Privacy policy
Last updated 29 October 2026
This policy covers every app we run for tennis clubs and coaches: Tennis Sessions (session swaps for adult groups), Tennis Juniors (junior classes for families), Tennis Comp (a club's teams in a tennis competition) and Tennis admin (where clubs and programs are set up). Each section says which apps it applies to.
Who we are
The apps are made and run by ink. interactive, a digital agency in Melbourne, Victoria ("we", "us"). Each club or coach that uses the apps (the "organiser") decides who is added and what is recorded. We store and look after that information for them.
Questions or requests: play@inkinteractive.com.au.
What we collect in Tennis Sessions
- Players' first names and playing level, added by the organiser.
- Sessions offered, grabbed and released, waitlists, make-up credits and the coach for each session.
- An email address, if the organiser adds it or a player turns on email alerts or the weekly summary, plus which alerts they want. We use it to send that player their sign-in link and the emails they choose.
- A phone number, if the organiser adds it, so admins can contact the player. Players' emails and phone numbers are only shown to the club's admins.
- Coaches' first names, and their email and phone number if the organiser adds them (only admins see these).
- Which classes a player is a regular in, and attendance ticks taken by coaches.
- What a player sends in the club's sign-up form: name, email, phone and level. The club decides whether to add them.
- If a player turns on notifications, the address their browser gives us for sending them (it identifies the browser, not the person).
- An activity log of changes (who did what and when) so the organiser can sort out mix-ups.
What we collect in Tennis Juniors
- A family name and a private family code, set up by the organiser.
- Each child's first name, ball stage (for example Red or Orange), the classes they are enrolled in, days they can't make it and any make-up credits.
- A parent email address, only if a parent chooses to turn on washout emails, and a notification address if they turn on notifications. A family can add a second parent or guardian with their own first name and email.
- Medical notes, photo consent and an emergency contact, if the family or the club adds them. Only the club's admins and coaches see them (coaches see them on the class roll), and they are never emailed or sent in notifications.
- What a family sends in the club's sign-up form: parent name, email and phone, each child's name, surname, birth date, ball colour and preferred class, and the details above. The club decides whether to accept it; declined forms are kept for 30 days so the club can see what came in.
- Short notes coaches write about a child's tennis. Shared notes show on the family's page. Private notes are seen only by the club's admins and coaches.
- Whether each child is staying, not returning or asking for a place next term.
- Term fee amounts and whether they have been marked paid. If the club takes payments online, a family can pay a fee by card; that goes through Stripe to the club, and we record that it was paid.
- An activity log of changes.
Children's information. In Tennis Juniors we only record a child's first name and class details. We never ask for surnames, birth dates, photos, medical details or contact details for children, and coaches are asked to keep their notes about tennis. Children's information is never shown publicly: the public page lists classes only, and a family's details can only be seen with that family's code or by the organiser. The organiser is responsible for having the parent's or guardian's agreement before adding a child. If a child also plays in Tennis Comp, the club may add their surname and birth date for competition scorecards and age limits.
What we collect in Tennis Comp
- A family name and a private family code, set up by the club.
- Each player's first name and surname, and, if the club adds it, their birth date and ball colour. Competitions ask for full names and birth dates on scorecards and use birth dates for age limits.
- Parents' first names, email addresses and phone numbers, so the team manager can organise the team.
- The club's teams and fixture, who's coming each week, who is picked, answers to fill-in requests, venue duty and results.
- Medical notes, photo consent and an emergency contact, if the family or the club adds them, and what a family sends in the club's sign-up form. Only the club's admins see them.
- Photos of completed scorecards, if a team manager or admin adds them. Only the club's admins and that team's manager can open them, and they are deleted when the match is removed from the fixture.
- An activity log of changes.
Who sees it. Players' surnames, birth dates and parents' contact details are seen only by the club's admins and the team manager of a team the player is in or has been asked to fill in for. Families in a team see the first names of who is playing in line-up messages. Fixtures and results are shown on the public page without any names. The club is responsible for having a parent's or guardian's agreement before adding a child.
Events and invitations
When a club invites you to an event, such as a trip, meeting or working bee, we keep the invitation and your reply (Coming, Can't make it or the waitlist) and any note you add. The club sees every reply. In Tennis Sessions, invitations and replies are shared with your group's page, like the sessions board. In Tennis Juniors and Tennis Comp only your family sees its own invitations. Events for the whole club are also listed on the club page's Club tab, which anyone with the page link can open: the title, date, place and details, never who replied.
