also remove Tennis Sydney from the apps connected to that account in Google's or Facebook's own settings.
Changes and contact
If we change this page in a way that matters, we'll say so in the club newsletter and update the date at the top. Questions about any of it go to the committee: