Privacy Policy

Effective August 3, 2026

This policy explains what Tar Heel Tennis Camps, LLC (“we”) collects through this website, why we collect it, and what we do with it. It covers this site only.

The short version

We collect what we need to run a three-day team camp and nothing more. We do not sell information, we do not share it with advertisers, and we never see or store your card or bank details.

What we collect

When a coach creates an account

Name, email address, phone number, and a password. Passwords are stored as a one-way hash — nobody at the camp can read yours, including us.

When a program registers

School or program name, city and state, classification and conference where given, head and assistant coach contact details, the size of your travelling party, and any notes you add.

When a coach builds a roster

For each player: name, date of birth, graduating year, singles lineup position, shirt size, an optional UTR profile link, and any notes the coach adds.

A coach may also add an optional emergency contact for a player — a parent or guardian’s name, their relationship to the player, and a phone number or email address. It is never required, and camp staff use it for one thing: reaching that person about that player during the camp.

When a coach uploads paperwork

Each player needs a completed medical or physical form and a signed camp liability release, and coaches upload both against that player on the roster. Those files are whatever the form asks for — a physician’s clearance, the health history a parent filled in, signatures — so we treat them as the most sensitive thing on the site.

They are encrypted on our servers, are never served from a public address, and can only be opened by the coach who uploaded them and by camp staff. Every time one is opened we record who opened it and when. They are deleted 30 days after your session ends, automatically, whether or not anyone asks.

We deliberately do not ask you to type any of that health information into the site. It stays inside the document, where the trainer needs it and nothing else reads it.

When you pay

Payments run through Stripe’s hosted checkout. Card numbers and bank account details are entered on Stripe’s systems and never touch ours. We store only the amount, the date, whether it settled, and Stripe’s reference for the transaction.

When you use the site

Standard server logs (IP address, browser, pages requested) and a session cookie that keeps you signed in. If analytics are enabled we use Google Analytics 4 to count visits and see which pages coaches read; that data is aggregated and is not used to identify anyone. The map on our contact page is embedded from Google Maps, which may set its own cookies when the page loads.

Information about minors

Roster entries describe high school players, most of whom are under 18. That information is entered by their coach — an adult acting for the school program — and never collected from a player directly. This site is not directed to children, and we do not knowingly let anyone under 18 create an account.

We deliberately keep the roster minimal for this reason: names, dates of birth, and lineup order are what a draw sheet and a rooming list require, so that is all we require. Everything else on a roster entry — including the parent or guardian emergency contact — is optional and added at the coach’s discretion. If you are a parent or guardian and want to see or remove what is held about your player, email [email protected] and we will act on it, subject to confirming you with the program.

Who we share it with

We use a small number of service providers, and only for the job named:

• Stripe — payment processing.
• Resend — sending confirmations, receipts, and reminders.
• Our hosting provider — running the site and its database.
• Google — analytics and the embedded map, where enabled.

On site, camp staff and the athletic trainer see the roster and paperwork information they need to run play safely. We will also disclose information if the law requires it. Beyond that, we do not share, rent, or sell it.

How long we keep it

Registration and payment records are kept while your program is registered and afterwards for as long as we need them for tax and accounting purposes. Roster details are purged after the camp season ends. Uploaded medical forms and releases go sooner — 30 days after the last session your program is entered in, deleted on a schedule rather than on request. Coach accounts stay active so you can register again next year — ask us and we will close yours.

How it is protected

The site runs over HTTPS. Passwords are hashed, sign-in attempts are rate limited, and a coach can only ever see their own program’s records. Staff access is a separate role granted by hand. Because Stripe handles payments, the most sensitive data in the whole transaction never reaches us.

Uploaded paperwork gets more than that: the files are encrypted before they are written to disk, are only ever handed back through a signed-in request we check and log, and are deleted on the retention schedule below.

No system is perfectly secure, and we do not claim otherwise. We hold roster information and uploaded paperwork under a strong-security-by-design approach rather than a formal healthcare compliance programme — which is why we keep the data minimal, hold the documents only as long as the camp needs them, and ask for no health detail outside the forms themselves.

Your choices

You can see and edit your program, roster, and travel party at any time from your dashboard. To request a copy of what we hold, correct it, or have it deleted, email [email protected]. We will respond within 30 days. Deleting information tied to a live registration may mean we can no longer hold your spot.

You can also delete your account yourself, from the bottom of your dashboard. That removes your login, your program details and your roster, and releases any spot you are holding. We keep a record of the registration itself — the session, the amount, and the payment reference — with your name, email and program contact details stripped out. We keep it because we are required to account for money we have taken, and because a bank transfer authorised before you close your account can still arrive days afterwards. It is not used to contact you, and deleting your account does not by itself issue a refund — email us for that.

Transactional email — confirmations, receipts, payment reminders — is part of the service and is not marketing, so it has no unsubscribe link. You can block analytics with any standard browser setting or extension.

Changes

If this policy changes we will update the effective date above, and for anything material we will email registered coaches.

Contact

Tar Heel Tennis Camps, LLC
251 Friday Center Drive
Chapel Hill, NC 27517
[email protected]

See also our Terms.