1. Introduction & Scope

Hudson Valley Pickleball & Golf Center ("HVPG," "we," "us," or "our") is committed to protecting the privacy of all visitors, members, and customers using our website and facility services. This policy describes how we collect, use, and protect your personal information. By using our website, booking services, or facility, you consent to the terms of this Privacy Policy.

HVPG is based in Poughkeepsie, NY, and operates web servers hosted by a secure, industry-standard hosting provider.

2. Information We Collect

We collect information necessary to provide and manage our sports and membership services.

A. Membership and Service Data:

When you register for a membership, league, lesson, or court/bay rental, we collect the following types of personal data:

• Name, address, phone number, and email address.
• Age or date of birth (for programs with age restrictions, e.g., youth leagues).
• Chosen username and password (stored securely).
• Emergency contact information.

B. Financial and Payment Data:

To process membership dues, court rentals, and Pro Shop purchases, we collect necessary payment information. HVPG does not store sensitive credit card or banking details directly on our servers. All payment information is processed and secured by our authorized third-party payment processor, Club Automation (see Section 3).

C. Usage and Technical Data:

We use Google Analytics for anonymous, aggregated reporting of website traffic and usage patterns. No personalized data is stored through this method. We also collect IP addresses and browser information to help prevent fraud and ensure security.

3. Third-Party Service Providers (such as but not limited to Club Automation, Stripe, Paypal)

4. How We Use Your Data

HVPG uses your personal information exclusively for the following purposes:

• Service Provision: To verify and maintain your membership, manage court/bay reservations, and ensure access to leagues and lessons.
• Communication: To send essential, non-marketing communications such as billing statements, facility updates, class schedules, and security alerts.
• Security & Operations: To verify user identity, prevent fraudulent activity, and ensure the smooth operation of our website and booking systems.

We do not sell, rent, lease, or share your personal data with any third parties for marketing purposes.

5. Data Access, Security, and Retention

A. Internal Access:

Access to registered user data is strictly limited on a need-to-know basis. Only authorized System Administrators and High-Level Employees (such as the General Manager or Department Heads) who require the data to fulfill their job duties (e.g., membership support, billing) can view personal information.

B. Security Measures:

We utilize the SSL/HTTPS protocol across our site to encrypt communication between your browser and our servers. We employ industry-standard security measures to prevent unauthorized access, disclosure, or breach of your information.

C. Data Retention:

We retain your personal information **permanently** as long as your account remains active or if there is an intention to renew or continue using HVPG services (such as leagues, lessons, or facility rentals). This ensures a seamless continuation of your membership and service history. If you request the deletion of your account (exercising your **Right to Erasure**), we will erase all personal data, except information we are legally obliged to retain for accounting, tax, or legal purposes.

6. Cookies and Embedded Content

A. Cookies:

Our website uses functional cookies—small text files necessary for the website’s operation (e.g., maintaining your logged-in status). You may disable cookies through your browser settings, but this may impair the functionality of our website and services.

B. Embedded Content:

Pages on our site may include embedded content (e.g., video links). This content behaves as if you visited the third-party website directly. These third-party sites (such as YouTube or social media platforms) may collect data about you, use their own cookies, and monitor your interaction. HVPG is not responsible for the privacy practices of these external sites.

7. Your Data Rights

If you have a registered account, you have the following rights regarding the data we hold:

• Right to Access: You may request a file of the personal data we retain about you.
• Right to Rectification: You may request corrections to any inaccurate or incomplete personal data.
• Right to Erasure (Right to Be Forgotten): You may request that we erase the personal data we hold about you. Note that exercising this right will result in the immediate termination of your membership and our inability to provide support or services.

To exercise any of these rights, please contact the General Manager using the contact details provided below.