Pavilion Privacy Policy

1. Information We Collect

Depending on how you use the Services, we may collect the following categories of information.

Account and profile information.

This may include your name, email address, phone number, username, authentication information, profile photo, club affiliation, member status, household or family relationship information, role, permissions, and other information associated with your account.

Club-provided information.

Clubs and their authorized administrators may provide information about members, staff, guests, events, programs, reservations, permissions, and club operations so that Pavilion can provide the Services.

Booking and activity information.

This may include court reservations, event registrations, lesson bookings, clinic participation, cancellations, waitlists, attendance information, member activity, and related service records.

Communications and user-generated content.

The Services may allow users, clubs, staff, or administrators to submit messages, group messages, posts, comments, announcements, profile content, images, or other content. We may collect and store this content to provide the Services.

Device, usage, and technical information.

We may collect information such as device type, operating system, app version, IP address, approximate location derived from IP address, device identifiers, push notification tokens, log data, crash reports, diagnostic information, performance data, and information about how you interact with the Services.

Support and inquiry information.

If you contact us, submit a form, or request support, we may collect your name, email address, organization, club affiliation, message contents, and other information needed to respond.

Payment-related information.

If payments are enabled, we may collect transaction records, purchase history, payment status, and related information. Payment card information may be processed by third-party payment processors and may not be stored directly by Pavilion.

If you purchase a subscription for access to recordings or highlights, we collect subscription status, billing period, renewal and cancellation records, and related transaction information.

Camera and recording information.

At clubs using the rolling Pavilion Cameras service, cameras capture video during configured operating hours even without a player request. We collect court, time, club and recording metadata. A guest QR request selects footage for a separately prepared recording and collects the supplied phone number, requested duration, consent version and acceptance record. Guest phone numbers are delivery destinations, not verified identities, and this pilot does not identify players from a booking. Video may include players, spectators, coaches and staff. The pilot does not record audio. Where enabled, other camera features generate clips and highlights using analysis of motion and play; we do not use facial recognition or biological or behavioral characteristics to identify individuals.

2. How We Collect Information

We collect information directly from users, from clubs and authorized administrators, automatically through use of the Services, and from service providers that help us operate the Services.

3. How We Use Information

Pavilion uses information to:

• Provide, operate, and improve the Services.
• Create, authenticate, manage, and secure user accounts.
• Enable court reservations, event registrations, programming, lessons, and related club activity.
• Enable direct messaging, group messaging, announcements, and other club communications.
• Send service-related notifications, including booking updates, message notifications, club announcements, account notices, support messages, and security alerts.
• Provide customer support and troubleshoot technical issues.
• Monitor safety, investigate abuse, enforce rules, moderate content, and protect users, clubs, and Pavilion.
• Analyze performance, reliability, usage, and feature effectiveness.
• Maintain business records and comply with legal, regulatory, contractual, and security obligations.
• Enforce our agreements and protect our legal rights.
• Capture, process, store, and deliver match recordings and highlights to players who request them.
• Generate highlights and clips using automated analysis of video.
• Provide clubs with access to recordings for the purposes set out in their agreement with Pavilion, such as customer support, safety review, and incident investigation.
• Manage subscriptions, billing, renewals, and cancellations for paid recording features.
• Develop, train, test, and improve our automated analysis and machine learning models internally, and develop new features and products.
• Use Recordings and highlights in our marketing and promotional materials, only with the written permission described below.

4. User Content, Messaging, and Moderation

The Services may allow users, clubs, staff, or administrators to submit messages, group messages, posts, comments, images, announcements, or other content.

Users are responsible for the content they submit. Pavilion and/or the relevant club may review, remove, restrict, or disable content or accounts that violate applicable rules, club policies, laws, safety standards, or the Terms of Service.

Users may report objectionable content or abusive users through the app where available or by contacting Pavilion support. Where direct member-to-member communication is available, users may block, mute, or restrict other users where supported by the feature.

