Privacy Policy

1. Introduction

Welcome to Maidan Reserve.

Maidan Reserve ("Maidan Reserve," "we," "us," or "our") is an AI-powered racket sports club management platform.

We are committed to protecting the privacy, confidentiality, and security of personal information entrusted to us.

This Privacy Policy explains how we collect, use, store, process, share, and protect information when individuals and businesses access our website, use our platform, interact with our services, or communicate with us.

Our platform is designed to support racket sports clubs, including padel, tennis, pickleball, badminton, squash, and other sports facilities, by providing digital tools for bookings, memberships, payments, player management, coaching, events, reporting, and AI-powered operations.

By accessing or using our services, you acknowledge that you have been provided with this Privacy Policy. Where consent is required by applicable law, we will request it separately.

2. Scope of This Privacy Policy

This Privacy Policy applies to:

Visitors accessing our website at https://maidanreserve.online.
Club owners and administrators using Maidan Reserve.
Club managers, receptionists, coaches, and authorized staff.
Players creating accounts or using club booking services.
Individuals submitting contact forms, business inquiries, or demo requests.
Individuals communicating with Maidan Reserve through our supported channels.
Users interacting with AI-powered features and analytics tools.

This policy covers personal information processed through our websites, applications, dashboards, booking interfaces, and related services.

Third-party websites and applications linked to our services are governed by their own privacy policies.

3. Information We Collect

The information we collect depends on how you interact with Maidan Reserve.

3.1 Personal Information

We may collect information you provide directly, including:

Full name.
Email address.
Telephone number.
Account username or identifier.
Club affiliation.
Account preferences.
Profile information.
Communications and support requests.

Certain information is necessary to create accounts, manage bookings, provide support, or deliver requested services.

3.2 Club and Business Information

When a club registers or uses our services, we may collect:

Club or business name.
Business address and location.
Contact information.
Authorized representative details.
Sports and facilities offered.
Court information and availability.
Operating schedules.
Membership and booking policies.
Staff and coach details.
Payment and operational records.

This information supports club administration and the operation of the platform.

3.3 Booking and Player Information

When players or authorized club personnel manage reservations, we may process:

Booking dates and times.
Court or facility selections.
Booking status and history.
Membership information.
Coaching session registrations.
Event registrations.
Check-in and attendance records.
Cancellation and rescheduling information.
Transaction and payment status.
Player preferences and booking activity.

Club staff may also add operational notes relevant to customer service and club management.

3.4 Payment and Transaction Information

When payment-related functionality is used, we may process information such as:

Transaction identifiers.
Payment amounts and currencies.
Payment dates.
Payment methods.
Payment status.
Refund status.
Invoices and transaction history.

Where payments are processed through third-party payment providers, those providers may independently collect and process the information needed to complete transactions under their own terms and privacy policies.

We do not need to receive complete payment card details to maintain booking and payment records.

3.5 Website and Technical Information

When you access our website or platform, certain technical information may be collected automatically, including:

Internet Protocol (IP) address.
Browser type and version.
Device type.
Operating system.
Pages visited.
Date and time of access.
Referral information.
Session information.
Application errors and security-related events.

This information helps us maintain platform security, diagnose technical problems, improve performance, and understand service usage.

3.6 Contact Form and Communications Information

When you contact us or submit a form, we may collect:

Name.
Email address.
Business or club name.
Telephone number, if requested.
Subject of inquiry.
Message content.
Submission date and time.

We use this information to review inquiries, respond to requests, communicate with potential customers, and maintain relevant business records.

3.7 AI Interaction Information

When AI-powered features are used, we may process:

Questions and prompts submitted by users.
Relevant booking, membership, court, and operational information.
AI-generated responses.
User confirmations and requested actions.
Relevant interaction and security logs.

AI processing is used to provide contextual assistance, analyze club activity, and deliver operational insights.

We aim to limit the information provided to AI services to what is reasonably necessary for the requested functionality.

Users should avoid entering sensitive personal information into AI interfaces unless it is necessary and explicitly supported by the service.

4. How We Collect Information

We collect information through several methods.

Information provided directly: Data entered during registration, bookings, profile updates, forms, support requests, and account management.

Information provided by clubs: Authorized club staff may enter or import player, membership, booking, or operational information into their club workspace.

Automatically collected information: Technical information may be collected when visitors or registered users interact with our website or platform.

Service providers and integrations: Where enabled, information may be received from payment processors, authentication providers, or other services connected to the platform.

We process information received from third parties only for legitimate service purposes and in accordance with applicable requirements.

5. How We Use Your Information

We use personal information to:

5.1 Provide Our Services

Create and maintain accounts.
Manage club registrations and settings.
Enable court bookings and reservations.
Process cancellations and rescheduling.
Manage memberships and player records.
Coordinate coaches, lessons, and events.
Record payments and transactions.
Provide dashboards, reports, and analytics.

