Privacy Policy

1. Information We Collect

The Service may collect and process the following information:

Account and contact information

• WhatsApp telephone number or messaging account identifier
• Name associated with the facility’s customer database
• Administrative or access role associated with the account

Booking and transaction information

• Court reservations, including court number, date, start time, end time, and duration
• Reservation changes and cancellations
• Account balance, purchased credits, rental charges, payments, and balance adjustments
• Descriptions and timestamps associated with account activity

Chatbot interactions

• Messages and booking instructions submitted to the chatbot
• Responses, selections, and confirmations made through interactive menus
• Information derived from messages when necessary to interpret a booking or cancellation request

Technical and operational information

• Service errors and diagnostic logs
• Device and room status required to provide authorized facility-control features
• Basic message-delivery and media-upload information supplied by the messaging platform

Note: The Service is not intended to collect passwords, payment-card details, government identification numbers, or other sensitive information through chat messages. Users should not submit such information to the chatbot.

2. How We Use Information

Information is used to:

• Identify users and display their account information
• Display balances, credits, reservations, and court availability
• Create, modify, and cancel reservations at the user’s request
• Record payments, rental charges, and authorized balance adjustments
• Generate schedule previews and other booking-related media
• Provide authorized administrators with facility and room controls
• Prevent scheduling conflicts and enforce booking or cancellation rules
• Maintain, secure, troubleshoot, and improve the Service
• Comply with legal obligations and resolve disputes

We do not sell or rent personal information.

3. Automated Processing and AI Services

The Service may use an artificial intelligence service to interpret natural-language booking and cancellation requests. Messages submitted for this purpose may be transmitted to the applicable AI service provider for processing.

AI-generated interpretations are used to prepare proposed schedule changes. Users are ordinarily shown a preview and asked to confirm changes before they are committed. Users should review reservation details carefully before confirming them.

Information processed by an external AI provider is also subject to that provider’s contractual terms and privacy practices. The Service should be configured to transmit only the information reasonably necessary to interpret the request.

4. Messaging Platform

The Service operates through WhatsApp or another supported messaging platform. The platform provider independently processes information needed to transmit messages, media, and interactive responses. Its processing is governed by its own privacy policy and terms of service.

Users should review the privacy documentation of the messaging platform they use. The operator of this Service does not control the platform provider’s independent collection or use of information.

5. Information Sharing

Personal information may be disclosed only as reasonably necessary to:

• Messaging, hosting, database, media, and AI service providers supporting the Service
• Authorized facility personnel who administer accounts, bookings, balances, or court operations
• Professional advisers, auditors, insurers, or contractors subject to appropriate confidentiality obligations
• Government authorities or other parties when required by law, legal process, or a valid regulatory request
• A successor organization in connection with a merger, acquisition, restructuring, or transfer of the Service, subject to applicable law

Service providers are expected to process information only for authorized purposes and to apply appropriate safeguards.

6. Data Storage and Retention

Account, payment, credit, rental, and reservation records may be stored in the facility’s database. Completed sessions may be retained as historical transaction and booking records rather than automatically deleted when a session ends.

Information is retained only for as long as reasonably necessary to provide the Service, maintain accurate financial and booking records, resolve disputes, prevent abuse, and satisfy legal, accounting, or operational requirements. Retention periods may vary according to the type of record and applicable law.

When information is no longer required, it will be deleted, anonymized, or otherwise disposed of using reasonable measures, unless continued retention is legally permitted or required.

7. Data Security

Reasonable administrative, technical, and organizational safeguards are used to protect personal information against unauthorized access, alteration, disclosure, loss, or misuse. These safeguards may include access controls, restricted administrative features, database protections, software maintenance, and operational monitoring.

No electronic transmission or storage method is completely secure. Accordingly, absolute security cannot be guaranteed. Users should promptly report suspected unauthorized access or account misuse.

8. User Responsibilities

Users are responsible for:

• Using a messaging account they are authorized to control
• Reviewing booking details before confirming a transaction
• Keeping their device and messaging account secure
• Avoiding the submission of unnecessary sensitive information
• Promptly notifying the facility of inaccurate records or suspected unauthorized activity

Administrative functions must be used only by authorized personnel and for legitimate facility purposes.

9. Privacy Rights

Depending on applicable law, users may have the right to:

• Request access to personal information held about them
• Request correction of inaccurate or incomplete information
• Request deletion of eligible information
• Object to or restrict certain processing
• Request a portable copy of eligible information
• Withdraw consent where processing is based on consent
• Submit a complaint to an applicable data-protection authority

Some requests may be limited where information must be retained for legal, financial, fraud-prevention, security, or contractual reasons. Identity verification may be required before a request is completed.

10. Children’s Privacy

The Service is not directed to children who are unable to provide valid consent under applicable law. A parent, guardian, or authorized organization should supervise use where required. If personal information is believed to have been collected from a child without appropriate authorization, the facility should be contacted so the matter can be reviewed.

11. International Processing

Some service providers may process information in countries other than the user’s country of residence. Where required, appropriate contractual or legal safeguards will be used for international transfers of personal information.

12. Changes to This Policy

This Privacy Policy may be updated periodically to reflect changes to the Service, service providers, operational practices, or legal requirements. The revised policy will identify its updated effective date. Material changes may also be communicated through the Service or another appropriate channel.

Continued use of the Service after an updated policy becomes effective constitutes acknowledgment of the revised policy to the extent permitted by law.

13. Contact Information

Questions, privacy requests, or complaints should be directed to the organization operating the court facility and chatbot.

The placeholders above should be completed before this Privacy Policy is published or presented to users.