Privacy Policy
How we collect, use, and protect your information
This Privacy Policy ("Policy") describes how Padel Chief (PVT) Ltd, a company registered in the Democratic Socialist Republic of Sri Lanka under Business Registration Number PV 00353364 ("we," "us," "our," "Padel Chief," or the "Company") collects, uses, discloses, and otherwise processes personal information in connection with our website, mobile applications, and related services (collectively, the "Services").
By accessing or using our Services, you acknowledge that you have read, understood, and agree to be bound by this Policy. If you do not agree with this Policy, you must immediately discontinue use of our Services.
1. Information We Collect
1.1 Information You Provide Directly
When you register for an account, participate in tournaments, or otherwise interact with our Services, you may provide the following categories of personal information:
- Account Information: Email address, password (stored in encrypted form), display name, and profile photograph
- Profile Information: Date of birth, gender/sex, hand preference (left/right-handed), court side preference (ad/deuce)
- Contact Information: WhatsApp phone number for tournament communications
- Tournament Data: Participation history, match scores, performance statistics, ratings, and rankings
- Payment Information: Transaction records related to tournament entry fees (payment card details are processed by our payment processor and not stored on our servers)
- Communications: Messages sent through our AI assistant feature, feedback, and support inquiries
- Registration Form Data: Player names, phone numbers, and playing category submitted through tournament registration forms
1.2 Information Collected Automatically
When you access or use our Services, we automatically collect certain information, including:
- Device Information: Device type, operating system, browser type, unique device identifiers
- Usage Information: Pages visited, features used, time spent on the Platform, click patterns, and interaction data
- Log Data: IP addresses, access times, referring URLs, and system activity logs
- Location Data: General geographic location inferred from IP address
- Cookies and Similar Technologies: Session cookies, authentication tokens, and local storage data
1.3 Information from Third Parties
We may receive information about you from tournament organizers who add you to their events, other users who invite you to participate, payment processors, and service providers who assist in operating our Platform. We may also receive publicly available information from social media platforms if you choose to link your accounts.
2. How We Use Your Information
We use the information we collect for the following purposes:
- Service Provision: To create and manage your account, process tournament registrations, calculate rankings and ratings, display leaderboards, and facilitate match scoring
- Payment Processing: To process tournament entry fees, manage refunds, and maintain transaction records
- Event Management: For Official Padel Chief Events, to manage registrations, communicate event details, and coordinate logistics
- Registration Form Processing: To facilitate tournament registrations and provide organisers with participant information for event management and coordination
- Communications: To send tournament notifications, match alerts, system updates, and respond to your inquiries
- Platform Improvement: To analyze usage patterns, identify technical issues, develop new features, and enhance user experience
- Safety and Security: To detect and prevent fraud, abuse, security incidents, and other harmful activities
- Legal Compliance: To comply with applicable laws, regulations, legal processes, and government requests
- Aggregated Analytics: To create anonymized, aggregated statistics about platform usage and tournament trends
3. Disclosure of Information
3.1 Public Information
By using our Services, you acknowledge and agree that certain information will be publicly visible, including but not limited to: your display name, profile photograph, tournament participation, match results, scores, rankings, ratings, and performance statistics. This information is displayed on leaderboards, tournament pages, and player profiles accessible to all users of the Platform and, in some cases, the general public.
Official vs Community Events: For Official Padel Chief Events, we control how your data is displayed and managed. For Community Events organized by third parties, the organizer may have access to your registration information and may manage data display according to their own practices. We are not responsible for how community organizers handle your data.
3.2 Sharing with Third Parties
We may share your information with:
- Tournament Organizers: Contact information and participation data necessary to manage tournaments you join
- Payment Processor (OnePay): Financial transaction data is processed through OnePay, operated by Spemai (PVT) Ltd (PV Number PV 00206829), a company regulated by the Central Bank of Sri Lanka. OnePay's privacy practices are governed by their own privacy policy
- Venue Partners: When you register for a tournament hosted at a partner venue, your registration data (name, phone number, playing category) and publicly available ranking and performance data may be shared with the venue owner or representative for event coordination purposes
- Service Providers: Third-party vendors who assist in operating our Platform (e.g., hosting, authentication, analytics, communication services)
- Other Users: Co-participants, opponents, and organizers within tournaments you join
- Legal Authorities: When required by law, court order, or governmental regulation, or to protect our rights, property, or safety
- Business Transfers: In connection with any merger, acquisition, reorganization, or sale of assets
3.3 Organiser Access to Data
When you submit a registration form for a tournament, the organiser of that specific tournament and Padel Chief can access your submitted information (name, phone number, playing category).
Organisers are required under our Terms of Use to use this data solely for tournament management purposes. Padel Chief is not responsible for any misuse of your data by organisers after it has been shared with them.
Important Notice
We have no control over and assume no responsibility for the privacy practices of community tournament organizers, other users, or third parties. Community organizers are independent third parties and are NOT employees, agents, or representatives of Padel Chief (PVT) Ltd. When you share information with community organizers or participate in community events, you do so at your own risk.
