Last Updated 8 December 2020
We know you value your privacy, and we want to be completely transparent about the data we receive and/or retain, how we use it, and how you can manage your privacy as it pertains to www.association.globaltennisprofessionals.com (the “Website”).
Please review our Policy below and let us know if you have any questions. We tried to find the right balance between privacy and functionality, but if you are not comfortable with any part of the Policy, please simply stop using our Software and send us an email about your concerns to firstname.lastname@example.org.
Who this Policy applies to and whose information we collect
This privacy notice explains how we will use the personal data of anyone who:
- Applies for, or has been certified with GTP’s Association of Ethical Tennis Coaches and Players (the “Association”);
- Registers as a user on the Association’s site;
- Corresponds with us in any form including but not limited to inquiries, profile inquiries, registration, troubleshooting issues with our Software or your account, or through our contact forms;
- Participates in Association webinars or events located around the world;
- Purchases something from our store; or
- Requests or subscribes to be included into our newsletter communications and marketing material.
We may also obtain data from you from:
- Other members of the Association in regard to their relationship with you;
- Social media, media and/or other websites that are publicly available;
- Other organizations including the ITF, ATP and WTA sites; and
- Officials, other members of the Association, members of the public or any other regulatory organization, who write to us in relation to you or who we contact in relation to investigations or other inquiries that include you.
- Background and consumer report credit checks as part of the Certification process and authorized by you the user.
Each such person is referred to as “you” and “your” in this privacy notice.
What information do we receive and/or retain and how do we use it
When you register, fill out a form, or enter information on our Website or other softwares, we may collect information, including but not limited to the following subject matter: (a) personal contact information (e.g., name, postal address, e-mail address, phone number, social security number, passport number); (b) demographics; (c) information pertaining to education (e.g., graduation dates, school, student assignments); (d) bank account information; (e) account login information; (f) social media network information; (g) website usage information; (h) characteristics of your tennis game, including but not limited to past history of results; (i) information relating to breaches of the Operating Agreement and investigations thereof; (j) endorsement and sponsorship information; and (k) credit card/banking information.
For the purpose of certifying you as a Member of the Association, the following information may be collected depending upon the information you provide:
- Social security number; or
- Driver’s license number; or
- Passport number; and
- Valid copy of one of the above; and
- Past history of legal proceedings; and
- Criminal history; and
- Financial history
Our users also have the ability to submit third party’s personal information. This occurs in several instances, (1) When a person wishing to be certified as a Guardian registers their minor with the Association-this information would include name, address, social security number and passport number; and 2) When submitting contact information of references validating your identity/character within your application; and 3) When you supply your agents or sponsors information on your personal profile; and 4) When a Member supplies past Client or affiliation information; and 5) When a professional Athlete under 18 requires their Guardian’s consent.
We associate your profile information with your account, and we use it to tailor our Software and company to you. In some cases, the Association and its managers shares your profile information with trusted third-parties solely to process your requests while using our Software. For example:
1) We store the history of your contracts on AWS private servers so that we may recall that information for you.
2) Our relationships with banks allow a user (Coach, Trainer, Academy or Agent) to upload debit card information privately so that they may receive payment on time and quickly.
3) A Consumer credit report will be generated with your permission for every Client (Athlete, Minor Athlete and Guardian).
4) A personal background check will be generated for every applying member through Sports Engine via NCSI DBA SSCI 1853 Piedmont Road Suite 100, Marietta GA 30066.
5) The Association uses third party Docusign 221 Main St., Suite 1000, San Francisco CA 94105 for all Applications and Certified Contracts to keep your information private and confidential.
6) To process all Membership Applications and membership fees we utilize third party portals to process purchases.
The Association keeps confidential all of your private information that you choose to display on our site . In these cases, all sharing and processing will be in accordance with our instructions and in compliance with this Policy and other appropriate confidentiality and security measures. Please note that the Association and its managers will never sell your profile information.
How we will use your personal data and the legal reasons for utilizing that data
When you apply and eventually are Certified as a member of the Association, you do so by agreeing to an Operating Agreement that governs the Association of Ethical Tennis Coaches and Players which serves as a binding contract you have entered into with us and your conduct with other members of the Association.
First: We will use your personal data to ensure that all Members and users adhere to all the rules and regulations that govern our body.