Documents your club shares
Clubs can share files and links, such as a handbook or code of conduct. Each one is shown to everyone, to team managers only, or to the club's admins and coaches only, as the club chooses. Files are kept until the club removes them.
Messages and notifications
Some reminders are sent automatically: in Tennis Comp, a few days before each match to players who haven't replied yet, and to the team manager the day before if the line-up isn't sorted; and for events, once to people who haven't answered before replies close.
Some emails and notifications have answer buttons, such as Coming or Can't make it. Each button is a private link that only answers that one question for that person, and stops working after the match or event.
The text of messages and notifications your club sends is kept for 60 days, so tapping a notification can show you the full message.
To help fix notifications that don't arrive, we keep a short record of recent deliveries: whether each one was accepted, and the type of device and browser that received it. Only the most recent 40 are kept, and it never includes names.
What we collect in Tennis admin
- Club and program names, venues, organiser names, and the email addresses used for notifications and PIN resets.
- Admin PINs, stored only in scrambled (hashed) form. We cannot see your PIN.
- The first names and roles of the club's admins and coaches, and when each last signed in. If the club records them, each coach's Working with Children Check number and expiry date (only the club's admins see these), and which coach covers which class.
- Private lesson times and who booked them.
- For each message or washout the club sends: how many emails went out, how many phones the notification reached and showed on, and who couldn't be reached. Kept for 90 days.
- When an admin removes a player, family, team or session, a copy is kept for 14 days so it can be undone, then deleted.
- When a club signs up: the organiser's first name and email, the club's name, state and suburb, and its plan, trial and payment dates. If someone enters a club name and email on the sign-up page but doesn't finish, we keep those for up to 30 days so we can offer help, then delete them. A sign-up link that isn't confirmed stops working after 2 days.
- When a club pays for a plan: the billing email, and the customer and subscription numbers Stripe gives us. Card details go straight to Stripe. We never see or store them.
- Lists of players or families, and competition draws, that an organiser imports from a spreadsheet. The organiser is responsible for having permission to add them.
How we use it
Only to run the apps: showing sessions and classes, sending the emails and notifications people have asked for (new sessions, washouts, waitlist places, weekly summaries, messages from their club, PIN resets, organiser notifications), and keeping a record of changes. We do not sell or rent information, use it for advertising, or send marketing emails.
If an organiser asks us for help, we may open their club's admin view. This access lasts two hours and is recorded in the club's activity log.
Stored on your device and analytics
The apps remember a few things in your browser's local storage so you don't have to re-enter them: your Tennis Sessions sign-in (a signed note of which player you are, kept for a year), your filters, your family code (Tennis Juniors and Tennis Comp), whether you chose Auto, Light or Dark, and, if you sign in to admin on that device, your admin PIN. Your club's apps share these in the same browser, so signing in to one signs you in to the others, and signing out of one signs you out of all of them. Clearing your browser data removes them. Tap Not you? or sign out of admin on shared devices.
When you enter a club code or family code, or sign in to admin, the app also sets one cookie in that browser so it can show your club's details for the next year. The cookie holds no names, codes or other personal details, only a signed note that this browser may see that club. A new club code ends it.
We use Matomo, run on our own server, and Google Analytics (both through Google Tag Manager) to count visits and see which pages and apps are used, so we can improve them. They set cookies and receive the page address, the app and club you are viewing, and general device and browser details. They never receive names, family codes, PINs or email addresses. The same tag setup also loads Google Ads measurement tags used across our website, which can set Google advertising cookies. You can block these with your browser's privacy settings, the Google Analytics opt-out or Google's ad settings.
Security and how long we keep it
Admin areas are protected by PINs with limits on wrong attempts. The app's data files cannot be opened from the web. A backup is made each night and the last 30 are kept, so information you delete can remain in a backup for up to 30 days. Message and notification text is deleted after 60 days.
Information is kept while the club or program uses the apps. Organisers can remove players, families and children at any time. When a club stops using the apps, its information is deleted on request.
Seeing, correcting or deleting your information
Ask your organiser, or email us at play@inkinteractive.com.au. We will respond within 30 days. Email alerts can be turned off at any time from the bell in the app or the link in any alert email.
If you are not happy with how we handle a privacy concern, you can contact the Office of the Australian Information Commissioner at oaic.gov.au.
Changes to this policy
We may update this policy. The date at the top shows the latest version. Significant changes will be shown in the apps.
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