Privacy Policy

1. Who we are

Balls In Air, LLC ("BIA," "we," "us," "our") provides a coordination app for members of private golf, tennis, pickleball, and paddleball clubs. This Privacy Policy explains what information we collect, why, how we use and share it, and the choices you have.

If you have questions, contact us at ballsinairsupport@gmail.com.

2. What we collect

Information you provide

• Account info: first name, last name, email address, and a password (stored as a one-way hash — we never see or store the password itself).
• Profile info: the clubs you belong to, the sports you play at each, optional gender identity (used by audience filters like "men's game"), playing preference (individual or couple), and a partner link if you set one.
• Game activity: games you post, games you join or are invited to, RSVPs, notes, chat messages, calendar adds, and the on/off state of any mutes you've set.
• Support messages: if you write to us, we keep the message and any reply.

Information collected automatically

• Push notification token: if you enable push notifications, your device's push token (issued by Firebase Cloud Messaging) and the timezone you registered from (so quiet hours work in your local time).
• Technical logs: the IP address of incoming requests (used for rate limiting and abuse prevention) and basic request metadata (path, timing).
• Error reports: if the app encounters an error, a report is sent to our error-monitoring provider (Sentry) including the page, error message, and your user ID. We use these reports only to find and fix bugs.

3. How we use it

• To operate the Service — show you games at your clubs, route notifications, run the chat threads, deliver calendar invites, etc.
• To authenticate you (we issue signed session tokens that expire and renew).
• To send transactional email — sign-up verification, game reminders, time-change notices, RSVP confirmations.
• To monitor reliability and fix bugs (Sentry, BetterStack).
• Occasionally, to send service announcements (changes to these terms, major feature changes) and occasional product and community emails — for example, inviting you to review BIA after you've played, or sharing a fellow player's review with others at your club or course who haven't tried BIA yet. You can opt out of these product and community emails at any time (see Communications and email preferences below). Transactional and service emails are part of operating your account.

Communications and email preferences

We send two kinds of email: transactional and service email needed to operate your account (sign-up verification, game reminders, time changes, RSVP confirmations, and material changes to these terms) — part of the Service while your account is active; and occasional product and community email (such as an invitation to review BIA after you play, or a fellow member's review shared with clubmates who haven't joined). You can opt out of the product and community email at any time by clicking Unsubscribe in any such email, by setting notifications to Off in Profile, or by muting a specific club. We honor opt-outs promptly. We do not sell your information or share it with advertisers or data brokers.

4. Who we share it with

Other members of your clubs

BIA's whole point is to connect you with other players at the clubs and courses you belong to. Other confirmed members there can see your name, the sports you play at that shared club or course, the games you've posted or joined, and any notes or chat messages you've written on those games. They cannot see your email address or other private account details.

Service providers (subprocessors)

We use the following companies to run BIA. Each only processes the minimum data needed to provide their service:

• Render — application hosting and database (servers in the United States).
• Resend — email delivery (verification, reminders, RSVPs, and product/community emails such as review invitations).
• Firebase Cloud Messaging (Google) — push notification delivery.
• Sentry — error monitoring.
• BetterStack — uptime monitoring.
• Stripe — payment processing, if and when a paid plan applies to you. Stripe receives your email address and handles your card details directly; we never see or store your card number.
• Anthropic — powers the optional in-app assistant. If you use it, the message you type and relevant context (your name, club, and the games involved) are sent to Anthropic to generate a reply. Your messages are not used to train their models. If you never use the assistant, nothing is sent.
• GitHub — source code hosting (no member data is stored here).

We do not sell your data

We do not sell, rent, lease, or share your personal information with advertisers, marketers, or data brokers.

Legal disclosures

If we receive a valid legal request (subpoena, court order, or similar), we may disclose information as required by law. Where we are legally permitted, we will try to notify you first.

5. Data retention

• Active accounts: we keep your data for as long as your account is active.
• Deleted accounts: when you delete your account, your data is removed from our active database immediately, except for the limited records we are legally required by law to retain.
• Reactivation window: for 30 days after you delete your account, you can reactivate it by logging in. After 30 days the account is permanently purged.
• Backup copies: we keep encrypted database backups for up to 7 days for disaster-recovery purposes. After 7 days, the backups containing your data are permanently overwritten.
• Email records: transactional emails are retained by our email provider per their standard 30-day retention period.

6. Your rights and choices

• View and edit: open Profile in BIA to see and edit your account information at any time.
• Delete your account: Profile → Delete account. Restorable within 30 days; permanently purged thereafter.
• Notification preferences: Profile → Notifications. Choose real-time, daily digest, or off. Set quiet hours in your local time.
• Mute clubs or members: Profile and the All Members page have per-club and per-member mute controls.
• Export your data: email us at ballsinairsupport@gmail.com and we will send you a copy of your data within 30 days.

European Economic Area / United Kingdom (GDPR)

You have the rights to access, correct, delete, restrict, port, or object to our processing of your personal information. Contact us to exercise these rights. Our legal basis for processing is the contract with you (the Service we provide) and our legitimate interest in operating and securing the Service. You may also lodge a complaint with your local data-protection authority.

California (CCPA)

You have the right to know what personal information we collect, to request deletion of that information, and to opt out of any "sale" of it. As stated above, we do not sell your personal information. Contact us to exercise these rights.

7. Children

BIA is intended for adults (18 or older) who are members or affiliates of a club or course listed in BIA. We do not knowingly collect personal information from anyone under 18. If you believe a minor has provided us with personal information, please contact us and we will delete the account.

8. Security

We take reasonable measures to protect your information:

• Passwords stored as bcrypt hashes — we never see or store the password itself.
• All connections to BIA use HTTPS.
• Database encryption at rest, managed by Render.
• Email verification required at signup to prevent account impersonation.
• Rate limiting and abuse detection on sensitive endpoints.

No system can be perfectly secure. If you ever suspect unauthorized access to your account, contact us immediately at ballsinairsupport@gmail.com.

9. International users

BIA's servers and database are located in the United States. If you access BIA from outside the United States, your information will be transferred to and processed in the United States. By using BIA, you consent to this transfer.

10. Changes to this policy

We may update this Privacy Policy from time to time. If we make material changes, we will notify you by email and update the "Last updated" date at the top of the page. Your continued use of BIA after the change takes effect means you accept the updated policy.

11. Contact us

Balls In Air, LLC
Privacy questions: ballsinairsupport@gmail.com