We collect only what we need to run ivolli. We don’t sell personal information. Your club’s member, booking and billing records belong to your club, not to us, and not to anyone who wants to advertise to your members.
Overview
ivolli (“ivolli,” “we,” “us” or “our”) provides court booking, membership, billing, programs, events, marketing and reporting software for tennis, pickleball, padel, squash and other court-sport clubs. This includes the member app and club websites we host for those clubs, and the ivolli.com website and interactive demo (together, the “Service”).
This policy explains what information we collect, how we use it and the choices you have. By using the Service, you agree to the collection and use of information described here. If you don’t agree, please don’t use the Service.
Who this policy covers
ivolli serves three groups of people:
- Clubs and their staff, who hold accounts to run a club: owners, managers, the front desk, pros, the membership team and the controller.
- Members and players, who book courts, join memberships, sign up for lessons, clinics and events, and pay through a club’s ivolli app or website.
- Visitors to ivolli.com, including people who request a demo or try the interactive demo.
For a club’s own records (its members, players, guests, bookings and billing), the club controls that data and ivolli processes it on the club’s behalf and under its instructions. For club account data, visitors to ivolli.com and the way the Service itself runs, ivolli is responsible for the data.
Information we collect
We collect information you give us directly, information created when you use the Service, and limited technical data from your device or browser.
Account and contact information
- Names, email addresses and phone numbers for club owners and the staff they invite
- Club details such as name, address, hours, courts, sports, rates and membership plans
- Staff roles, permissions and sign-in details, including two-step login
- Messages you send us, including demo requests and support questions
Member, booking and program records
- Member profiles, households and dependents, and any custom fields a club chooses to collect
- Ratings such as NTRP and DUPR
- Court bookings, check-ins, no-shows and strikes, guest passes and booking history
- Lesson, clinic, league and event registrations, and banquet and private event orders
- Prospect records, including tour requests made through a club’s website
Billing and payment records
- Dues, statements, account balances, refunds and credits
- Transaction records such as amount, date, status, card brand and last four digits (see Payments)
Usage and technical data
- Log data including IP address, browser type, pages visited and timestamps
- Device and operating system information
- Aggregated, de-identified information about how features are used
How we use it
We use the information we collect to provide, maintain and improve the Service. Specifically, we use it to:
- Create and secure accounts for clubs, staff and members
- Run the court sheet, booking, the member app and club websites
- Bill dues, take payments, and issue refunds and credits
- Send transactional messages such as booking confirmations, reminders, receipts and sign-in codes
- Send email and text campaigns on a club’s behalf to members who have agreed to receive them
- Export journal entries to the accounting system a club connects
- Answer support requests and demo requests
- Understand how the Service is used so we can make it more reliable and useful
- Detect and prevent fraud, abuse and misuse of the Service
- Meet our legal, tax and regulatory obligations
We don’t sell personal information, and we don’t use member or player data to sell advertising.
Your club’s data
When a club uses ivolli, the club owns the member, booking and billing records it keeps in the Service. We process that data on the club’s behalf and under its instructions. Clubs are responsible for handling their members’ information lawfully and for answering privacy requests members make to them.
Inside a club, access is controlled by the roles and permissions the club sets, and changes are recorded in the club’s activity log.
If you’re a member or player and want your information accessed, corrected or deleted, contact your club first. You can also contact us, and we’ll pass your request to your club and help where we can.
Email and text messages
Receipts, booking confirmations and account notices are always sent, because they’re part of how the Service works. Clubs can also send news and offers by email and text. Those only go to members who have agreed to receive them.
You can unsubscribe from marketing emails with the link in any message. To stop marketing texts, reply STOP. You can also change your email and text preferences in your member profile.
Payments
Card and bank (ACH) payments run through our payment partner, PaidYet, to the club’s own merchant account. Card and bank account numbers go straight to PaidYet and are replaced with a token. They are never stored on ivolli’s servers, and the club never sees them.
We keep limited payment details, such as the amount, date, status, card brand and last four digits, so clubs can reconcile deposits, issue refunds and run reports. Our payment partner handles this information under its own privacy policy as well as this one.
Data retention
We keep account and club data while an account is active or as needed to provide the Service. If a club closes its account, we delete or anonymize personal information within 90 days, except where the law requires us to keep it longer. Transaction records, for example, are kept for the period tax law requires.
Copies in encrypted backups are kept for up to 12 months and then permanently deleted. Clubs can export their records at any time before closing an account.
Security
We protect data with encryption in transit (TLS) and at rest, role-based access controls, two-step login for staff, activity logging and regular security reviews. Card data is tokenized by PaidYet, so full card numbers never touch our systems.
No method of sending or storing data is completely secure, so we can’t guarantee absolute security. If you think your account has been compromised, contact us right away at [email protected].
Your rights
Depending on where you live, you may have the right to:
- Access the personal information we hold about you
- Correct information that’s inaccurate or incomplete
- Delete your personal information, subject to legal exceptions
- Get a copy of your data in a portable format
- Restrict or object to certain processing
- Withdraw consent where we rely on it
If you’re in the European Economic Area, the United Kingdom or California, you have additional rights under the GDPR, UK GDPR or CCPA. We don’t sell personal information or share it for cross-context behavioral advertising, for anyone.
To exercise any of these rights, email [email protected]. We’ll respond within 30 days and may need to confirm your identity first. If your request is about data a club controls, we’ll refer you to that club or act on its instructions.
Children and junior members
ivolli is built for clubs and adults. It isn’t directed to children under 13, and we don’t knowingly collect personal information directly from them.
Clubs may add junior members and dependents, for example for junior programs or family memberships. That information is entered by the club or by a parent or guardian, and we process it on the club’s behalf. Clubs are responsible for getting a parent’s or guardian’s consent where the law requires it. If you believe a child’s information was provided without that consent, contact us and we’ll work with the club to delete it.
Changes to this policy
We may update this policy from time to time. If we make material changes, we’ll let account holders know by email or in the Service at least 14 days before they take effect, and we’ll update the date at the top of this page. Continuing to use the Service after that means you accept the updated policy.
Contact us
Questions, concerns or requests about this policy or how we handle data:
Email: [email protected]
Web: ivolli.com
We aim to respond to privacy questions within five business days.