Privacy Policy

Information we collect

We collect information you give us, information created when you use the club and the member portal, and limited technical information.

• Account information — your email address and sign-in credentials. If you choose “Continue with Google,” we receive your name and email address from Google. Passwords are handled by our authentication provider and are not visible to club staff.
• Profile and contact information — your name, phone number, mobile number and an optional profile photo link.
• Household information — your household name and mailing address, the members of your household, and dependents a parent or guardian adds (such as names and dates of birth).
• Membership information — the memberships you hold, their status and dates, and the membership credential (QR code) used to check in.
• Reservation and activity information — court reservations, pool check-ins, guest passes, event registrations and volunteer sign-ups, and issues you report to the club.
• Payment-related information — for memberships paid online, our payment processor, Stripe, collects your payment card details directly. We do not receive or store your full card number. We keep records such as your Stripe customer and subscription identifiers, amounts, payment status, invoice dates and links to Stripe-hosted receipts.
• Mobile number and SMS consent information — if you choose to receive text messages, the mobile number you agreed for, when and how you opted in or out, the version of the consent disclosure you agreed to, and the browser information and IP address from which you made that choice.
• Communications information — records of the emails and text messages we send you and their delivery status (for example, delivered, bounced or opened).
• Technical and usage information — information your browser sends when you use our sites, such as IP address, browser type and pages visited. Our website and member portal use Google Analytics to understand overall usage, such as which pages are visited. The member portal stores your sign-in session in your browser.

How we use information

• To create and manage your account, household and memberships.
• To check members and guests in at the club and verify membership status.
• To take, confirm, remind you about, change and cancel court reservations, and to manage events and volunteer sign-ups.
• To process membership payments and keep payment records.
• To send you transactional and operational messages by email and, only if you opt in, by text message.
• To respond to your questions and issue reports.
• To keep the club, our members and our systems safe and secure, including preventing misuse.
• To maintain records and meet our legal, accounting and governance obligations.

Text messages (SMS) and mobile information

Text messages are optional. We send transactional member-service text messages only to members who affirmatively opt in, and only to the specific mobile number they agreed to. Providing a phone number alone does not sign you up. Details of the program are in our SMS Terms & Conditions.

• We use your mobile number and SMS consent information to provide the SMS program you requested and to keep a record of your consent and opt-out choices.
• SMS consent information is not shared with third parties or affiliates for their own marketing or promotional purposes.
• We do not sell your mobile information, and we do not share it with third parties for unrelated marketing.
• We share mobile information only with service providers that help us deliver messages and operate the service (for example, our SMS delivery provider and wireless carriers), and only as needed to do so.
• You can opt out at any time by replying STOP to any of our text messages or by turning SMS off in your member account. We keep a record of your opt-in and opt-out history as evidence of your choices.

How we share information

We do not sell personal information. We share information only as described here:

• Service providers that help us operate the website and member portal, each receiving only the information needed for its service: Supabase (database and account sign-in), Vercel (website hosting), Stripe (payment processing), Amazon Web Services (email and text message delivery), Resend (account emails such as sign-up confirmation and password reset), and Google (optional sign-in with Google, and Google Analytics). Wireless carriers receive the information needed to deliver text messages.
• Club volunteers and staff — board members, staff and lifeguards see member information only as needed to run the club (for example, to check members in or manage reservations).
• Legal and safety reasons — when required by law or legal process, or when reasonably necessary to protect the rights, property or safety of the club, our members or others.
• Organizational changes — if the club reorganizes, merges or transfers its operations, member records may transfer to the successor organization subject to this policy.

Security

We use reasonable administrative, technical and physical safeguards designed to protect your information, including encrypted connections (HTTPS), access controls that limit each member to their own records, and restricting staff access to what their role requires. No method of transmission or storage is completely secure, so we cannot guarantee absolute security.

Retention

We keep information for as long as you are a member and afterward for as long as reasonably needed for club operations, record keeping, resolving disputes and meeting legal obligations. Records of SMS consent and opt-outs are kept after you opt out or close your account so we can show that we honored your choices.

Your choices

• Update your name, phone number and photo from My Profile in the member portal.
• Choose which email notifications you receive, and turn text messages on or off, from My Membership in the member portal.
• Reply STOP to any of our text messages to stop texts, or HELP for help.
• Ask us to access, correct or delete your information by emailing info@twinfarmsclub.com. We may need to keep some records, such as payment and SMS consent records, where required for legitimate club or legal purposes.

Some messages about your membership, account or payments are necessary to provide the service; opting out of text messages does not stop them from being sent by email or other available channels.

Children

Member portal accounts are intended for adult members. Information about children, such as dependents in a household, is provided and managed by a parent or guardian. Text messages are sent only to the account holder who opted in.

Changes to this policy

We may update this Privacy Policy from time to time. When we do, we will change the “Last updated” date above and, for significant changes, let members know through the member portal or by email.

Contact us

Questions or requests about privacy can be sent to Twin Farms Swim & Tennis Club at info@twinfarmsclub.com or (301) 384-9754.