Messages and user content may be visible to intended recipients, group participants, club administrators, and Pavilion personnel where necessary to operate the Services, provide support, moderate content, maintain safety and security, investigate abuse, comply with law, or enforce applicable policies. Unless expressly stated otherwise, the Services are not end-to-end encrypted.

5. How Information Is Shared

Pavilion may share personal information:

• With the club or organization associated with your account.
• With other users when you use messaging, group, profile, booking, event, or social features.
• With authorized club administrators for membership management, reservations, events, communications, safety, support, reporting, and club operations.
• With service providers that help us provide hosting, authentication, analytics, diagnostics, messaging, notifications, payments, support, storage, security, and other infrastructure.
• With legal, regulatory, safety, or law enforcement authorities where required or appropriate.
• In connection with a merger, acquisition, financing, reorganization, sale of assets, or similar business transaction.
• With your consent or at your direction.
• With the other players in a recorded match.
• With video storage, delivery, and processing providers that help us host and deliver Recordings.

Pavilion does not sell personal information and does not share personal information for cross-context behavioral advertising.

Pavilion does not sell Recordings, does not sell the personal information contained in them, and does not share Recordings for cross-context behavioral advertising. Pavilion and your club may use Recordings and highlights in their own marketing and promotional materials only with your written permission, as described in the Pavilion Cameras and Recordings section below.

Mobile numbers and SMS consent are used for the messaging program you choose, such as Concierge notifications or a requested recording link. We do not sell or rent mobile numbers or SMS consent, share them with third parties or affiliates for marketing or promotional purposes, or transfer consent for another party's own messaging program. Messaging providers, including Twilio and participating carriers, receive the information necessary to deliver messages and handle support and opt-out choices on our behalf.

6. Service Providers

Pavilion may use third-party service providers to operate the Services, including cloud hosting providers, database providers, authentication providers, analytics providers, crash reporting and diagnostics providers, email providers, SMS providers, push notification providers, payment processors, customer support tools, video storage, content delivery providers, video processing and automated analysis providers, and security providers.

These providers may process personal information only as needed to provide services to Pavilion and are expected to protect personal information consistent with this Privacy Policy and applicable law.

7. Cookies and Website Analytics

Pavilion websites may use cookies, pixels, analytics tools, or similar technologies to operate the site, understand usage, improve performance, remember preferences, and evaluate the effectiveness of communications or marketing. You may control cookies through your browser settings.

8. Push Notifications and Communications

If you enable notifications, Pavilion may send push notifications, emails, or SMS messages related to account activity, bookings, messages, group activity, club announcements, support, security, and service updates.

You may manage push notification permissions through your device settings. Some service-related communications may be necessary to provide the Services.

SMS messaging. Where clubs enable Pavilion Concierge, Pavilion sends text messages such as match invitations, booking confirmations, and related service notifications to members who have opted in. Members opt in by submitting their own mobile number and checking a consent box on a Pavilion Concierge opt-in form. No member receives SMS messages unless they have completed this opt-in. Members may opt out at any time by replying STOP to any message, or by contacting it@pavilionclubs.com.

8A. Pavilion Cameras and Recordings

Some clubs use camera systems provided or supported by Pavilion ("Pavilion Cameras"). This section explains how recordings work and how we handle them.

Roles. For Recordings created at a club's facility, the club determines the purposes for which recordings are made and Pavilion processes them on the club's behalf and under its instructions. Those instructions, set out in the club's agreement with Pavilion, also authorize Pavilion to use Recordings to develop and improve its automated analysis and machine learning models. Pavilion determines the purposes for account information, match metadata, subscription records, and its own service operations, as described elsewhere in this Policy. Where a club is responsible, requests about a Recording may be directed to the club, and we will assist.

At venues using rolling capture, including The Hive pilot, cameras capture video during configured operating hours even when no player has requested a match recording. A player request selects footage for a separately prepared recording; it does not switch continuous capture on or off. Capture may have gaps caused by equipment, power, network or other failures. The pilot does not include audio. Ask the club about camera coverage and its posted recording notices.

