Wikiup Terms & Conditions and Privacy

WIKIUP TENNIS AND SWIM CLUB
PRIVACY POLICY
Effective Date: November 5, 2026

1. Our Commitment to Your Privacy
Wikiup Tennis and Swim Club (“Wikiup,” “the Club,” “we,” “us,” or “our”) respects the privacy of our members, guests, employees, program participants, and website visitors. We are committed to protecting personal information entrusted to us and handling it responsibly. This Privacy Policy explains what information we collect, how we use it, when we share it, and the steps we take to protect it. This policy applies to information collected through our website, membership applications, registration forms, online accounts, payment systems, Club facilities, events, lessons, camps, and other Club activities.

2. Information We Collect

Depending on your relationship with the Club and the services you use, we may collect the following information:

Personal and Contact Information

  • Names, mailing addresses, email addresses, and telephone numbers.
  • Dates of birth and household or family member information.
  • Emergency contact information.
  • Membership information and account details.

Payment and Financial Information

  • Credit or debit card information and billing details.
  • Membership dues, program fees, purchase history, and payment records.
  • Information necessary to process refunds and transactions.

Payment information may be collected and processed by third-party payment processors on our behalf.

Program and Activity Information

  • Tennis and swim lesson registrations and participation records.
  • Camp, youth program, league, tournament, and event registrations.
  • Court and pool reservations.
  • Attendance and participation history.

Health and Safety Information

  • Relevant medical information voluntarily provided to us for safety purposes.
  • Allergies, medical conditions, swimming ability, and other information necessary to safely participate in Club activities.
  • Emergency care instructions and applicable parental or guardian authorizations.

Website and Electronic Information

  • IP addresses, browser information, device information, and website usage data.
  • Information submitted through website forms or online registration systems.
  • Cookies and similar technologies, where applicable.

3. Information About Children
Because the Club offers youth swim lessons, tennis lessons, camps, and other children’s programming, we may collect information about minors from their parents or legal guardians.

This information may include:

  • Child’s name and date of birth.
  • Parent or guardian contact information.
  • Emergency contacts.
  • Swimming ability and program participation information.
  • Relevant medical conditions, allergies, and safety instructions.
  • Authorized pickup information and parental consent.

We use this information only for legitimate Club operations, program administration, communication with parents or guardians, and the health and safety of participating children.
We do not knowingly collect personal information directly from children for purposes unrelated to Club services without appropriate parental involvement or consent.

4. How We Use Your Information
Wikiup may use collected information to:

  • Establish and manage memberships.
  • Process membership dues, payments, and program fees.
  • Register members and guests for lessons, camps, tournaments, leagues, and events.
  • Manage court reservations, pool activities, and facility access.
  • Communicate important Club announcements, closures, schedules, and policy updates.
  • Send newsletters, promotional materials, and information about upcoming programs and events.
  • Provide customer service and respond to questions or concerns.
  • Maintain the safety and security of members, guests, employees, and Club facilities.
  • Respond to emergencies and administer appropriate safety procedures.
  • Enforce Club policies, membership agreements, and applicable rules.
  • Improve our programs, services, website, and overall member experience.
  • Comply with applicable laws and legal obligations.

5. How We Share Information
We value the trust our members place in us. Wikiup does not sell personal information to third parties for money. We may share personal information in limited circumstances, including:

Service Providers: We may share information with trusted third-party companies that assist with membership management, payment processing, online registration, email communications, website hosting, and other Club operations.

Program Administration: We may share limited information with instructors, coaches, camp personnel, and other authorized employees when necessary to administer programs and maintain participant safety.

Emergency Situations: We may disclose relevant information to emergency responders, medical personnel, or other appropriate parties when necessary to protect someone’s health or safety.

Legal Requirements: We may disclose information when required by law, court order, or other lawful governmental request, or when necessary to protect the rights, property, or safety of the Club and others.

We do not authorize third-party service providers to use member information for their own unrelated marketing purposes.

6. Photographs, Videos, and Club Communications
The Club occasionally photographs or records activities, tournaments, special events, camps, and other Club functions for newsletters, social media, website content, promotional materials, and internal communications.

We will seek appropriate consent or authorization when required, particularly when photographing or identifying minors. Members or guardians who do not wish to have themselves or their children included in promotional photography or video should notify Club management in writing.

7. Cookies and Website Tracking
Our website may use cookies and similar technologies to improve website functionality, understand visitor activity, and enhance the online experience. These technologies may collect information such as browser type, pages visited, and general website usage patterns. Users may adjust their browser settings to limit or disable cookies. Certain website features may not function properly if cookies are disabled.

8. Information Security
We take reasonable administrative, technical, and physical measures to protect personal information against unauthorized access, disclosure, alteration, or destruction. Access to member information is limited to authorized personnel who need the information to perform their job responsibilities. Although we strive to protect all information entrusted to us, no electronic storage system or method of transmitting information over the internet can be guaranteed to be completely
secure.

9. Information Retention
We retain personal information only for as long as reasonably necessary to fulfill the purposes described in this policy, maintain membership and financial records, administer programs, comply with legal requirements, resolve disputes, and enforce Club agreements.
When information is no longer needed, we will take reasonable steps to securely dispose of or de-identify it, consistent with applicable law and our recordkeeping obligations.

10. Your Privacy Rights
Depending on your state of residence and applicable law, you may have rights regarding your personal information.
These rights may include:

  • Requesting information about the personal information we collect and maintain.
  • Requesting access to or a copy of your personal information.
  • Requesting correction of inaccurate information.
  • Requesting deletion of certain personal information, subject to applicable legal exceptions.
  • Opting out of certain uses or disclosures of personal information where required by law.

California residents may have additional rights under the California Consumer Privacy Act, as amended by the California Privacy Rights Act (CCPA/CPRA), if the Club is subject to those laws.

To submit a privacy-related request, please contact Club management using the contact information below. We may need to verify your identity or authority before processing a request.

Parents and legal guardians may submit appropriate requests concerning information collected about their minor children.

11. Third-Party Websites and Services
Our website, registration systems, or electronic communications may contain links to third-party websites or services.

These third parties operate independently and may have their own privacy policies and practices. Wikiup is not responsible for the privacy practices or content of websites and services that we do not control.

We encourage users to review the privacy policies of third-party services before providing personal information.

12. Changes to This Privacy Policy
Wikiup reserves the right to update or modify this Privacy Policy as Club operations, technology, or applicable laws change. Any updates will be reflected in the revised policy with an updated effective date. The most current version will be made available through the Club’s website or upon request from Club management.

13. Contact Information
Questions, concerns, or requests regarding this Privacy Policy or the handling of personal
information may be directed to:

Wikiup Tennis and Swim Club
Attn: Club Management
Email: info@wikiupclub.com
Phone: 707-544-2330
Address: 500 Wikiup Dr. Santa Rosa CA 95403

We appreciate your trust in Wikiup Tennis and Swim Club and remain committed to protecting the privacy and security of our members, families, guests, and employees.