Privacy Policy for clubs

This policy explains what data we process about clubs that use the JOLE console, about console users, about people who write to us through the form on jolepadel.com or talk to JOLE AI on the site, and about clubs' customers, on behalf of the clubs. It says why, who else receives it and how long it stays. If you are a player of the JOLE app, your text is the Privacy Policy for players. We process data in accordance with the General Data Protection Regulation and Greek law.

1. Who is responsible

AUDIVION L.P., 47 Solonos St., Kolonaki, Athens 10672, Greece, VAT EL802838365, GEMI 183697103000. Email: hello@jolepadel.com.

Our role depends on the data:

• For the details of the club, of console users, of people who write to us and of the club directory, we are the data controller.
• For the data of customers that the club records in its own system (customers, bookings, notes), the club is the data controller and we are the processor: we act only on its instructions.

2. What data we process

About the club

• Business details: name, address, VAT number, contact details.
• Courts, opening hours, holidays, booking policies, bookings, court confirmations, requests from the app, notifications and support requests.
• Contract and billing details: the acceptance of the contract (which user, when, which version, the full text presented and its digital fingerprint), the payment authorisation, assignments to the automatic matchmaker, the origin of each chargeable participation, the monthly settlements, payments, corrections and refunds with their reasons, disputes with our replies, and invoices. We also keep the billing email the club owner sets and a copy of each contract and billing email we sent to it (recipient, subject, text, when it was sent), to show that the club was informed. The club's representative enters the card directly at Stripe; we keep only Stripe's identifiers and the limited display details it gives us (card type and last digits). We never see or store the full card number or its security code.

About console users

• Name, email, role in the club's team.
• The password is stored only in irreversible form (hash).
• The sign-in key stays in your device's browser until you sign out.
• If you enable notifications, the device's notification subscription and its browser type.
• An action log for security: who did what and when.

About the club's customers, on the club's instructions

• Whatever the club records: name, mobile, email, bookings, notes, the club's own level estimate.
• On the club's behalf we send its customers messages about their bookings.
• For players with a JOLE account, the club sees what it needs for its games (name, level, reliability) and for its lessons (name and the note of the request). Players' general availability schedule is not shown in the console, including through the assignment to the automatic matchmaker: availability is used only by JOLE, internally, to suggest participation. The mobile number and email of the JOLE account are not shown in the console, unless the player gave them to the club themselves.

About the club's coaches

• What the club writes in one of its coaches' profile for the app: name, photo, description, levels taught, languages, and whether the profile is shown.
• The club's declaration that the coach agrees to be shown: which console user declared it, when, and which declaration text applied.
• The coach's lessons: time, court, students, and the coach's hold in the club's calendar for each lesson.
• If the coach links their JOLE account to their place at the club: when they linked, when and by whom the link ended, which permissions the club gave them and which console user gave them. We keep the one-time link only as a cryptographic fingerprint, never as it is.
• The coach's answers to the requests for their lessons, when they answer themselves from the app, and the coach assessments they record for their students: level category, text, date of the lesson. The assessments are seen by the student, the club and the coach who wrote them; they do not change the student's JOLE level. The student can remove an assessment; the category and the text are then deleted and it is no longer shown to the club either.

For this data the club is the controller, as it decides what to publish and has the coach's agreement; we process it on the club's instructions, and we show it to the app's players only while the club keeps the profile open with the declaration in the current text. The coach's contact details are not shown in the app. A coach asks the club to remove their profile; if they write to us at hello@jolepadel.com, we pass it on to the club. The coach's JOLE account is their own player account: the Privacy Policy for players applies to it.

About players' achievements

• The achievement requests players send to the club and the achievements the club awards: the title, the date, the place or the distinction, the category, the players, the photo, the club's decision and its reason, and which console user made it and when. We show the confirmed ones on the players' profiles in the app, as the Privacy Policy for players says.

About people who write to us

• From the site form: name, club name, mobile, email, city, number of courts, message, and the IP address it was sent from.
• Emails you send to hello@jolepadel.com are kept in our mailbox and shown in our support tool.

