Privacy Policy

Northwood Racquet & Fitness LLC ("Club," "we," "us," or "our") is committed to protecting the privacy of all members, guests, and website visitors. This Privacy Policy explains how we collect, use, disclose, and safeguard your personal information when you visit www.northwoodrfc.com or engage with our facilities, programs, and services. By accessing our website or using our services, you consent to the practices described herein.

INFORMATION WE COLLECT
We collect personal information you provide directly and data generated through your use of our website and services, including:

Contact details: full name, email address, phone number, and mailing address
Account credentials for Club membership and court reservation systems
Payment information: credit/debit card details stored securely on file, and cash deposit records
Reservation and booking data: court type, player count, session dates and times
Waiver and consent records: signed waivers, parental consent, and associated timestamps
Emergency contact information
Date of birth for age verification and minor participant records
Usage data: IP address, browser type, pages visited, and session duration via cookies and analytics tools
Marketing preferences when you opt in to communications
Media content: photographs, videos, and recordings taken on Club premises

HOW WE USE YOUR INFORMATION

We use collected information to:

Create and manage member accounts and court reservations
Process payments, damage deposits, and issue refunds
Enforce our Waiver Agreement, including verifying waiver status for all reservation players
Charge cards on file for verified property damage, equipment loss, or unpaid fees
Communicate about reservations, program updates, and Club policies
Send promotional emails and newsletters to opted-in members
Publish photographs, videos, and media on social platforms and marketing materials under the Media Release in our Waiver Agreement
Respond to inquiries and provide customer support
Comply with legal obligations and enforce our agreements
Analyze site traffic via Google Analytics and similar tools
Run advertising campaigns via the Meta Pixel (Facebook/Instagram Ads)

PAYMENT SECURITY & CARD AUTHORIZATION

As a condition of court access, all reservation players must maintain either a valid credit or debit card on file with the Club, or pay a $250.00 refundable cash deposit before the reservation begins. By providing a card, you authorize the Club to charge it for any verified property damage, equipment damage, unpaid fees, or other charges attributable to your reservation. An itemized statement will be provided within 5 business days of any charge. The cash deposit is returned in full after your session if no charges are assessed. Any player who fails to satisfy this requirement will be denied court access without exception or refund. Card data is stored exclusively through PCI-compliant third-party payment processors. We do not store raw card numbers on our servers. You may withdraw card authorization at any time in writing, subject to the cash deposit requirement.

COOKIES & TRACKING TECHNOLOGIES

We use cookies and similar tracking technologies including essential cookies required for site functionality, Google Analytics cookies to understand visitor behavior, and Meta Pixel cookies for Facebook and Instagram advertising. You may manage or disable cookies through your browser settings at any time. Disabling certain cookies may limit website functionality.

MEDIA, PHOTOGRAPHY & SOCIAL MEDIA

By signing our Waiver Agreement, all members and guests grant Northwood Racquet & Fitness LLC a perpetual, irrevocable, royalty-free license to photograph, film, and record their image, likeness, and voice on Club premises, and to use such content for promotional and marketing purposes across all media — including Instagram, Facebook, TikTok, YouTube, and our website — without compensation or further consent. If you do not wish to be photographed during your visit, please notify Club staff upon arrival.

SHARING YOUR INFORMATION

We do not sell your personal information. We may share your information with payment processors, email marketing platforms, analytics and advertising providers (Google Analytics, Meta Pixel), court reservation software providers, and legal counsel or law enforcement when required by applicable law. All third-party providers are contractually required to handle your data securely.

CHILDREN'S PRIVACY

We offer programs for children under 13. We do not knowingly collect personal information from children online without verifiable parental or guardian consent. All registration, account creation, and waiver execution for participants under 18 must be completed by a parent or legal guardian. If you believe your child has provided us personal information without your consent, contact us immediately at frontdesk@northwoodrfc.com and we will promptly remove it.

YOUR RIGHTS & CHOICES

You may at any time: access, correct, or delete your personal information; opt out of email marketing via the unsubscribe link in any communication; withdraw stored card authorization in writing (subject to the cash deposit requirement); disable cookies via browser settings; or request a copy of data we hold about you. To exercise any of these rights, contact frontdesk@northwoodrfc.com. We will respond within 30 days.

DATA SECURITY

We implement reasonable administrative, technical, and physical security measures to protect your personal information. Payment card data is handled exclusively through PCI-compliant third-party processors. No method of transmission or storage is 100% secure.

U.S. PRIVACY COMPLIANCE

We operate as a Pennsylvania-based business and follow applicable U.S. federal and state privacy laws. Where relevant, we apply California Consumer Privacy Act (CCPA) best practices, including the right to know, delete, and opt out of sale of personal information. Electronic consent and stored payment authorizations are governed by Pennsylvania's Electronic Transactions Act (73 Pa. Stat. Ann. § 2260.101 et seq.) and the federal ESIGN Act (15 U.S.C. § 7001 et seq.).

REFUND POLICY

No refunds will be issued for cancellations made within 72 hours of any reservation, class, or event. Damage deposits are subject to deduction for any verified property damage, equipment loss, or unpaid charges.

GOVERNING LAW

This Privacy Policy is governed by the laws of the Commonwealth of Pennsylvania. Any dispute arising from this Policy is subject to the binding arbitration clause and class action waiver in our Waiver Agreement. Jurisdiction is Northampton County, Pennsylvania.

UPDATES TO THIS POLICY

We may update this Privacy Policy from time to time. Continued use of our website or facilities after any update constitutes acceptance of the revised policy.

JUNIOR PRE SUMMER CAMP SESSION IS OPEN TO REGISTER

SUMMER CAMP IS OPEN TO REGISTER

NORTHWOOD

Privacy Policy