Clubs are responsible for appropriate court camera notices and filming permissions under their arrangements with Pavilion, including parent or guardian permission where required for junior members. Ask club staff about recording concerns or contact it@pavilion.cc. Hiding a camera from the club recording tools does not stop rolling capture. The guest SMS checkbox is a separate choice about receiving a link; it is not a filming-permission attestation.

Automated analysis. We use automated analysis to detect motion and moments of play, such as rallies and gestures, so we can create highlights. The analysis recognizes types of movement and does not build, store, or compare any profile of how a particular person moves. We do not perform facial recognition, do not compute face or hand geometry, and do not use any biological or behavioral characteristic to identify an individual. Where booking-based features are enabled, they use booking information, not appearance or movement, to associate recordings. The guest QR pilot does not establish player identity from a booking or phone number.

Model development. We use Recordings to develop, train, test, and improve our automated analysis and machine learning models internally and to develop new features and products. Trained models do not reproduce identifiable footage. If a Recording is removed, we stop using it, including in any future training, but we cannot retrain or change models that have already been built.

Marketing use. We will not use a Recording or highlight in marketing or promotional materials unless we ask every player appearing in it and each one gives written permission. Your club is subject to the same requirement. Permission covers only the specific materials and channels described in the request, and any player may withdraw it as to future use at any time by emailing us at it@pavilionclubs.com. We will not use a Recording in which a minor is identifiable without documented parent or guardian consent.

Guest recordings can be accessed by anyone who holds the private link before it expires. The link does not verify that its holder played in the match, so share it carefully. Authorized club staff have access through their archive and saved-recording permissions; authorized Pavilion personnel and service providers may access recordings as needed to operate the service, provide support, maintain security or comply with law. The guest contact and delivery-history console is restricted to authorized Pavilion personnel and is not exposed to club staff. Access to other recording products follows their account and club permissions.

For the guest recording pilot, access ends three days after the recording first becomes playable. Guest clips inherit that deadline; sending a text or creating a clip does not extend it. Raw footage is normally eligible for cleanup five days after its original cloud upload, but unfinished work or preservation holds can retain it longer. Staff-saved recordings have no automatic expiry and are separate from guest links and the rolling archive.

For other recording products, retention and availability depend on:

• whether it is a full-match Recording or a highlight, as full-match Recordings are typically kept for a shorter period than highlights;
• whether we are required to retain it for legal, safety, security, or dispute-resolution reasons; and
• our storage and operational requirements.

When a Recording is no longer needed under these criteria, we delete it or move it to archival storage where it is no longer immediately accessible. We will make reasonable efforts to notify you before deleting highlights you have saved. Some Recordings and highlights may be stored but not accessible to you depending on your plan.

Regardless of the above, if a person who appears in a Recording requests its removal, we will act on that request. If a club's agreement with Pavilion ends, Recordings are returned or deleted as set out in that agreement.

Requesting removal. Any person who appears in a Recording may request its removal at any time by contacting it@pavilionclubs.com, whether or not they have a Pavilion account. A removal request applies regardless of the subscription status of the player who created the Recording.

8B. Guest Recording Text Messages

Pavilion Technologies Inc. provides the recording-link SMS service, while a participating venue may supply the form and viewer branding. We use your supplied mobile number and recorded consent to send up to two texts per request: a recording-request confirmation and a ready-to-watch link once the watermarked video is prepared. Message frequency depends on requests you make; help, opt-out and re-enrollment actions may produce service responses. Message and data rates may apply. This program does not send marketing or match invitations.

The SMS choice is unchecked by default. Text-delivery requests require SMS consent. If you submit without checking the box, the form explains that no request was submitted and that club staff can help locate available archive footage. No email delivery alternative or email collection is provided. Declining SMS does not stop physical court capture.

