Privacy Policy

Last updated 26 September 2026

CourtFlow (“CourtFlow”, “we”) makes software that pickleball and racquet venues use to run open play: check-in, court rotation, a live board, phone alerts and online booking. This policy explains what information CourtFlow handles, why, and the choices you have.

Venues and CourtFlow

Each venue decides how it uses CourtFlow and is responsible for the information about its own players and staff. We store and process that information on the venue’s behalf to provide the service. If you have a question about how a particular venue uses your information, you can ask the venue directly, or contact us.

What we collect

• Players: your name as you enter it at check-in, your skill level if the venue uses them, when you checked in, the games you played and how long you waited, drop-in fees owed or paid, and your bookings or open-play reservations. If you book online, your email address, which we use to send one-time sign-in links and booking emails.
• Phone alerts: if you turn on alerts, your browser gives us a notification address and we store your browser type. We use it only to tell you your court is ready.
• Venue staff: your name, email and role, a securely hashed password (we can’t read it), and a log of the actions you take in the app.
• People who contact us: the name, email, phone number, venue details and message you send through our demo request form.
• Technical information: IP addresses and basic request details, used to keep the service secure (for example, to limit repeated sign-in attempts) and to fix errors.

How we use it

• To run sessions at your venue: queueing, fair rotation, the live board, alerts, bookings and fees.
• To send the emails the service needs, such as sign-in links, booking confirmations and staff invitations.
• To keep CourtFlow secure and working, and to reply when you contact us.

We don’t sell your information, show ads, or use third-party analytics or advertising trackers.

Who can see it

• Your venue’s staff can see the players and bookings at their own venue. Staff at other venues cannot.
• Other players at the venue can see names on the live board and in the queue while a session is running. The venue’s public home page shows only counts, never names.
• Service providers that help us run CourtFlow: our hosting provider (which stores the data), our email provider (which delivers emails), and your browser’s push service (Google, Apple or Mozilla), which delivers encrypted alerts to your device.
• Authorities, only where the law requires it.

How long we keep it

We keep venue and player information while the venue uses CourtFlow, so the venue keeps its roster, history and reports. Venues can edit, merge or archive player records. Our backups are kept for 14 days. Demo requests are kept until we’ve dealt with them. Sign-in links expire shortly after they’re sent.

Cookies

CourtFlow uses only cookies it needs to work: one that keeps staff signed in, one that protects forms against forgery, and, if you check in on your phone, one that remembers you at that venue so you don’t have to type your name again. There are no advertising or tracking cookies.

Security

CourtFlow is served over an encrypted connection, passwords are hashed, each venue’s data is kept separate, and the system is backed up. No system is perfectly secure, but we work to protect your information and fix problems quickly.

Your choices

• Ask your venue to correct or remove your player record, or contact us and we’ll help.
• Turn off phone alerts at any time in your browser’s settings.
• You can use most of CourtFlow without an email address: it’s only needed for online booking.

Depending on where you live, you may have further rights, such as to access, correct or delete your information, or to object to how it’s used. Contact us and we’ll respond as the law requires.

Children

CourtFlow is meant for use by venues and their adult players. Younger players should be checked in by, or with the permission of, a parent or guardian.

Changes

If we change this policy, we’ll update the date at the top. Significant changes will be communicated to venues.

Contact

Questions or requests about your information: the contact form at courtflow.pro.