Privacy Policy for Nordic Tennis Studio AS

This Privacy Policy explains how Nordic Tennis Studio AS collects, uses, stores, shares, and protects personal data when you visit our website, contact us, book services, participate in tennis activities, or otherwise interact with us. This policy is intended to provide clear information about our data processing practices in connection with our tennis business.

1. Introduction and company information

The data controller responsible for the processing of your personal data is:

• Company name: Nordic Tennis Studio AS
• Address: Møllergata 12, 0179 Oslo, Norway
• Email: [email protected]
• Phone: +47 23 96 48 17

Nordic Tennis Studio AS provides tennis-related services, including coaching, court bookings, training sessions, events, memberships, customer support, and related administrative services. In connection with these activities, we process personal data in accordance with applicable privacy laws.

2. Data collection and processing

We may collect and process the following categories of personal data, depending on your relationship with us and the services you use:

• Identification data: name, date of birth, and, where necessary, customer or membership identifiers.
• Contact data: address, email address, telephone number, and emergency contact details where relevant.
• Booking and service data: court reservations, lesson registrations, attendance records, membership status, and service preferences.
• Payment data: payment status, transaction references, invoicing details, and limited billing information.
• Communication data: inquiries, correspondence, feedback, complaints, and support requests.
• Technical data: IP address, browser type, device information, log data, and cookies or similar technologies when you use our website.
• Health or special category data: only where strictly necessary and with appropriate legal basis, for example information relevant to safe participation in training or injury-related accommodations.
• Image and video data: photographs or recordings from events, training sessions, or promotional activities, where applicable and permitted by law.

We generally collect personal data directly from you, but we may also receive data from payment providers, booking systems, event partners, or other third parties involved in delivering our services.

3. Purpose of data processing

We process personal data for the following purposes:

• to provide and manage tennis coaching, training, court bookings, memberships, and related services;
• to communicate with you about bookings, schedules, payments, service updates, and customer support;
• to administer accounts, memberships, invoices, and contractual relationships;
• to organize events, competitions, camps, and other tennis activities;
• to ensure safety, including handling emergency situations and relevant health-related accommodations;
• to improve our services, website functionality, and customer experience;
• to comply with legal obligations, including accounting, tax, and record-keeping requirements;
• to prevent fraud, misuse, and unauthorized access;
• to send marketing communications, where permitted and subject to your choices and applicable law;
• to document consent where consent is relied upon as a legal basis.

4. Legal basis for processing

We process personal data only where we have a valid legal basis. Depending on the context, our legal bases may include:

• Performance of a contract: when processing is necessary to provide services you request, such as bookings, memberships, lessons, or event participation.
• Compliance with legal obligations: when we must process data to comply with accounting, tax, consumer, or other legal requirements.
• Legitimate interests: when processing is necessary for our legitimate business interests, such as service improvement, security, fraud prevention, and limited direct communication, provided your interests and rights do not override those interests.
• Consent: when required by law, for example for certain marketing activities, cookies, or the processing of special category data in specific circumstances.
• Vital interests: in rare cases, where processing is necessary to protect someone’s life or physical safety.

Where we rely on consent, you may withdraw it at any time without affecting the lawfulness of processing carried out before withdrawal.

5. Data sharing and third parties

We may share personal data with trusted third parties only when necessary and appropriate for the purposes described in this policy. These may include:

• payment service providers and banks;
• booking, scheduling, and customer management system providers;
• IT hosting, cloud, email, and technical support providers;
• accountants, auditors, legal advisers, and other professional advisers;
• event partners, coaches, or facility operators involved in delivering services;
• public authorities where required by law or lawful request;
• marketing and analytics providers, where permitted and subject to applicable legal requirements.

We require third parties to handle personal data securely and in accordance with applicable data protection obligations. We do not sell personal data.

6. Data transfer to third countries

In some cases, personal data may be transferred to or accessed from countries outside Norway or the European Economic Area (EEA). This may occur if we use service providers or systems located in such countries.

Where such transfers occur, Nordic Tennis Studio AS will ensure that appropriate safeguards are in place, such as:

• an adequacy decision by the relevant authority;
• standard contractual clauses or equivalent transfer mechanisms;
• additional technical and organizational safeguards where necessary.

You may contact us for further information about international data transfers and the safeguards we use.

7. Storage duration

We retain personal data only for as long as necessary for the purposes for which it was collected, or as required by law. Retention periods may vary depending on the type of data and the legal or operational need to keep it.

• Contract and service data: retained for the duration of the customer relationship and for a reasonable period thereafter.
• Accounting and tax records: retained for the period required by applicable law.
• Communication records: retained as long as needed to handle inquiries, disputes, or support matters.
• Marketing data: retained until you opt out or withdraw consent, or until it is no longer needed.
• Security logs and technical data: retained for a limited period unless needed for investigation or legal purposes.

When personal data is no longer needed, we will delete, anonymize, or securely archive it in accordance with applicable requirements.

8. User rights

Subject to applicable law, you may have the following rights regarding your personal data:

• Access: to obtain confirmation of whether we process your personal data and receive a copy of that data.
• Rectification: to request correction of inaccurate or incomplete personal data.
• Erasure: to request deletion of your personal data in certain circumstances.
• Restriction: to request that we limit the processing of your personal data in certain situations.
• Data portability: to receive personal data you have provided to us in a structured, commonly used, machine-readable format, where applicable.
• Objection: to object to processing based on legitimate interests and to object at any time to direct marketing.

To exercise your rights, please contact us using the details provided below. We may need to verify your identity before responding. We will respond within the time limits required by applicable law.

9. Withdrawal of consent

Where we rely on your consent to process personal data, you may withdraw that consent at any time. Withdrawal does not affect the lawfulness of processing carried out before the withdrawal.

You may withdraw consent by contacting us at [email protected] or by using any unsubscribe or preference-management options we provide in our communications.

10. Right to complain

If you believe that our processing of your personal data is not in accordance with applicable privacy laws, you have the right to lodge a complaint with the relevant supervisory authority.

In Norway, this is typically the Norwegian Data Protection Authority (Datatilsynet). We encourage you to contact us first so that we can try to resolve your concern directly and promptly.

11. Data security

Nordic Tennis Studio AS implements appropriate technical and organizational measures to protect personal data against unauthorized access, accidental loss, destruction, alteration, or disclosure. These measures may include:

• access controls and role-based permissions;
• secure storage and encryption where appropriate;
• regular software updates and security monitoring;
• staff confidentiality obligations and training;
• backup and recovery procedures;
• procedures for handling security incidents and data breaches.

While we take reasonable steps to protect personal data, no method of transmission or storage is completely secure. We therefore cannot guarantee absolute security.

12. Contact information

If you have questions about this Privacy Policy or how Nordic Tennis Studio AS processes personal data, please contact us:

• Nordic Tennis Studio AS
• Møllergata 12, 0179 Oslo, Norway
• Email: [email protected]
• Phone: +47 23 96 48 17

13. Changes to privacy policy

We may update this Privacy Policy from time to time to reflect changes in our services, legal requirements, or data processing practices. The updated version will be posted on our website with a revised effective date where appropriate.

We encourage you to review this Privacy Policy periodically to stay informed about how Nordic Tennis Studio AS processes personal data.