Privacy Policy

Last updated: October 17, 2026 · Effective date: October 17, 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 clubs, teaching pros, club members, students and their parents or guardians use CourtKeeper and CourtKeeper Pro, how we use it, and the choices you have.

Information we collect

• Account information you or your organization provide: name, email address, phone number, which club or workspace you belong to, and your role. A teaching pro can subscribe on their own; team staff and club members join an existing workspace. When a pro signs up, we record which versions of the Terms and Privacy Policy they accepted, the date, and the IP address and browser.
• Service activity: reservations, lessons, clinics and camps, waitlist requests, program sign-ups and messages.
• Club records in full CourtKeeper: ladder ratings, matches and notes, favorite players, households and member numbers, parent or guardian contacts on club lessons and clinics, members' push and email reminder choices (on by default), and reminder delivery records.
• Private teaching records a pro keeps about their students: the student's name, contact details and parent or guardian contacts, notes, recurring lessons, attendance, whether each lesson or session was paid, and lesson packages and how many lessons have been used. CourtKeeper never collects students' lesson or program payments.
• Reminder contacts and choices: the current email and phone for each reminder contact, their time zone, their separate choices for email, text reminders and clinic and camp message texts, and whether the preference link was used and reminders and messages were delivered. Entering a phone number does not opt anyone in to texts.
• Clinic and camp messages: the short messages a pro writes to the people in their clinic or camp, when they were sent, and how many went out by email and text.
• Consent records: for club announcements, the consent and its version, the phone number, the date and time, and the IP address and browser. For lesson reminders and clinic and camp messages, the wording and version shown, what the consent was for and which pro it was given to, a protected (hashed) form of the phone number, the date and time, how it was given, and the IP address and browser. For both, any later withdrawal. To keep honoring opt-outs, we keep a protected record of numbers that opted out.
• Billing records: plan, payment and subscription status, text usage, payment provider references, and the card brand, last four digits and expiry date. Card payments are processed by Stripe. Full card numbers go only to Stripe. We send Stripe the club or workspace name and the billing contact email.
• Security and device records: device and browser details, IP addresses, sign-in cookies, sign-in session records with the IP address and browser (kept until the account is deleted), push notification device tokens, and the security and audit logs needed to run and protect the service.
• Support mail and text replies: email and attachments sent to our support, sales and ops addresses, and any text reply other than STOP, HELP or START. We keep those text replies for 90 days.
• Demo requests: name, work email, optional organization and role, and a hashed form of the request IP, used for one-day abuse limits and kept with the request. A demo request does not add you to a marketing list.

Students, members and logins are kept separate

A student in a pro's private records is not a club member and does not have a login. Adding a student never creates an account or lets the student book anything. A pro may choose to link a private student to a member profile at the same club. The link does not overwrite the pro's private contacts or carry over any consent. Students are never merged just because their names, email addresses or a parent's phone number match.

Other pros, including the Head Pro, cannot see a pro's private teaching records, except a helper invited to one clinic or camp as described below. Buying a team subscription does not give access to another pro's students or lessons. A pro can invite another pro to help with one clinic or camp. The helper sees that program's participant names and can see and update its attendance and payment records, but not contact details, the owner's address book or other programs, and loses access when the owner removes them. Our support operators use separate passkey-protected accounts, cannot open private teaching records, and their changes are logged. The app has no way for one pro to act as another.

If a Pro team upgrades to full CourtKeeper, its private history stays. If a pro later places a lesson on one of the club's courts, the club's court grid shows that court as busy, without the student's name, contact details, notes, attendance or payments.

How we use information

We use information to provide scheduling and private teaching tools, run workspaces and billing, prevent fraud and abuse, look into errors, help users, and meet legal obligations. We use it to send service emails, such as invitations and reminder preference links, and the reminders and messages people have chosen. We also provide time-limited demo sandboxes with fictional data when requested.

Texts, emails and reminder choices

CourtKeeper sends three kinds of text messages:

• Club announcements: messages such as weather closures, schedule changes and program news, written and sent by a club's Head Pro, to club members who opted in under My account.
• Lesson reminders: an automatic text from CourtKeeper about a lesson, clinic session or camp day with your pro, to a student or parent who opted in through a preference link. It is sent about 24 hours before, or sooner if the session is booked later than that, and never between 9 PM and 8 AM.
• Clinic and camp messages: a short message a teaching pro writes to everyone in one of their clinics or camps, such as a rain delay, which CourtKeeper passes on by text to a student or parent who opted in through a preference link.

Each of the three needs its own consent. Agreeing to one does not sign you up for either of the others. Linking a student to a member profile does not opt anyone in. Other automatic club notifications use the app, push notifications or email, not text.

A student, parent or guardian manages reminders from a link we email to them, with no login. The page shows which pro and workspace the reminders come from and the phone number they would go to. It has an unchecked box for text reminders, a separate unchecked box for clinic and camp message texts, a separate optional choice for email reminders and messages, and a time zone so texts are not sent at night. A clinic or camp message text that would arrive between 9 PM and 8 AM waits until 8 AM in the person's time zone. The email copy is sent right away. A pro cannot opt anyone in to texts for them. Each student needs their own consent, even when brothers and sisters share a parent's phone. If the email or phone number changes, the old consent no longer counts and a new choice is needed. Past attendance lists can keep the old details until they are deliberately deleted; reminders always use the current contact.

