Privacy Policy

Tokyo Tennis Club ("TTC", "we", "us", or "our") respects your privacy and handles personal information in accordance with the Act on the Protection of Personal Information of Japan ("APPI") and other applicable laws. This Privacy Policy explains how we collect, use, disclose, protect and retain personal information in connection with our website, community channels, registrations and Events.

The entity responsible for handling personal information is:

Operator: Tokyo Tennis Club

Address: 3-14-11 Minami-Aoyama, Minato-ku, Tokyo, Japan 107-0062

Contact: Please use the contact method provided on the relevant Event page or booking page.

3.1 Information you provide directly

Depending on how you interact with TTC, we may collect:

Identity and contact information, such as name, email address, telephone number and account/display name.

Event registration information, such as selected Event, attendance status, playing experience, self-reported tennis level, residency or other eligibility information requested for a particular facility or Event.

Payment and transaction information, such as payment status, amount, transaction reference and refund history. Full card details are generally processed by the payment provider and are not intended to be stored by TTC unless expressly stated.

Communications with TTC, including inquiries, feedback, complaints and messages relating to Events.

Photos, video and audio captured at Events where recording is notified and lawfully conducted.

Emergency or safety-related information voluntarily provided by you or reasonably necessary in an emergency.

Any other information you choose to provide to TTC.

3.2 Information collected automatically or through third parties

When you use our Site or connected services, we may receive device, browser, IP address, access log, cookie or similar technical information. We may also receive information from platforms or service providers you use to interact with TTC, such as community, registration or payment platforms, in accordance with your settings and those providers' policies.

We use personal information only within purposes notified, published or otherwise permitted by applicable law, including to:

process Event registrations, payments, refunds and attendance;

confirm eligibility, manage capacity, group participants and administer Events;

provide court, schedule, access and safety information to confirmed participants;

communicate about bookings, changes, cancellations and other service matters;

respond to inquiries, complaints and requests;

maintain community safety, enforce rules, prevent misuse, fraud or unauthorized access, and protect TTC's relationships with facilities;

use Event photos or recordings for the purposes disclosed at the time of recording, including participant-only review or promotional use where lawfully permitted;

operate, secure, troubleshoot and improve the Site and services;

send marketing or event announcements where you have requested or consented to them, or where otherwise permitted by law; and

comply with legal obligations and establish, exercise or defend legal claims.

Where we obtain personal information directly from you through an online form, booking flow or other electronic record, we will make the relevant purpose of use available before collection as required by applicable law.

TTC may record Events for purposes such as match review, participant improvement, participant-only sharing, community communication or promotion. The intended use will be described in the Event notice, registration flow or other communication. Where consent is required by law or TTC's stated practice, TTC will obtain consent before using the recording for that purpose.

If a participant-only recording is shared through a private link or group, recipients must not redistribute it in violation of another person's rights. TTC may set a deletion or expiration period for such recordings and will communicate that period where practicable.

Payments may be processed by third-party payment providers such as Stripe, PayPal or another provider displayed at checkout. Those providers may collect payment card, billing and authentication information directly. TTC may receive transaction details necessary to confirm payment, prevent fraud, issue refunds and maintain accounting records. The provider's own privacy policy applies to information it collects as an independent provider.

The Site may use cookies or similar technologies necessary for functionality and security. If analytics, advertising or other non-essential technologies are used, TTC will provide any notice or choice required by applicable law and will describe the relevant use in a cookie notice or on the Site.

We do not sell personal information. We may entrust the handling of personal information to service providers where reasonably necessary to operate TTC, such as website hosting, cloud storage, email, registration, community management, payment processing, accounting or customer support providers. We select and supervise contractors as required by applicable law.

We may provide information to courts, regulators, law enforcement or other authorities where required by law, and may disclose information where permitted by law to protect life, physical safety, property or other important rights.

If TTC provides personal data to a third party in a foreign country in a manner governed by APPI, TTC will obtain consent or take another measure permitted by law and provide information required by law, as applicable.

Some venues may require limited participant information for booking, access control, residency verification, insurance administration or facility compliance. TTC will provide only information reasonably necessary for the stated purpose and in accordance with applicable law. The venue may separately process information under its own policies where it acts independently.

TTC retains personal information only for as long as reasonably necessary for the purposes described above, to comply with legal, tax and accounting obligations, to resolve disputes and to enforce agreements. Retention periods may differ by data category. When information is no longer required, TTC will delete or anonymize it as appropriate, subject to legal retention requirements and reasonable backup cycles.

TTC takes reasonable and appropriate organizational, personnel, physical and technical measures to prevent unauthorized access, leakage, loss, destruction or alteration of personal data. Access is limited to persons who reasonably need the information for TTC operations or legal compliance.

If a personal data breach occurs or is suspected, TTC will investigate and will notify the Personal Information Protection Commission and affected individuals when required by applicable law.

Subject to the APPI and other applicable law, you may have rights to request notification of purpose of use, disclosure of retained personal data or records of certain third-party provision, correction/addition/deletion of inaccurate data, and suspension of use, erasure or suspension of third-party provision in circumstances prescribed by law.

To make a privacy request, please use the contact method provided on the relevant Event page or booking page. TTC may request information reasonably necessary to verify your identity or authority before responding.

Where required, TTC will send promotional email only with prior consent or another lawful basis. You may unsubscribe from marketing communications using the unsubscribe method provided or by contacting TTC. Service communications concerning an existing booking, payment, safety issue or material operational change may still be sent as necessary.

Unless a particular Event expressly permits otherwise, TTC services are intended for adults. If TTC offers an Event to minors, TTC may require consent or information from a parent or legal guardian and will handle such information in accordance with applicable law.

TTC may update this Privacy Policy to reflect changes in services, technology or law. Material changes will be communicated in an appropriate manner.