Privacy Policy

Last updated: July 14, 2026

CourtKeeper ("we," "our," "us") is a software service provided by Kevin C Vroman doing business as CourtKeeper, based in Simi Valley, California. This policy explains what information we collect when country clubs and their members use CourtKeeper, how we use it, and the choices you have.

Information we collect

• Account information you or your club provide: name, email address, phone number, club affiliation, and role (member, pro, head pro).
• Service activity: court reservations you make, lessons you book, availability-pool requests you join, messages you send or receive within your club.
• SMS opt-in record (only if you opt in): your consent state, the date and time, and the request IP address.
• Technical data: device type, browser, IP address, and cookies needed to keep you signed in and to detect abuse.
• Demo request information: the name and work email you provide, plus optional organization and role. We also retain a one-way representation of the request IP for short-term abuse limits.

How we use it

• Provide the service: show your courts, your reservations, your messages from club staff.
• Send system notifications you've opted into through the app, push notifications, or email, and deliver club-staff announcements by SMS when you separately opt in to SMS.
• Prevent fraud and abuse (rate limiting, security monitoring).
• Deliver a requested, time-limited fictional demo sandbox. A demo request does not add you to a marketing list.
• Improve the product (aggregate usage statistics, error tracking).
• Comply with legal obligations.

SMS and phone numbers

If you opt in to receive SMS messages, your phone number is used only to deliver announcements deliberately written and sent by authorized head-pro staff at your club, such as weather closures, schedule changes, program and event announcements, and other club communications. Message frequency varies. Message and data rates may apply. Automated reservation, availability-pool, lesson, clinic, and account notifications are delivered through the app, push notifications, or email rather than SMS. We do not sell or share mobile numbers, SMS opt-in data, or message content with third parties or affiliates for marketing, promotional, or lead-generation purposes. You can opt out at any time by replying STOP to any message or by changing your notification preferences in the app.

Service providers we share data with

We use the following operational service providers to run CourtKeeper. They process data on our behalf and are contractually limited to that purpose:

• Twilio - delivery of SMS messages to opted-in members.
• Resend - delivery of transactional email (magic-link sign-in, receipts, reminders).
• Cloudflare - Turnstile verification on the public demo-request form to reduce automated abuse.
• Stripe - subscription billing for clubs.
• DigitalOcean - hosting infrastructure and managed database.
• Sentry - error monitoring.

We do not sell personal information, and we do not share it with advertisers.

Data retention

We retain account and usage data while needed to provide the service and for legitimate security, legal, and club-operational purposes. Account deletion may remove or anonymize identity data while retaining records that CourtKeeper or the club is legally or operationally required to keep, including append-only privileged-action audit history. The final deletion workflow and timing will be stated in the request flow before public account creation and store release.

Your rights

You can request access to your data, correct it, or ask us to delete it by emailing support@courtkeeper.io. You can opt out of SMS by replying STOP to any message or clearing the SMS choice in your in-app notification settings. You can also disable push notifications and email notifications there.

Security

We use TLS encryption for all traffic, hash passwords with bcrypt, and limit access to production data to the operator (Kevin Vroman). No system is perfectly secure; report suspected vulnerabilities to security@courtkeeper.io.

Children

CourtKeeper is intended for use by adult members of country clubs. If a club permits junior members under 13 to have accounts, the club must obtain parental consent and we do not knowingly collect data from anyone under 13 without it.

Changes to this policy

We may update this policy as the service evolves. Material changes will be announced via email to account holders at least 30 days before taking effect.

Contact

Questions? Email support@courtkeeper.io or write to: Kevin C Vroman dba CourtKeeper, Simi Valley, California, USA.