Second: When you register with the Association, we will need to certify you as a Member of the Association. During this process we will:
a) Verify your identity, address and information you provide to us and at your consent to ensure its accuracy through a background check powered by Sports Engine through NCSI DBA SSCI 1853 Piedmont Road Suite 100, Marietta GA 30066 as mentioned above.
b) Should you be applying as an Athlete, Minor Athlete or Guardian we will verify your financial history through Equifax with your consent as mentioned above.
c) Should you be applying as a Coach, Trainer, Academy or Agent or will request a W-9 form and bank account information to ensure proper payments and accounting as mentioned above.
Third: We will receive and manage payments required for the Application and yearly membership fees as well as ensuring compliance with Certified Contracts of the Association utilizing Stripe as mentioned above. If you provide a credit card or debit card, we use third parties to check the validity of the sort code, account number and card details you submitted in order to prevent fraud. As well, we will use your information to communicate with you concerning your account and its status and to provide updates to our policies.
We are always looking to improve our platform and will use your information and experiences to help develop the Association. In order to regulate and protect the integrity of the Association, we may use your personal data to ensure adherence to the rules and regulations of the Associations Operating Agreement. We also may use your data to investigate and resolve any disciplinary or breaches of our rules and Regulations and to uphold the highest standard of accountability and ethics that the Association can provide to our members. We may use your personal data for monitoring and research so that we may understand how you are using the site and evolve it to improve the member and user experience. We may also use your data to undertake research to enhance the general appeal and global reach of our program, gather statistics about registration, memberships, certifications and people interested in protecting their future value. We may need to provide your information to other governing bodies of the tennis community to inform them of relationships that have existed in the past. In order to run our Association, we must comply with legal requirements and codes of practice by using your data to monitor prevent, investigate and/or report fraud, misrepresentation, security incidents or crime, in accordance with applicable laws and also to investigate and resolve any breaches and or disciplines required of our rules and regulations governed within our Operating Agreement that you may be involved in. Additionally, to minimize the risks to you and to our Association, we have other business interests and may use your data to ensure, develop and improve our Association and the growth of accountability worldwide. We will utilize your feedback and respond promptly to rectify complaints to ensure the Association works efficiently and effectively. We will also identify products and services that might interest you and inform you of their availabilities from time to time, monitor and analyze how you utilize your profile, account and membership with us, and use your data to update our records and ensure their complete to ensure we are able to identify our users, members and service beneficiaries, and to improve our website and online services both online and offline. Additionally, we may need to investigate and respond to claims of breaches, disputes and where necessary bring or defend legal claims. Further, we may use your personal data to identify and record facts and evidence and to investigate and respond to complaints, breaches, disputes regulatory investigations and/or to bring or defend legal claims.
The Association provides a way for you to create an online profile for the entire tennis community to view. This profile allows you to list characteristics of yourself and your tennis game. You may list as much or as little as you would like however minimum requirements of name, birthdate, address and contact information must be provided to begin the process of creating a profile. The Association will provide a detailed listing of which Members you have worked with based upon your use of our service. We will also display the outcome of each relationship as to complete, breached or terminated. We store this information so that we can provide it back to you and for other members to view when you need it, no matter where you are. We never share your privately saved information and private contract information with other users, unless you ask us to. The only visible part of your archived records will be who you worked with. You the user have the option of displaying as much information as you would like on your own personal profile or hiding it.
The Association requires an application fee as well as a yearly membership fee to utilize our services. The Association also functions on ensuring appropriate parties are compensated properly for services they have rendered. We will provide invoices to Clients (Athletes, Guardians and Minor Athletes) via Alchemy as mentioned above and record Debit card information from Providers (Coaches, Trainers, Academies) and Agents utilizing Loan Payment Pro as mentioned above. We receive information about the transaction, such as your credit or debit card number, other card information, and billing information when you apply for membership/application, processing renewal membership fees or making required or at your discretion payments towards a Collective. We and our trusted third-party service providers use this information strictly for processing your transaction in a secure manner. We do not use your financial information for any other purpose.
Who we share your personal data with
Your personal data may be shared with any third party who helps the Association and its managers enforce its regulations.
Further, we share your personal data with third parties who process your data on our behalf when they provide services to us, including but not limited to data analytics, advertisement networks, research, marketing, and financial and legal services.
We may also share your personal data with third parties who use it for their own purposes only if you have provided us with your written consent.
You share your personal data with third parties when you publish content on our Website and other software.
If we sell, transfer, or merge parts of our business, or if we buy or merge with another business, we may share your personal data. If a change happens to our business, the new owners may use your personal data as set out in this Policy.
