Privacy Policy

1. Introduction

OpenActive ("we", "us", or "our") explains in this Privacy Policy how we collect, use, disclose, and safeguard your information when you use our court booking and club management platform (the "Platform"). For the purposes of this policy, we are responsible for the processing described here, except where a club or other organisation you interact with processes information independently for its own purposes.

Your bookings, match results, name, surname, profile image, and gender are public on the Platform. Your email address, phone number, date of birth, and age are private and protected: they are not shown on public profile or listing views and are visible only to managers of clubs you are associated with, as described in Section 2.

2. Public activity and profile vs. private and protected details

OpenActive is designed so players and clubs can see each other's activity. The following is treated as public (visible to other users on the Platform in line with how the product displays information, including in club-related areas—not only people at your club): court bookings (including when and where you play, where the Platform shows them), match results, your name and surname, profile image, and gender. Rankings and similar outputs derived from match activity may also be shown where the Platform displays them.

The following is private and protected: your email address, phone number, date of birth, and age. These are not shown on public profile or general listing views. They are visible only to managers of clubs you are associated with (for example, to operate bookings and membership), and as otherwise described in this policy (such as to service providers who process data for us or where the law requires disclosure).

Other voluntary text or profile fields may be public or restricted depending on where the Platform shows them. Do not enter anything you are unwilling for others to see in places that are visible to other users.

3. Information We Collect

3.1 Information You Provide

We collect information that you provide directly to us, including:

• Account Information: Email address, phone number, date of birth, and credentials for your account (we do not store passwords in plain text; these contact and date-of-birth fields are private and shown only to managers of clubs you are associated with, as described in Section 2)
• Profile Information: Name, surname, profile image, gender, age (where collected), and other biographical or preference fields—visibility follows Section 2 (name, surname, image, and gender are public; age is private and protected)
• Booking Information: Court bookings, dates, times, and player selections
• Payment Information: Payments are handled by third-party payment processors. We do not receive your full card number on our servers; we may receive limited billing metadata (for example, transaction status or last four digits) as needed to operate bookings and subscriptions
• Club Information: For club administrators, club details, logos, settings, and member lists
• Communication: Messages, feedback, and support requests

3.2 Information Automatically Collected

When you use our Platform, we automatically collect:

• Usage Data: Pages visited, features used, and time spent on the Platform
• Device Information: Device type, operating system, browser type, and IP address
• Location Data: General location information (country, region) based on IP address
• Cookies and Tracking: See our Cookies Policy for details

4. How We Use Your Information

We use the information we collect to:

• Provide, maintain, and improve the Platform
• Process and manage your bookings and payments
• Send booking confirmations, reminders, and updates
• Manage club memberships and administrative functions
• Calculate and display rankings and match results
• Communicate with you about your account and our services
• Send marketing communications where permitted and, where required, with your consent
• Detect, prevent, and address technical issues and security threats
• Comply with legal obligations
• Analyze usage patterns to improve user experience

Rankings and similar features are calculated automatically from match results and related information entered on the Platform. These outputs are intended to reflect sporting activity on the Platform and are not used as the sole basis for decisions with legal or similarly significant effects about you outside that context.

5. Information Sharing and Disclosure

We may share your information in the following circumstances:

5.1 With Clubs

When you book a court or interact with a club, we share relevant information with that club's managers to facilitate your booking and club membership. Your email address, phone number, date of birth, and age are available only to managers of clubs you are associated with, as described in Section 2. Information that is public on the Platform (such as name, surname, profile image, gender, bookings, and match results) may be visible more broadly as described in Section 2.

5.2 With Service Providers

We may share information with third-party service providers who perform services on our behalf, including:

• Payment processors
• Email service providers
• Cloud hosting and storage providers
• Analytics and monitoring services

5.3 Legal Requirements

We may disclose your information if required by law or in response to valid requests by public authorities.

5.4 Business Transfers

In the event of a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction.

5.5 With Your Consent

We may share your information with your explicit consent or at your direction.

5.6 No sale for advertising or cold calling

We do not sell your personal information to third parties for their advertising, and we do not provide your details to third parties so they can market unrelated products or services to you, build advertising profiles about you for sale, or use your contact details for unsolicited commercial canvassing (including cold calling or spam telemarketing). We use information as described in this policy to run the Platform, work with clubs and service providers as set out above, and—where permitted—to communicate about OpenActive itself (for example, service updates or marketing you have agreed to receive).

6. Data Security

We implement appropriate technical and organizational measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction. However, no method of transmission over the Internet or electronic storage is 100% secure, and we cannot guarantee absolute security.

Security measures include:

• Encryption of data in transit and at rest
• Regular security assessments and updates
• Access controls and authentication requirements
• Secure payment processing through certified providers

7. Data Retention

We retain your personal information for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law. When we no longer need your information, we will securely delete or anonymize it.

8. Your Rights and Choices

Depending on your location, you may have the following rights regarding your personal information:

• Access: Request access to your personal information
• Correction: Request correction of inaccurate or incomplete information
• Deletion: Request deletion of your personal information
• Portability: Request transfer of your data to another service
• Objection: Object to processing of your personal information
• Restriction: Request restriction of processing
• Withdraw Consent: Withdraw consent where processing is based on consent

To exercise these rights, please contact us using the information provided in the Contact section below. Where we send optional marketing communications, you can withdraw consent or opt out using the unsubscribe link in those messages (where available) or by contacting us.

9. Children's Privacy

Our Platform is not intended for children under the age of 13 (or the applicable age of consent in your jurisdiction). We do not knowingly collect personal information from children. If you believe we have collected information from a child, please contact us immediately.

10. International Data Transfers

Your information may be transferred to and processed in countries other than your country of residence. These countries may have data protection laws that differ from those in your country. We take appropriate safeguards to ensure your information receives adequate protection.

11. Third-Party Links

Our Platform may contain links to third-party websites or services. We are not responsible for the privacy practices of these third parties. We encourage you to read their privacy policies.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new Privacy Policy on this page and updating the "Last updated" date. Your continued use of the Platform after such changes constitutes acceptance of the updated Privacy Policy.

13. Contact Us

If you have any questions about this Privacy Policy or our data practices, please contact us at:

Email: privacy@openactive.net
General help: Help Center

14. Regional Rights and Supervisory Authorities

If you are in South Africa, our processing of personal information is subject to the Protection of Personal Information Act (POPIA), 2013. You may have rights including access, correction, deletion, and objection to processing, and the right to complain to the Information Regulator (South Africa).