About people who talk to JOLE AI on the site

At the bottom right of every page of jolepadel.com there is a chat with JOLE AI, an artificial intelligence system that answers questions about the app and the platform. When you use it we keep: your messages and the answers, the language and the page you started from, the time, and your IP address only as a keyed hash (for the abuse limits). If you tap "I want JOLE at my club", we also keep what you write in the form: club name, contact person, city, email or mobile. Our team reads the conversations, to answer whoever is interested and to improve the answers. We send you nothing automatically. The messages are sent to OpenAI so that the answer can be written. Do not write other people's details in the chat.

About the club directory

The JOLE app shows players a directory of padel clubs built from public sources (clubs' websites and official social pages, public directories). We publish business details only: name, address, city, website, the venue's main phone number only when it is the business's own number, as the venue gives it (website, official social pages) or as a public business directory lists it for the venue, and an email address only when it is a general-purpose address (not one with a person's name). Second numbers, such as coaches' phones, are not published. We also keep the sources the details came from. We may send one email to the club's address, with the information Article 14 GDPR requires, to let it know about the listing. If you are responsible for a club, you can ask for correction, access or deletion, or object: when you object the listing is hidden and not published again, and we keep only the fact that you asked for removal. The listing stays for as long as the venue operates and you have not objected.

Technical

When you visit jolepadel.com, the server keeps your session with your IP address and browser type while it is active. The hosting provider also keeps basic logs for security and fault diagnosis. What is stored in your browser is set out on the Cookies page.

3. Why we process it

• To run the service the club uses, and to bill for it: performance of a contract.
• For security, abuse prevention, fault diagnosis and support: legitimate interest.
• To answer whoever writes to us or talks to JOLE AI on the site, and for the club directory, so that players can find where to play: legitimate interest.
• For notifications on your device: consent, which you withdraw whenever you like from the device or the console.
• For tax and accounting obligations: legal obligation.
• For the data of the club's customers and coaches that we process on the club's instructions (section 2), the legal basis is the club's, as controller.

4. JOLE AI in the console

When you use JOLE AI in the console, the conversation text and the console data it needs to answer or to carry out what you asked (for example bookings, a customer lookup) are sent to OpenAI for processing. We count how many requests each club makes per month, for the fair-use limits.

OpenAI also processes:

• speech, when someone dictates with the microphone in the console or on the club's page, to turn it into text;
• messages between the club and its customers, when they are written in another language, to translate them;
• the conversations of the customer assistant on the club's page, when the club has switched it on;
• the text of the club's support requests, to judge whether they concern a fault;
• players' conversations with the club in the JOLE app, when the club has JOLE AI switched on for conversations and the player has given permission for OpenAI and chooses to have JOLE AI answer: the recent messages of the conversation (including those written by the club's team), the club's public details and its open games without player names, so that the answer can be written;
• the messages of the chat with JOLE AI on jolepadel.com, so that the answer can be written.

5. JOLE Vision: match video

The match video recording feature (JOLE Vision) does not operate today: the platform offers no recording and we keep no match video. Before it is switched on we will update this text: who has which role, how people who appear in the video are informed, and how long the material is kept.

6. Who else receives data

We do not sell personal data and we do not share it for advertising. We share it only with the providers the service needs in order to run:

• Render: hosting of the application and its cache, with servers in Frankfurt.
• Neon: the database, in Frankfurt.
• Cloudflare R2: file and video storage, in a location under European Union jurisdiction.
• Cloudflare: the network that requests pass through on their way to our hosting (through Render). It sees the IP address and the requests, in order to carry them and protect the service from attacks.
• Stripe: card payments. It receives the club's billing details; card details go directly to Stripe.
• Yuboto: SMS delivery of mobile verification codes. It receives the number and the text of the message.
• OpenAI: JOLE AI and the other uses in section 4.
• Sentry: alerts our team when something breaks in the application. It receives the technical trace of the error, the path of the request and account and club identifiers; not names, emails, mobile numbers, message texts or the values being written to the database. It keeps the reports in the European Union.
• GitHub: when a club's support request concerns a fault, its text and the club's name and identifier are filed in a private repository of our team, so that the fault gets fixed. Do not write customer details in such requests. Players' requests are never filed there.
• Papaki: our email provider, for the emails we send to you and, on the club's behalf, to its customers. Its servers are in Italy.
• Your browser's push service: if you enable notifications, the message passes through your browser vendor's service.

