Privacy Policy of Northline Tennis Studio

Effective date: April 21, 2026

1. Introduction and Company Information

This Privacy Policy explains how Northline Tennis Studio collects, uses, discloses, stores, and protects personal information in the course of operating its tennis-related services, including lesson bookings, court reservations, memberships, event registrations, customer support, marketing communications, and related administrative activities.

Northline Tennis Studio is committed to protecting personal information in accordance with applicable Canadian privacy laws, including the Personal Information Protection and Electronic Documents Act (PIPEDA) and, where applicable, relevant provincial privacy legislation.

Business name: Northline Tennis Studio
Address: 245 Elgin Street, Ottawa, ON K2P 1L5, Canada
Email: [email protected]
Phone: +1 (613) 748-3926

2. Data Collection and Processing

Northline Tennis Studio may collect personal information directly from you, automatically through our website or booking systems, and from third parties where permitted by law. The types of personal information we may collect include:

• Identification and contact details, such as name, email address, phone number, mailing address, and emergency contact information;
• Account and membership information, including login credentials, membership status, preferences, and booking history;
• Payment and billing information, such as transaction details and limited payment card information processed through secure payment providers;
• Service-related information, including lesson preferences, skill level, attendance records, and communications with our staff;
• Health or accessibility information that you voluntarily provide and that is reasonably necessary to deliver safe tennis services, such as injury limitations or accommodation needs;
• Technical information, such as IP address, browser type, device identifiers, and website usage data collected through cookies or similar technologies;
• Marketing and communication preferences.

We generally collect only the personal information that is reasonably necessary for the purposes identified in this Privacy Policy.

3. Purpose of Data Processing

Northline Tennis Studio processes personal information for the following purposes:

• To provide tennis instruction, court access, memberships, clinics, camps, and related services;
• To manage registrations, bookings, cancellations, waitlists, and attendance;
• To process payments, issue receipts, and manage billing and refunds;
• To communicate with you about your account, services, policies, updates, and customer support inquiries;
• To send marketing communications, promotions, newsletters, and event announcements where permitted by law and subject to your preferences;
• To improve our website, services, scheduling systems, and customer experience;
• To maintain safety, manage emergencies, and accommodate health or accessibility needs;
• To comply with legal, regulatory, tax, accounting, and recordkeeping obligations;
• To detect, prevent, and investigate fraud, abuse, security incidents, or other unlawful activity.

4. Legal Basis for Processing

Under Canadian privacy law, Northline Tennis Studio generally processes personal information with your knowledge and consent, except where otherwise permitted or required by law. Depending on the circumstances, the legal basis for processing may include:

• Consent: where you have given express or implied consent for a specific purpose;
• Contractual necessity: where processing is necessary to provide requested services or fulfill a contract with you;
• Legitimate business purposes: where processing is reasonably necessary for operating our business, provided your interests and rights are appropriately considered;
• Legal or regulatory obligations: where processing is required to comply with applicable laws, court orders, or lawful requests;
• Protection of vital interests or safety: where necessary to protect the health or safety of individuals;
• Other lawful exceptions: where Canadian privacy laws permit collection, use, or disclosure without consent.

5. Data Sharing and Third Parties

Northline Tennis Studio may share personal information with third parties only as necessary and in accordance with applicable law. These third parties may include:

• Payment processors and financial institutions;
• Website hosting, cloud storage, booking, scheduling, and customer relationship management providers;
• Email, messaging, and marketing service providers;
• Professional advisors, such as accountants, auditors, insurers, and legal counsel;
• Government authorities, regulators, law enforcement, or courts where required or permitted by law;
• Emergency responders or medical personnel in urgent situations involving safety or health.

We require third parties that process personal information on our behalf to use appropriate safeguards and to process the information only for authorized purposes.

We do not sell personal information.

6. Data Transfer to Third Countries

Some of our service providers may store or process personal information outside Canada, including in the United States or other jurisdictions. As a result, personal information may be subject to the laws of those jurisdictions and may be accessible to courts, law enforcement, or regulatory authorities there.

Northline Tennis Studio takes reasonable steps to ensure that any cross-border transfers are protected by contractual, technical, and organizational safeguards appropriate to the sensitivity of the information.

7. Storage Duration

Northline Tennis Studio retains personal information only as long as necessary to fulfill the purposes for which it was collected, to comply with legal obligations, to resolve disputes, and to enforce agreements.

Retention periods may vary depending on the type of information and the purpose for which it is used. For example:

• Account, booking, and membership records are retained for the duration of the relationship and for a reasonable period thereafter;
• Financial and tax-related records are retained for the period required by applicable law;
• Marketing preferences are retained until you unsubscribe or withdraw consent, subject to legal retention requirements;
• Security logs and technical records are retained for a limited period necessary for security and operational purposes.

When personal information is no longer required, we will securely delete, anonymize, or destroy it in accordance with our retention practices.

8. User Rights

Subject to applicable Canadian privacy laws and any legal exceptions, you may have the following rights regarding your personal information held by Northline Tennis Studio:

• Access: the right to request access to the personal information we hold about you;
• Rectification: the right to request correction of inaccurate or incomplete personal information;
• Erasure: the right to request deletion of personal information in certain circumstances, subject to legal retention obligations;
• Restriction: the right to request that we limit the use of your personal information in certain situations;
• Data portability: the right, where applicable, to receive certain personal information in a structured and commonly used format;
• Objection: the right to object to certain processing activities, including some forms of direct marketing.

To exercise any of these rights, please contact us using the details in the Contact Information section. We may need to verify your identity before responding to your request. We will respond within a reasonable time and in accordance with applicable law.

9. Withdrawal of Consent

Where our processing is based on consent, you may withdraw your consent at any time, subject to legal or contractual restrictions and reasonable notice. Withdrawal of consent does not affect the lawfulness of processing carried out before the withdrawal.

If you withdraw consent for certain information, Northline Tennis Studio may no longer be able to provide some services or communications to you, such as marketing emails, certain booking features, or personalized accommodations.

You may unsubscribe from marketing communications by using the unsubscribe link in our emails or by contacting us directly.

10. Right to Complain

If you have concerns about how Northline Tennis Studio handles personal information, we encourage you to contact us first so that we can try to resolve the issue.

You may also have the right to file a complaint with the Office of the Privacy Commissioner of Canada or another applicable privacy regulator if you believe your personal information has been handled in a manner that does not comply with applicable privacy laws.

We will cooperate with any lawful investigation or complaint process as required.

11. Data Security

Northline Tennis Studio uses reasonable administrative, technical, and physical safeguards designed to protect personal information against loss, theft, unauthorized access, disclosure, copying, use, or modification. These safeguards may include:

• Access controls and role-based permissions;
• Encryption and secure transmission protocols where appropriate;
• Secure payment processing through reputable third-party providers;
• Staff training on privacy and confidentiality;
• Monitoring and logging of systems for security purposes;
• Physical security measures for paper and on-site records.

However, no method of transmission or storage is completely secure. While we strive to protect personal information, we cannot guarantee absolute security.

12. Contact Information

If you have questions, requests, or concerns about this Privacy Policy or our privacy practices, please contact:

Northline Tennis Studio
245 Elgin Street, Ottawa, ON K2P 1L5, Canada
Email: [email protected]
Phone: +1 (613) 748-3926

13. Changes to Privacy Policy

Northline Tennis Studio may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or business operations. When we make material changes, we will take reasonable steps to notify you, such as posting the updated policy on our website or contacting you by email where appropriate.

The revised Privacy Policy will be effective when posted unless otherwise stated. We encourage you to review this policy periodically to stay informed about how we protect your personal information.