Privacy Policy, Terms & Conditions

Introduction

Eglinton Flats Winter Tennis Club ("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 Club.

Information We Collect

We may collect the following types of information:

1. Personal Information:
   • Name, address, email address, telephone number
   • Date of birth (to determine membership category)
   • Emergency contact information
   • Medical information relevant to participation in tennis activities
   • Payment information
2. Technical Information:
   • IP address
   • Browser type
   • Device information
   • Cookies and usage data
3. Tennis-Related Information:
   • Skill level and tennis rating
   • Lesson and program participation
   • Court booking history
   • Tournament and league 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 membership
• To facilitate court bookings and program registrations
• To communicate about club activities, programs, and events
• To process payments
• To respond to inquiries and provide customer service
• To improve our services and website functionality
• To comply with legal obligations

Information Sharing and Disclosure

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

• Service providers who assist us in operating our website and conducting business (e.g., payment processors, court booking system providers)
• Ontario Tennis Association (OTA) for membership purposes
• Legal authorities when required by law or to protect our rights

Data Security

We implement reasonable security measures to protect your personal information from unauthorized access, disclosure, alteration, or destruction. However, no data transmission over the internet or storage system can be guaranteed to be 100% secure.

Retention of Information

We retain your personal information for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required by law or for legitimate business purposes.

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 certain communications
• Request information about our data practices

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

Children's Privacy

Our services are not directed to individuals under the age of 18 without parental consent. We do not knowingly collect personal information from children under 18 without parental consent. If you believe we have collected information from a child under 18 without proper consent, please contact us.

Membership

1. Membership is valid from October 1 to April 30 of the designated season.
2. Membership rates are determined by the Club's Board of Directors and may change from season to season.
3. Members must adhere to all Club rules and policies.
4. The Club reserves the right to revoke membership for misconduct or violation of Club rules.
5. Membership fees are non-refundable and non-transferable except under special circumstances to be determined by Club management.

Court Bookings

1. Court bookings must be made through the designated booking system (Ballbutton.com).
2. Members may book courts up to 7 days in advance.
3. Non-members may book courts up to 3 days in advance by phone.
4. Cancellations must be made at least 24 hours in advance to avoid charges.
5. No-shows may result in booking privileges being suspended.
6. Court fees vary based on time of day (Prime, Non-Prime, and Early Bird rates).

Programs and Lessons

1. Registration in programs is on a first-come, first-served basis.
2. Payment is required at the time of registration to secure a spot.
3. Program fees are non-refundable except in the case of medical emergencies with appropriate documentation.
4. The Club reserves the right to change program schedules, instructors, or content with reasonable notice.
5. Participants must adhere to the rules and instructions provided by coaching staff.

Facility Use

1. Proper tennis attire and non-marking tennis shoes must be worn on courts.
2. Food is not permitted on the courts.
3. Members and guests must conduct themselves in a respectful manner at all times.
4. The Club is not responsible for lost, stolen, or damaged personal property.
5. Use of the facility is at the user's own risk.

Website and Online Services

1. Users must not attempt to gain unauthorized access to our website or systems.
2. We reserve the right to modify, suspend, or discontinue any aspect of our website or online services at any time.
3. Users must not use our website for any illegal or unauthorized purpose.

Assumption of Risk

Tennis and related activities involve inherent risks. By participating in activities at Eglinton Flats Winter Tennis Club, members and guests acknowledge and accept these risks. Participants understand that they are responsible for their own well-being and should only engage in activities appropriate for their skill and fitness level.

Waiver of Liability

To the maximum extent permitted by law, members and guests waive any and all claims they may have against Eglinton Flats Winter Tennis Club, its directors, officers, employees, volunteers, and agents for any injury, loss, or damage sustained while using the Club's facilities or participating in Club programs, regardless of cause.

Health and Medical Conditions

Members and guests are responsible for disclosing relevant health conditions that may affect their participation in tennis activities. The Club is not responsible for any health complications that arise during participation.

Indemnification

Members and guests agree to indemnify and hold harmless Eglinton Flats Winter Tennis Club from any claims, demands, or expenses arising from their actions, conduct, or failure to comply with Club rules and policies.

Photography and Media Consent

The Club may take photographs or videos during events and programs for promotional purposes. By participating in Club activities, members and guests consent to such use of their likeness, unless they explicitly opt out by notifying the Club in writing.

Our Commitment to Accessibility

Eglinton Flats Winter Tennis Club is committed to ensuring digital accessibility for people with disabilities. We are continually improving the user experience for everyone and applying the relevant accessibility standards.

Compliance Status

We strive to conform to level AA of the World Wide Web Consortium (W3C) Web Content Accessibility Guidelines (WCAG) 2.1. These guidelines explain how to make web content more accessible to people with disabilities including visual, auditory, physical, speech, cognitive, language, learning, and neurological disabilities.

Accessibility Features

Our website includes the following accessibility features:

• Text alternatives for non-text content
• Captions and other alternatives for multimedia
• Content that can be presented in different ways without losing information
• Content that is easier to see and hear
• Functionality available from a keyboard
• Users have enough time to read and use content
• Content that doesn't cause seizures or physical reactions
• Users can easily navigate, find content, and determine where they are
• Content is readable and understandable
• Content appears and operates in predictable ways
• Users are helped to avoid and correct mistakes
• Content is compatible with current and future user tools

Physical Facility Accessibility

Eglinton Flats Winter Tennis Club is also committed to ensuring our physical facilities are accessible to all members and guests. Our facility includes:

• Accessible parking spots
• Accessible entrances and washrooms
• Clear pathways for mobility devices
• Staff trained to assist persons with disabilities

Feedback Process

We welcome your feedback on the accessibility of our website and facilities. Please contact us if you encounter accessibility barriers:

• Email: payments@eglintonflats.com
• Phone: (416) 767-3622

We aim to respond to feedback within 3 business days.

Formal Accessibility Complaints

We are committed to resolving accessibility issues promptly. If you wish to file a formal complaint regarding the accessibility of our website or facilities, please submit your concerns in writing to our management team at the email address listed above.

This Statement

This accessibility statement was created on April 29, 2025 and will be reviewed annually or when substantial changes are made to the website or our facilities.

We reserve the right to update this Privacy Policy, Terms and Conditions, and Disclaimer at any time. Changes will be posted on our website, and the "Last Updated" date will be revised accordingly. We encourage you to review this document periodically.