We may also share your personal data with law enforcement, regulators and other third parties for legal reasons as required by law or subpoena, or if we reasonably believe that such action is necessary to: (a) comply with the law and the reasonable requests of law enforcement; (b) enforce our legal claims or protect the security or integrity of our services; and/or (c) exercise or protect the rights, property, or personal safety of the Association and its managers, our athletes, visitors, or others.
How we protect your information
We maintain your personal data securely and use reasonable, physical, and technical safeguards to secure your personal information from unauthorized access, use or disclosure.
Because it is impossible to guarantee the security of personal data at all times (due to third parties that may be able to penetrate the security systems in places through illegal, unauthorized practices), we highly recommend that you create unique and strong passwords when applicable, limit your access of the softwares and services to your personal device(s), and sign off whenever you have completed a session of our Software.
Third party links and disclosure
Our Software may contain links to third party websites. These third party websites have separate and independent privacy policies. You understand, acknowledge and agree that the third party websites’ independent privacy policies govern their use of your personal information. You further understand, acknowledge and agree that the Association therefore has no responsibility or liability for the content and activities of these linked websites.
Link to third party Privacy policies that we utilize: Stripe https://stripe.com/privacy Alchemy: https://www.trustalchemy.com/privacy-policy/ Equifax: https://www.equifax.com/privacy/ LoanPayment Pro: https://loanpaymentpro.com/
How can you manage your privacy?
You can access and change information in your profile page at any time. You can also close your account entirely directly from the website or by sending an email to email@example.com. When you close your account, we will deactivate it and remove your private information from the Association. We may, however, retain archived copies of your information for a commercially reasonable period of time. You may withdraw your consent and we will not continue to process this information for the purposes described previously, but this will not impact the validity of any processing undertaken before you withdrew your consent.
If you prefer not to receive cookies while using the Association Software, you can set your browser to warn you before accepting cookies and refuse the cookie when your browser alerts you to its presence. You also have the option of refusing all cookies by turning them off in your browser. However, rejecting cookies may affect your ability to use the Software as intended and with all of its functionality.
The extent of these rights are limited by law. We may depending upon the applicability of those rights act on some or all of your request(s). If we do not we will explain to you our reasons why.
The Association wants to provide a high-quality user experience. That includes offering content that is customized to your interests and preferences, making our Software easy and convenient to use, and quickly resolving any issues that you may encounter. To achieve these goals, we use and sometimes retain certain technical information related to your interactions with our Software. Whenever possible, we disassociate this technical information from your account so that it cannot be linked back to you. Please see the list below for an explanation of what we do with technical information.
Hot Jar: Is an Application to watch how users interact with our site
GPS location information
Through our Find a Coach feature, a user may update their location at any time. However, this is at the discretion of each individual user to maintain and update their location. The Association is not responsible for the accuracy and up-to-date location of every Member.
We receive and retain your IP address in our logs for troubleshooting purposes, but not in a way that can be linked back to you.
Cookies and other data stored on your computer or mobile device
Characteristics of your browser, computer, and/or mobile device
We may receive and use characteristics about your browser (e.g. Chrome or Safari), computer (e.g. Windows or MacOS), and/or mobile device (e.g. Android or iOS) to help us troubleshoot problems and improve our Software and services. We may retain this information in an anonymous format.
Duration of your data held
We keep your personal data for as long as we need it for the purposes for which it was collected.
When we decide how long we will keep your information, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorized use or disclose, why we need it, and any relevant legal requirements.
We may anonymize your personal data (so that it can no longer be associated with you) for research or statistical purposes, in which we may use this information indefinitely.
Children’s personal information
The Association is not generally directed to children under age 13 and we do not encourage children under age 13 to participate in providing us with any personally identifiable information. If we learn that we have collected personal information from a child under age 13, we will delete that information as quickly as possible. If you are under the age of 13, please do not use the Association or submit any information in connection with the Website. We support the guidelines and regulatory requirements provided in the Children’s Online Privacy Protection Act of 1998 (COPPA). If you learn that your minor child has provided us with personal information without your consent, please contact us at firstname.lastname@example.org.
Changes to this Policy
The Association may change this Policy from time to time without prior notice to you, but we will post all changes on our Website. If you continue to use the Association after such changes take effect, you agree to the terms of the revised Policy. If you do not agree with any of our privacy policies please discontinue use at any time.8