5.2 Communicate With Users

Respond to inquiries.
Provide account-related information.
Send booking confirmations.
Deliver service notifications.
Communicate important account changes.
Provide customer support.
Send operational reminders where configured.

5.3 Support AI-Powered Features

Assist users with searching for available courts.
Respond to booking-related questions.
Provide club performance analysis.
Identify operational trends.
Generate business recommendations.
Improve the reliability and safety of AI-assisted workflows.

5.4 Improve Our Services

Identify technical issues.
Evaluate website and application performance.
Improve usability.
Monitor feature performance.
Prevent abuse and unauthorized access.
Maintain platform reliability.

5.5 Meet Legal and Security Obligations

Maintain appropriate business and transaction records.
Detect fraud and suspicious activity.
Enforce platform rules.
Respond to lawful requests.
Protect users, clubs, and the platform.

5.6 Marketing Communications

Where permitted by applicable law, we may use contact information to communicate about our products, services, and relevant updates.

Where consent is legally required, we will obtain it.

Users may opt out of optional marketing communications at any time.

Essential transactional, security, and account-related communications may continue where necessary to provide the service.

6. Legal Basis for Processing

Where applicable data protection laws require a legal basis, we process personal information on one or more of the following grounds:

Performance of a contract: Processing necessary to deliver services requested by users or club customers.

Legitimate interests: Processing necessary for security, service improvement, fraud prevention, operational administration, and appropriate business communications, subject to applicable legal safeguards.

Legal obligations: Processing required to comply with laws, regulations, tax requirements, and lawful requests.

Consent: Processing based on consent where required, including certain optional marketing activities or non-essential tracking technologies.

Where processing relies on consent, individuals may withdraw that consent, subject to applicable law.

We do not sell personal information to data brokers or advertisers.

We may share relevant information with the following categories of recipients where necessary.

7.1 Participating Sports Clubs

When a player interacts with a club through Maidan Reserve, the relevant club may access information necessary to manage reservations, memberships, payments, lessons, events, and customer relationships.

Clubs are responsible for managing access to their own workspace and using personal information appropriately.

7.2 Technology and Hosting Providers

We may use third-party providers for:

Website and application hosting.
Cloud infrastructure.
Database and file storage.
Authentication.
System monitoring.
Security services.
Email delivery.
Technical support.

These providers may process information on our behalf for the services they deliver.

7.3 Payment Service Providers

Where payment services are available, relevant transaction information may be shared with payment providers to process payments, refunds, or related financial activities.

7.4 AI Service Providers

Where AI-powered functionality relies on external AI technology providers, relevant prompts and contextual information may be processed by those providers to generate the requested results.

We seek to use appropriate contractual, organizational, and technical safeguards when handling personal information through third-party services.

7.5 Legal and Regulatory Requirements

We may disclose information where reasonably necessary to:

Comply with applicable laws.
Respond to valid legal requests.
Protect legal rights.
Investigate fraud or security incidents.
Enforce applicable agreements.

7.6 Corporate Transactions

If Maidan Reserve is involved in a merger, acquisition, restructuring, financing, or transfer of business assets, relevant information may be transferred as part of that transaction, subject to applicable legal protections.

8. Club Data and Responsibilities

Maidan Reserve provides software that enables independent sports clubs to manage their operations.

Each participating club maintains its own operational workspace, including its courts, members, players, staff, bookings, payments, and business records.

For information that a club independently collects and determines how to use, the club may act as the data controller or equivalent responsible business, while Maidan Reserve may act as a service provider or data processor.

Maidan Reserve may separately be responsible for personal information used to operate platform accounts, manage website inquiries, maintain security, and administer its own services.

Clubs are responsible for ensuring that information they upload or manage through Maidan Reserve has been collected and processed lawfully.

Requests relating specifically to a club's independently managed customer records may need to be handled by the relevant club.

9. Cookies and Similar Technologies

Our website and platform may use cookies, browser storage, and similar technologies to support:

Authentication and account sessions.
Security.
User preferences.
Website functionality.
Performance monitoring.
Analytics, where enabled.

Some technologies are necessary for the website or application to function properly.

Non-essential analytics or marketing technologies will be subject to applicable consent requirements.

Users can manage certain cookies through their browser settings. Disabling necessary cookies may affect website or platform functionality.

Where legally required, additional information and choices will be provided through the website's cookie controls.

10. Data Security

We take the protection of information seriously and implement security measures appropriate to the nature of the information and associated risks.

These measures may include:

Encrypted communications.
Authentication and access controls.
Role-based permissions.
Tenant-level data separation.
Restricted administrative access.
System monitoring.
Security updates.
Backup and recovery procedures.
Measures designed to detect unauthorized activity.

