Privacy Policy

Mike Palmer Tennis provides tennis coaching and coaching tools at mikepalmertennis.com. This policy covers how we handle personal data collected through the Academy Portal and its tools, which may include performance reports, an identity and development profile, strength and conditioning plans, and a match charting tool.

This policy works alongside our Terms & Conditions, which govern your use of the Portal and our coaching services.

• Name and email address - collected when a player or parent is registered for coaching.
• Session scores - logged by the coach after each session and stored securely.
• Match data - recorded by players or parents using the Match Charting tool. Completed matches are saved to the player's account so they are available on any device and can be reviewed by the player, their parent, and their coach.
• Strength and conditioning data - completed sessions, personal bests, and training streaks logged by the player in the Strength & Conditioning tool.
• Opponent names - when a match is charted, the opponent's name is recorded so the match can be identified, along with the result, the points as they are charted, and any note the player writes afterwards about how the opponent played. We hold no contact details and no account for an opponent.
• Coach notes and feedback - written comments a coach records against a session, and notes on a player's strength and conditioning.
• ID Profile, development plan and tournament goals - the scores, key actions, outcomes and goals that make up a player's profile and plan.
• Age group, venue and group allocation - which age group a player is in, which venue they attend, and which coaching group they are assigned to.
• Membership and payment records - where an academy place is paid for by subscription, Stripe holds the payment details. We can see your name, email and subscription status; we never see or store your full card number.
• Kit orders - when you order branded clothing in a pre order, we hold the name and email address you give, a phone number if you add one, the name of the player the kit is for, the items, sizes and any initials or front name you ask for, the total, and any note you write. Mike may also add his own note against your order, for example to record how it was invoiced or paid. Ordering does not create an account and does not add you to a mailing list. We take no payment in the app and hold no card or bank details.
• App preferences - stored locally on your device (see Cookies & Local Storage below).

Your data is used solely to support the player's coaching. Specifically:

• Names and emails are used to identify players and give players and parents access to reports.
• Session scores are used to track development over time and share progress with players and parents.
• We do not sell or rent your data.
• We do not use your data for advertising or marketing.

We process personal data on three bases:

• Contract - to deliver the coaching a player is enrolled in, including their reports, programmes and match records.
• Legitimate interest - to track development over time and to let a coach prepare properly for sessions.
• Consent - where a player or parent chooses to use an optional tool.
• Contract, for kit orders - your own name, email and phone number are processed to fulfil the order you placed, not on consent, which is why there is no marketing tick box on it.
• Legitimate interest, for the player named on a kit order - the child is not a party to the order, so their name is not processed under the contract with you. It is processed so the right garments reach the right player, and so initials are embroidered on the right item. You can ask us to remove it.

We do not process special category data such as medical information. Where a club needs that for participation, it is collected by the club under its own policies.

Player and session data is stored securely using Supabase, a GDPR compliant database platform. Access is restricted - only the coach can view all player data. Parents can only view their own child's data, accessed via a personal password.

The database is hosted in Ireland (AWS region eu-west-1), so your data stays within the European Economic Area and is not transferred outside it by us.

Match charting and strength and conditioning data is saved to the same Supabase database under the player's own account. A match in progress is held on your device until it is completed, so you can chart courtside without a connection.

Kit orders are stored in the same Supabase database, and only the coach can read them. No payment is taken in the app, so there are no card or bank details to store, and no bank details are shown anywhere in the app.

When you book a session you do so through third party platforms - ClubSpark, operated by the LTA, for club coaching bookings, and Cal.com for private and joint lessons and racket restringing, and Stripe for academy membership payments. These platforms handle your booking and payment data under their own privacy policies, which apply when you book.

Kit that is ordered has to be made, so when a pre order closes we send our clothing manufacturer a list of the garments, sizes and any initials or front name to be embroidered, together with the order reference. We do not send them your name, your email address, your phone number or the name of the player.

Player and session data is kept for as long as the player is enrolled with Mike Palmer Tennis, and for a reasonable period afterwards so a returning player's history is not lost. Once it is no longer needed for coaching, it is deleted. You can ask us to delete it sooner at any time - see Your rights below.

Kit orders are kept for two years after the pre order they belong to closes, so a query about what was ordered can still be answered. After that they are deleted. You can ask us to delete yours sooner at any time.

When you sign in to the Portal we set essential cookies that keep you signed in. They are strictly necessary and are never used for tracking or advertising.

Separately, our tools use your browser's local storage to save app preferences. This includes:

• Whether you've seen the terms and conditions screen.
• Saved player profiles in the Match Charting tool.
• A match in progress, and recent match history held on the device for offline use.
• Your kit order confirmation, so that refreshing the page does not lose it. It holds your first name, the items you ordered and the total, is kept for one hour and then discarded, and is cleared as soon as you start another order.

This local data is not used for tracking or analytics, and is separate from the data saved to your account described above. No third party cookies or tracking scripts are used.

You have the right to:

• Access the data we hold about you or your child.
• Correct any inaccurate information.
• Request deletion of your data at any time.

To exercise any of these rights, contact us - details below.

For any questions about this policy, to access your data, or to request changes or deletion, contact us by email at mikepalmertennis@gmail.com.