courtOS - Privacy Policy

1. Overview

SVA Products, LLC, doing business as courtOS ("we", "us", "our"), operates an AI-powered voice agent and operations platform for tennis clubs. This Privacy Policy explains how we collect, use, store, and protect personal data when you use our Service.

2. Data We Collect

Account data

Name, email address, and password when you create an account
Business name, address, and timezone during onboarding
Billing information processed through our payment provider (Stripe)

Club operations data

Court and service inventory you configure
Opening hours, pricing, and club rules
Booking records and schedules
Member and team lists (names, emails, phone numbers)

Call and communication data

Phone call recordings and AI-generated transcripts
Call metadata (duration, timestamps, caller phone number)
Messages and contact requests submitted through the platform

Usage data

Pages visited, features used, and actions taken within the dashboard
Device and browser information, IP address

3. How We Use Your Data

We use the data we collect to:

Provide and operate the Service, including the AI voice agent, booking system, and dashboard
Process calls on behalf of your club using the information you configure
Process payments and manage subscriptions
Send transactional emails (account verification, password resets, billing notifications)
Monitor service performance and fix issues
Improve the AI agent's accuracy and capabilities

We do not sell your personal data to third parties. We do not use your club's data to train AI models shared with other customers.

4. Call Recording Disclosure

When the AI voice agent handles a call for your club, the call is recorded and transcribed. These recordings are stored securely and are accessible only to you and your authorized team members through the dashboard.

You are responsible for complying with applicable call recording laws in your jurisdiction, including informing callers that calls may be recorded and handled by an AI system.

5. Data Sharing

We share data only with the following categories of service providers, strictly to operate the Service:

Cloud infrastructure: hosting and database services
Payment processing: Stripe, for subscription billing
Telephony: voice call routing and phone number provisioning
AI providers: language model APIs for voice agent responses

We require all service providers to handle data in accordance with appropriate security and confidentiality standards.

6. Data Retention

Account and club data is retained for as long as your account is active
Call recordings and transcripts are retained for 12 months from the date of the call, unless you delete them earlier
After account termination, we retain data for up to 30 days to allow for data export requests, after which it is deleted
Billing records may be retained longer as required by applicable tax and accounting laws

7. Data Security

We implement industry-standard security measures to protect your data, including encryption in transit (TLS) and at rest, access controls, and regular security reviews. However, no method of transmission or storage is completely secure, and we cannot guarantee absolute security.

8. Your Rights

Depending on your jurisdiction, you may have the right to:

Access the personal data we hold about you
Request correction of inaccurate data
Request deletion of your data
Export your data in a portable format
Object to or restrict certain processing

To exercise these rights, contact us at hello@courtos.com.

9. Cookies

We use essential cookies to maintain your login session and preferences. We do not use third-party advertising or tracking cookies.

10. Changes to This Policy

We may update this Privacy Policy from time to time. Material changes will be communicated via email or through the Service. The "Last updated" date at the top reflects the most recent revision.

11. Contact

For privacy-related questions or requests, contact us at hello@courtos.com.