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. We are committed to handling personal data in a lawful, fair, transparent, and secure manner.

1. Introduction and company information

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

• Company name: Nordic Tennis Studio AS
• Address: Sørkedalsveien 10, 0369 Oslo, Norway
• Email: [email protected]
• Phone: +47 23 45 78 19

This privacy policy applies to personal data processed in connection with our tennis-related services, including coaching, court bookings, training programs, events, customer support, newsletters, and website use.

2. Data collection and processing

Nordic Tennis Studio AS may collect and process the following categories of personal data:

• Identification data: name, date of birth, and, where necessary, customer or membership number.
• Contact data: address, email address, telephone number, and emergency contact details where relevant.
• Booking and service data: information about court reservations, lesson registrations, memberships, attendance, and service preferences.
• Payment data: billing information, payment status, and transaction references. We do not store full card details unless necessary through secure payment providers.
• Communication data: correspondence with us by email, phone, contact forms, or other channels.
• Technical data: IP address, browser type, device information, log data, cookies, and usage information from our website.
• Special categories of data: in limited cases, health-related information or other sensitive data may be processed if you provide it voluntarily and it is necessary for safe participation in tennis activities, injury management, or accommodation of specific needs.

We generally collect personal data directly from you. In some cases, we may receive data from third parties such as payment providers, booking platforms, coaches, or event partners, where permitted by law.

3. Purpose of data processing

We process personal data for the following purposes:

• to provide tennis coaching, training, court booking, and related services;
• to manage memberships, registrations, and customer accounts;
• to process payments, invoices, refunds, and accounting records;
• to communicate with you about bookings, changes, cancellations, and customer support;
• to send service-related notices and, where permitted, marketing communications;
• to organize events, tournaments, camps, and other tennis activities;
• to ensure safety, including handling emergency situations and relevant health considerations;
• to improve our services, website, and customer experience;
• to comply with legal obligations, including accounting, tax, and record-keeping requirements;
• to establish, exercise, or defend legal claims.

4. Legal basis for processing

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

• Performance of a contract: when processing is necessary to provide services you request, such as bookings, coaching, memberships, or event participation.
• Legal obligation: when we must process data to comply with applicable laws, including accounting and tax obligations.
• Legitimate interests: when processing is necessary for our legitimate business interests, such as service improvement, fraud prevention, security, and customer communication, provided your interests and rights do not override those interests.
• Consent: when you have given clear consent, for example for certain marketing communications, cookies where required, or processing of sensitive information in specific situations.
• Vital interests: in rare emergency situations where processing is necessary to protect someone’s life or health.

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 third parties only when necessary and appropriate for the purposes described in this policy. Such recipients may include:

• payment service providers and banks;
• IT and hosting providers;
• booking and customer management platforms;
• email and communication service providers;
• accountants, auditors, and legal advisers;
• coaches, instructors, and event organizers involved in delivering our services;
• public authorities where required by law;
• insurance providers in connection with claims or incidents.

All third parties are required, where applicable, to protect personal data and process it only in accordance with our instructions and applicable law.

6. Data transfer to third countries

In some cases, personal data may be transferred to or accessed from countries outside the European Economic Area (EEA). This may occur if we use service providers with infrastructure or support operations outside the EEA.

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

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

You may contact us for more information about international transfers and the safeguards used.

7. Storage duration

We retain personal data only for as long as necessary for the purposes for which it was collected, unless a longer retention period is required or permitted by law.

• Customer and booking 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 your inquiry and for follow-up purposes.
• Marketing data: retained until you withdraw consent or object, or until it is no longer needed.
• Security logs and technical data: retained for a limited period necessary for security, troubleshooting, and system administration.

When personal data is no longer needed, it will be deleted or anonymized in a secure manner.

8. User rights

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

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

To exercise your rights, please contact us using the details 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 processing is based on your consent, you have the right to 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 option provided in our communications.

10. Right to complain

If you believe that our processing of your personal data is not in accordance with applicable law, you have the right to lodge a complaint with the competent supervisory authority. In Norway, this is the Norwegian Data Protection Authority (Datatilsynet).

We encourage you to contact us first so that we can try to resolve your concerns directly and promptly.

11. Data security

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

• access controls and role-based permissions;
• encryption and secure transmission where appropriate;
• regular backups and system monitoring;
• staff confidentiality obligations and training;
• vendor due diligence and contractual safeguards;
• incident response procedures and security reviews.

Although we strive to protect your 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 our processing of personal data, or if you wish to exercise your rights, please contact us:

• Nordic Tennis Studio AS
• Sørkedalsveien 10, 0369 Oslo, Norway
• Email: [email protected]
• Phone: +47 23 45 78 19

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 published 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 protects your personal data.