Translation for convenience; the Dutch version prevails. Nederlandse versie

Privacy statement

Effective from 27 October 2026 · last updated on 1 November 2026

This statement explains in plain language which personal data we process, why, for how long, and what rights you have. It follows the General Data Protection Regulation (GDPR) and the Belgian privacy act.

1. Who are we and who is responsible?

Gwen Rijkx, trading as Health and Beauty (sole proprietorship), J. Vanzeerstraat 70, 3290 Diest, company number 0561.942.477, also trading as AllTennisDrills ("we"). Send privacy questions to coachplaybook.info@gmail.com.

• We are the controller for our own data: accounts of clubs and coaches (users of the coaching app), invoicing, demo requests and contact messages, and the cookies on our websites.
• The club is the controller for the data of players and members that a club enters in the coaching app or that players leave via a club's registration or booking page. For that data we are the processor: we only process it on behalf of the club, in accordance with the data processing agreement.

2. What data do we process?

Websites, customers and users (we are responsible)

• Demo requests and contact: name, club, email, phone and your message.
• Customer and invoicing data: name and contact details of the contact person, name of the organisation, invoicing details.
• Accounts of clubs and coaches: name, username, email address and password (stored only as a hash, never readable).
• Technical data: IP address and server logs.

In the coaching app (the club is responsible, we are the processor)

• Players: first name, last name, year or date of birth, email, phone, level, whether the player is an adult, availability, preferred coach, who the player would like to share lessons with, desired number of lessons per week and lesson preferences.
• Parents or guardians of minor players: name, phone and email of up to two parents.
• Registrations: the same kind of data as above, plus comments, answers to the registration questions and the time at which consent was given.
• Lessons and attendance: which group and lesson a player is in, absences, cancelled lessons and make-up lessons.
• Online bookings: name, email and phone of the person booking a lesson with a coach.
• Player login (optional): username, PIN (stored as a hash) and time of the last login.
• Coaches: name, username, email, hourly rates, sports, permissions, and optionally photo, bio and nickname.

We do not ask for sensitive data (such as medical information). Please do not enter it in comments either.

3. Why, and on what basis?

Data for which we are responsible:

• Answering your request or question – legal basis: steps prior to entering into a contract and our legitimate interest in replying.
• Accounts and signing in, including password recovery – legal basis: performance of the contract.
• Invoicing and accounting – legal basis: legal obligation.
• Security and preventing abuse (server logs, backups) – legal basis: legitimate interest.
• Where we ask for consent, you can always withdraw it.

Data in the coaching app (controller: the club): the club uses it to organise lessons, registrations, groups, scheduling, attendance, make-up lessons and bookings, and to communicate with players or their parents. The club determines the legal basis (usually the contract with the member, legitimate interest or consent). We only process this data to make the app work for the club, never for our own purposes.

In the app, players' contact details are only visible to their own coach and the head coach.

4. Cookies

We use a strictly necessary session cookie to keep you signed in, and a functional language cookie (atd_lang) only if you choose a language yourself: it stores only ‘nl’ or ‘en’, is valid for 1 year, is not used for tracking and is not shared. No analytics or advertising cookies and no third-party tracking. Fonts are loaded from our own server.

5. Who processes data for us?

• Hetzner Online GmbH (Gunzenhausen, Germany) – hosting of the server and the backups, in the EU.
• Sendinblue SAS / Brevo (Paris, France) – sending emails from the app (e.g. confirmations and password recovery).

Agreements in line with the GDPR apply with these parties. We do not sell data and do not transfer it outside the European Economic Area.

6. How long do we keep data?

• Player data in the coaching app (profiles, registrations, attendance), on behalf of the club: as long as the player is a member or takes lessons, and at the latest 2 years after the last lesson or registration; after that it is deleted.
• Court bookings (online or via the club): name, email address and phone number of the person booking a court, visible only to that club to manage the booking. They are deleted 2 years after the date of the booking.
• Invoices and accounting: 7 years (legal obligation).
• Deleting an account or club: a coach account is deleted immediately on request (personal documents included). If the sole head coach requests deletion of the club, a 30-day cooling-off period applies; after that, the club's players, registrations, groups, documents and all coach accounts are deleted. Lessons given and amounts are kept anonymously for accounting purposes (7 years). See Delete account.
• Demo requests and contact: 12 months after the last contact.
• Backups: automatically overwritten after 14 days.

7. Security

Encrypted connection (HTTPS), hashed passwords, access separated per club and per coach, daily backups and restricted access to the server.

8. Your rights

You have the right to:

• access your data;
• have incorrect data rectified;
• have your data erased;
• object to processing based on legitimate interest;
• have processing restricted and take your data with you (portability).

Does your question concern your data as a player or member in the coaching app? Then first contact your club: the club is responsible. You can also email coachplaybook.info@gmail.com; we will pass your request on to the club and help the club with it. For data for which we ourselves are responsible, send your request to coachplaybook.info@gmail.com. We reply within one month. You can also have your account and data deleted via Delete account (in the app via Profile). If you are not satisfied, you can lodge a complaint with the Data Protection Authority (Gegevensbeschermingsautoriteit), Drukpersstraat 35, 1000 Brussels, www.gegevensbeschermingsautoriteit.be.

9. Changes

We may amend this statement. The date at the top shows which version applies.