4. Payment Data
Tournament participation may require payment of entry fees. Payments are processed through OnePay, operated by Spemai (PVT) Ltd (PV Number PV 00206829), a company regulated by the Central Bank of Sri Lanka.
- We do not store complete payment card details (card numbers, CVV, etc.) on our servers. All sensitive payment data is handled directly by OnePay
- Padel Chief collects payments on behalf of organisers and disburses funds within seven (7) days after event conclusion
- Transaction records (amounts, dates, tournament associated) are retained for accounting, dispute resolution, and regulatory compliance purposes
- For Official Padel Chief Events, entry fees are collected directly by Padel Chief (PVT) Ltd
- For Community Events, payment handling may be processed through the Platform via OnePay, or handled separately by the organiser outside the Platform
4A. Analytics, Session Recording, and Tracking Technologies
We use the following third-party analytics and tracking services to understand how users interact with our Platform and to improve the user experience:
- ContentSquare: Session recording, heatmaps, and interaction tracking to analyse user behaviour patterns
- Google Analytics: Website traffic analysis, user demographics, and usage statistics
- Meta Pixel (Facebook): Conversion tracking and audience analytics for marketing purposes
- Hotjar: Session recording, heatmaps, and user feedback collection
These services may use cookies, pixels, and similar technologies to collect data. For more information about cookies and how to manage them, please see our Cookie Policy.
You may opt out of tracking by using browser-based tracking prevention tools, cookie management settings, or the opt-out mechanisms provided by each service.
5. Data Security
We implement industry-standard technical and organizational security measures designed to protect your personal information against unauthorized access, alteration, disclosure, or destruction. These measures include encryption, secure socket layer (SSL) technology, access controls, and regular security assessments.
DISCLAIMER: Notwithstanding our security measures, no method of transmission over the Internet or electronic storage is 100% secure. We cannot and do not guarantee the absolute security of your information. You acknowledge that you provide your personal information at your own risk, and we shall not be held liable for any unauthorized access, data breach, or security incident, to the fullest extent permitted by applicable law.
6. Data Retention
We retain your personal information for as long as your account remains active or as necessary to provide you with our Services. We may also retain and use your information as necessary to comply with legal obligations, resolve disputes, enforce our agreements, and for legitimate business purposes.
Tournament records, match results, scores, and statistical data may be retained indefinitely as part of the permanent historical record of the Platform, even after account deletion, to maintain the integrity of leaderboards, rankings, and historical tournament data.
Note: Due to the nature of our ranking and leaderboard systems, certain performance data (including your display name as it appeared during participation) may remain visible in historical records even after you delete your account.
7. Your Rights and Choices
Depending on your location, you may have certain rights regarding your personal information:
- Access: Request a copy of the personal information we hold about you
- Correction: Request correction of inaccurate or incomplete information
- Deletion: Request deletion of your account and associated personal information, subject to our retention requirements
- Data Portability: Request a machine-readable copy of your data
- Withdrawal of Consent: Where processing is based on consent, withdraw that consent at any time
- Objection: Object to processing of your personal information in certain circumstances
To exercise any of these rights, please contact us at hello@padelchief.com. We may require verification of your identity before processing your request.
8. International Data Transfers
Our primary operations are based in Sri Lanka. However, our Services are operated globally, and your information may be transferred to, stored, and processed in countries other than your country of residence, including countries that may not provide the same level of data protection as your home country. By using our Services, you expressly consent to such transfer, storage, and processing of your information in any jurisdiction where we or our service providers operate. We take steps designed to ensure that your information receives an adequate level of protection in the jurisdictions in which we process it.
9. Children's Privacy
Our Services are not intended for children under the age of 16 (or such higher age as may be required by applicable law). We do not knowingly collect personal information from children. If you are a parent or guardian and believe that your child has provided us with personal information without your consent, please contact us immediately at hello@padelchief.com. If we become aware that we have collected personal information from a child without parental consent, we will take steps to delete such information promptly.
10. Third-Party Links and Services
Our Services may contain links to third-party websites, applications, or services that are not operated by us. This Privacy Policy does not apply to third-party services, and we are not responsible for their privacy practices. We strongly encourage you to review the privacy policies of any third-party services you access through our Platform.We have no control over and assume no responsibility for the content, privacy policies, or practices of any third-party sites or services.
11. Changes to This Policy
We reserve the right to modify this Privacy Policy at any time, at our sole discretion. Any changes will be effective immediately upon posting the updated Policy on our Platform with a new "Last Updated" date. Your continued use of our Services following the posting of changes constitutes your acceptance of such changes. We encourage you to review this Policy periodically to stay informed about our privacy practices. We may, but are not obligated to, notify you of material changes through the Platform or by other means.
12. Contact Us
Padel Chief (PVT) Ltd
Business Registration No. PV 00353364
Registered in the Democratic Socialist Republic of Sri Lanka
Email: hello@padelchief.com
For privacy-related inquiries, please email hello@padelchief.com with "Privacy Inquiry" in the subject line. Please note that while we will make reasonable efforts to respond to legitimate inquiries, we reserve the right to decline requests that are unreasonably repetitive, require disproportionate technical effort, jeopardize the privacy of others, or are impractical.