Authorised staff of ours have access as far as support and operations require; every time we open a club's console, it is logged.

7. Transfers outside the European Economic Area

Hosting and the cache (Render), the database (Neon), file storage (Cloudflare R2) and error reports (Sentry) are in the European Union. The following process, or may process, data outside the EEA:

• OpenAI and GitHub, in the United States;
• Stripe, in the United States;
• Sentry, a US company: the reports stay in the European Union, but its staff may access them from the United States;
• Cloudflare, which carries requests across its global network;
• your browser's push service, if you turn on notifications.

Where a transfer outside the EEA takes place, it is covered by the adequacy decision for the EU-US Data Privacy Framework when the provider is certified under it, and otherwise by the European Commission's Standard Contractual Clauses. You can ask for a copy of the safeguards for each provider at hello@jolepadel.com.

8. How long we keep it

• The club's data and its operations: for as long as the relationship lasts, and up to ninety days after it ends so that you can request a copy. After that we delete it permanently.
• Console users: for as long as they are members of the club's team. The club owner removes a member from the console.
• Coach profiles: for as long as the coach is in the club's team; when the club removes them, the profile, the photo and the record of the declaration are deleted. When the club closes the profile, it stops being shown in the app.
• Links of coaches with a JOLE account, and coach assessments: with the rest of the club's data (first line). A link that ended (also when the club removes the coach from its team) stays as history: when they linked, when and by whom it ended. When the coach deletes their account, the account is removed from the link, from their answers and from the assessments they wrote, which stay under their name at the club; when the student deletes their account, the assessments they received are deleted. A newer assessment from the same coach for the same student replaces the previous one, which stays as history without being shown.
• Players' achievements: the ones the club confirmed or awarded, for as long as they have a holder. A request that was not answered is deleted 180 days after it was sent, and an achievement that was refused or revoked 365 days after the decision, with its photo. When the club is permanently deleted from JOLE, the achievements it confirmed or awarded are deleted with it.
• Site session: it expires after a few hours of inactivity and is deleted from the server.
• Chats with JOLE AI on the site: 180 days from the last message, together with the details of the cooperation form. Then they are deleted.
• Form messages and emails to us: as long as needed to answer and for any relationship that follows. We delete them if you ask us to.
• Invoices and tax records: as long as the law requires.
• Contract and billing records (acceptance, payment authorisation, assignments, origin of participations, settlements, payments, corrections and refunds, disputes and replies, the contract and billing emails): as long as needed to perform and finally settle the cooperation, and after that only to the extent required for specific tax obligations or for the documented establishment, exercise or defence of legal claims, with restricted access. Keeping them does not justify keeping the rest of the players' data. Accepting the contract is not consent to other processing or to marketing messages.
• Backups of the database may hold data for a limited period, until they are replaced.

9. Your rights

You have the right to access, rectify, erase, restrict and port your data, and the right to object and to withdraw consent. Write to us at hello@jolepadel.com; we respond within one month. For deletion, see also the Data deletion page.

If you are a customer of a club, you may address the club or us; we will cooperate so that your request is answered.

If you believe we mishandled your data, you may complain to the Hellenic Data Protection Authority (dpa.gr).

10. Security

Communication with the service and with the database is encrypted. Passwords are stored only in irreversible form. Each club sees only its own data: separation is enforced at database level, not only on screen.

11. Minors

The console is intended for businesses and their staff. If a club records a minor as a customer, it must have the consent of a parent or guardian.

12. Changes

If the way we process data or the list of providers changes materially, we update this page and notify clubs by email.

See also: Terms of Service for clubs · Cookies · Data deletion.