Access to personal information is limited to authorized individuals and service providers who need it for legitimate operational purposes.

Despite these precautions, no internet-based service or electronic storage system can guarantee absolute security.

Users are responsible for maintaining the confidentiality of their account credentials and reporting suspected unauthorized access.

11. Data Retention

We retain personal information only for as long as reasonably necessary to provide our services, meet legitimate business needs, resolve disputes, maintain security, and comply with applicable legal obligations.

Retention periods vary depending on the type of information and its purpose.

Our retention approach includes:

Contact inquiries: Retained for up to 12 months after the last relevant communication, unless a longer period is required for legitimate business purposes or legal obligations.
Account information: Retained while an account remains active and for up to 30 days following account closure, unless a longer retention period is required by law, necessary to resolve disputes, or applicable to specific records.
Booking records: Retained for up to 24 months after the relevant booking or transaction, subject to participating clubs' applicable retention requirements and legal obligations.
Financial transaction records: Accounting, invoice, and tax-related records are retained for up to 6 years after the applicable tax period, or longer where required by law, an audit, or ongoing legal proceedings.
AI interaction records: Retained for up to 30 days after the interaction, where stored, unless a longer period is reasonably necessary for security investigations or legal obligations. Booking actions completed through AI may be recorded separately under the applicable booking retention period.
Technical and security logs: Retained for up to 90 days, unless a longer period is necessary for security investigations, fraud prevention, dispute resolution, or legal compliance.

When information is no longer required, we take reasonable steps to delete, anonymize, or otherwise securely dispose of it, subject to applicable requirements and technical limitations.

Backup copies may remain temporarily until overwritten under established retention processes.

12. International Data Processing

Maidan Reserve may use technology providers and infrastructure located in countries other than the country where a user resides.

As a result, information may be stored or processed internationally.

Where required, we take appropriate steps to protect personal information transferred across borders, including contractual safeguards or other mechanisms recognized by applicable law.

The protections and legal requirements in different countries may vary.

For details about the location of data processing relevant to your account, contact us using the information provided below.

13. Your Privacy Rights

Depending on your location and applicable law, you may have rights to:

Request access to personal information.
Request correction of inaccurate information.
Request deletion of eligible information.
Object to certain processing activities.
Request restrictions on certain processing.
Request a portable copy of eligible information.
Withdraw consent where processing depends on consent.
Opt out of optional marketing communications.
Submit a complaint to a competent data protection authority where applicable.

These rights may be subject to legal conditions, identity verification, and applicable exceptions.

To submit a privacy-related request, contact:

hello@maidanreserve.online

We will review requests and respond within the timeframes required by applicable law.

Where a request concerns information controlled by an independent club, we may direct the individual to that club or assist the club in handling the request.

14. Children's Privacy

Maidan Reserve is designed primarily for sports clubs, adult account holders, and authorized club personnel.

Some participating clubs may offer junior lessons, youth events, or activities involving minors.

Where personal information relating to minors is processed, the responsible club or account holder must obtain any consent or authorization required by applicable law.

Children who are not legally able to consent to the relevant services must use them through an authorized parent, guardian, or other legally permitted arrangement.

We do not knowingly seek to collect children's personal information for unrelated marketing purposes.

If you believe a child's personal information has been collected or processed improperly, contact us.

15. AI-Powered Features and Automated Processing

Maidan Reserve may provide AI-assisted features, including conversational booking assistance, business analysis, and operational recommendations.

These features may use information already available within the relevant club workspace to generate responses and insights.

AI-generated information is intended to assist users and club operators.

It may occasionally be inaccurate, incomplete, or unsuitable for a particular situation.

Important operational or financial decisions should be reviewed by an authorized person.

Where required by law, we will provide additional information about automated processing that has legal or similarly significant effects on individuals.

16. Third-Party Websites and Services

Our website and platform may contain links to external websites, payment services, communication providers, or other third-party applications.

We do not control the independent privacy practices of those services.

Users should review the relevant privacy policies before sharing information with third parties.

17. Business Transfers and Changes in Ownership

If the ownership or operation of Maidan Reserve changes, relevant personal information may be transferred as part of the transaction.

Any such transfer will be subject to applicable legal requirements and appropriate confidentiality and security protections.

Where required, affected individuals will be notified.

18. Changes to This Privacy Policy

We may update this Privacy Policy to reflect changes in our services, business operations, technology, or applicable legal requirements.

The most current version will be published on this page with an updated revision date.

Where changes materially affect how personal information is processed, we will provide additional notice when required by law.

We encourage users to review this policy periodically.

19. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or the handling of personal information, please contact:

Maidan Reserve
Website: https://maidanreserve.online
Email: hello@maidanreserve.online

We are committed to addressing privacy concerns responsibly and transparently.