Message frequency varies. Message and data rates may apply. Reply STOP to opt out or HELP for help, or email support@courtkeeper.io. After STOP, or if the carrier blocks texts to a number, we stop sending CourtKeeper texts to that phone and withdraw both its lesson reminder consent and its clinic and camp message consent. Replying START lifts the block and resumes club announcements for a member who had opted in, but lesson reminders and clinic and camp messages stay off until you choose them again from a new email link from your pro. The preference page cannot undo a STOP. You can also turn reminders and messages off from the preference link, or from your own account if you linked the student to it. You can opt out at any time, even if we have paused new text sign-ups. A text already handed to the carrier cannot be called back.

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

Service providers

We share information only with the providers below, with the club or pro you are connected to as this policy describes, when the law requires it, to protect people or the service, or with a buyer if CourtKeeper is sold. Text message opt-in data and consent are not shared with any third party except Twilio, which sends the texts, or when the law requires it.

We use these providers to run CourtKeeper, not for advertising:

• Twilio: text messages.
• Resend: transactional email, including reminder preference links, and receiving mail sent to our support, sales and ops addresses.
• Google (Gmail): the inbox where we read mail sent to those addresses.
• Stripe: subscription billing for pros and clubs.
• DigitalOcean: hosting and the database.
• Cloudflare: Turnstile checks on the public demo-request form, and Web Analytics on the public website, which counts page views without cookies.
• Apple and Google push services (APNs and FCM) for app notifications, and your browser's push service for web notifications.

Keeping and deleting information

We keep information while it is needed to provide the service and for legitimate security, legal and operational reasons. Cancelling a subscription or not paying does not delete private teaching records or club and member records by itself.

When a pro permanently deletes a saved student, we erase that pro's copies of the student's name and contact details, the student's places in lessons and recurring schedules, their attendance and payment records, and their packages and package use. The lessons and programs themselves and the other people in them stay. Deleting a student does not delete a linked club member or another pro's separate records for the same person. When a pro deletes a program they own, the program and any helper access to it are removed, but saved students stay. Ordinary roster changes and cancellations keep their history and are not privacy deletion.

When a pro is permanently removed from a workspace, their private teaching data in that workspace is erased and their upcoming reminders stop. Their other workspaces are not affected. Rejoining needs a new invitation and does not bring back erased data. In full CourtKeeper, changing a staff account to a member or deactivating it does the same cleanup while keeping the club's operational records.

The last pro in a Pro workspace closes the workspace before deleting their account. In a team with other active pros, the departing Head Pro appoints a new Head Pro and then deletes their own account, or the new Head Pro removes them. Closing a workspace permanently erases its private teaching records, ends access right away and starts cancelling the subscription with our billing provider, which can take time or need help from support. Deleting an account removes sign-in access and anonymizes the person's name and contact details, while keeping the club records described below. Deleting a pro's account also erases their private teaching records in every workspace.

Some records can remain after deletion. Club records, such as reservations, clinic and camp rosters, club lesson history and ladder results, stay without the person's name or contact details. We also keep basic billing records, references needed to finish cancelling with providers, the permanent log of staff and operator actions, consent and compliance records, the protected list of opted-out numbers, and delivery records that stop a reminder from being sent twice. Reminder and message content and queued reminders and messages are erased or cancelled as part of the deletion. We cannot promise immediate removal from provider records or backups, and we do not promise a fixed retention period. Email support@courtkeeper.io for access, correction or deletion help, and to ask what was kept and why.

Security

We encrypt connections to our websites, apps and database, store only hashed passwords and limit who can see data. Texts and emails are not encrypted once they reach phone carriers and email providers. No system is perfectly secure. Report security concerns to security@courtkeeper.io.

CourtKeeper does not use advertising or cross-site tracking, and we do not let other companies track what you do on CourtKeeper across other websites, so our sites work the same whether or not your browser sends a Do Not Track signal.

Children

CourtKeeper accounts are intended for adults. If a club permits junior members under 13 to have accounts, the club must obtain a parent's consent, and we do not knowingly collect information from anyone under 13 without it. Private students, including juniors, never get accounts or logins. A pro who records a student under 18 must have a parent or guardian's permission and must list the parent or guardian as the reminder contact, so that only an adult makes text and email choices.

Your rights

To see or correct your information, email support@courtkeeper.io. Account holders can delete their account from My account (after the workspace steps above) or follow the public account deletion page. Students, parents and guardians without an account can use their reminder preference link or email support.

California residents can ask what personal information we hold about them and ask us to correct or delete it at support@courtkeeper.io. We do not sell or share personal information as California law defines those terms.

Changes to this policy

We will post any new version on this page with a new date. For material changes, we will also email account holders at least 30 days before the changes take effect.

Contact

CourtKeeper is offered in the United States. We store information in the United States, and texts go only to US mobile numbers.

Questions can go to support@courtkeeper.io or Kevin C Vroman dba CourtKeeper, Simi Valley, California, USA.