Where recording-link SMS is available, reply STOP to unsubscribe or HELP for help. A new recording request submitted with fresh checked SMS consent requests re-enrollment; merely visiting the form or retrying an old request does not. Delivery resumes only after the messaging provider confirms re-enrollment. You can also contact it@pavilion.cc. Contact, request, consent and delivery-history records are retained separately for service history, support and messaging preferences; expiry of a video link does not automatically erase them. Contact it@pavilion.cc for privacy or deletion requests. We may need information to locate and verify the relevant record, and retain records needed to honor opt-out choices or applicable obligations.

9. Data Retention and Deletion

Pavilion retains personal information for as long as reasonably necessary to provide the Services, maintain accounts, support club operations, comply with legal obligations, resolve disputes, enforce agreements, maintain security, prevent fraud or abuse, and operate backups.

Users may request deletion of their account or personal information by using the in-app deletion option where available or by submitting a request at: https://pavilionclubs.com/request-deletion

If your account is provided through a club, Pavilion may need to coordinate account deletion, deactivation, or access changes with the relevant club. Some records may be retained where required or permitted for legal, security, accounting, backup, fraud prevention, dispute resolution, or legitimate club operational purposes.

Recordings and highlights created through Pavilion Cameras are retained as described in the Pavilion Cameras and Recordings section above. Deleting your account does not automatically delete Recordings started by other players in which you appear; to request removal, contact us at it@pavilionclubs.com.

10. Children and Junior Members

The Services are not directed to children under 13. Pavilion does not knowingly collect personal information from children under 13 without appropriate authorization.

Some clubs may provide access for junior members through a parent, guardian, or club-administered process. If we learn that we have collected personal information from a child in a manner that does not comply with applicable law, we will take appropriate steps to delete or limit that information.

At clubs that use Pavilion Cameras, recordings may capture junior members whether or not they hold an account. Clubs are responsible for obtaining parent or guardian consent before junior members are recorded, and for their own policies on recording junior play. A parent or guardian may request removal of a Recording that includes their child by contacting it@pavilionclubs.com.

11. Security

Pavilion uses reasonable administrative, technical, and organizational safeguards designed to protect personal information, including access controls, authentication controls, encryption in transit, monitoring, and vendor security review where appropriate.

Recordings are encrypted in transit and at rest, are accessible only to authorized users and personnel, and camera devices are subject to access controls and monitoring.

No method of transmission or storage is completely secure, and Pavilion cannot guarantee absolute security.

12. International Transfers

Pavilion is headquartered in the United States. If you access or use the Services from outside the United States, your information may be transferred to, stored in, or processed in the United States or other jurisdictions where Pavilion or its service providers operate.

13. Your Privacy Rights

Depending on your location, you may have rights regarding your personal information, including the right to request access, correction, deletion, portability, restriction, or objection to certain processing.

California residents may have rights under the California Consumer Privacy Act, as amended by the California Privacy Rights Act. Residents of other jurisdictions may have similar privacy rights under applicable law.

To exercise privacy rights, contact us at: it@pavilionclubs.com

We may need to verify your identity before processing a request.

If you appear in a Recording but do not have a Pavilion account, you may still contact us at the address above to request access to, or deletion of, that Recording.

14. Legal Basis for Processing

Where applicable under the General Data Protection Regulation, UK GDPR, or similar laws, Pavilion processes personal information based on one or more legal bases, including consent, performance of a contract, legitimate interests, compliance with legal obligations, and protection of rights, safety, and security.

15. Changes to This Privacy Policy

Pavilion may update this Privacy Policy from time to time. Changes will be effective when posted unless otherwise stated. The effective date above indicates when this Privacy Policy was last updated.

For changes that materially affect how we collect or use personal information, we will provide notice by email or through the Services before the changes take effect.

16. Contact Us

If you have questions about this Privacy Policy or Pavilion's privacy practices, contact us at:

Pavilion Technologies Inc.
Email: it@pavilionclubs.com
Website: https://pavilionclubs.com