Privacy Policy

This Privacy Policy explains how Volii (the "App," "we," "us," or "our") collects, uses, shares and retains your information. "The App" means this website, the Volii web app your club signs in to, and the Volii mobile app. By using the App, you agree to the practices described in this policy. If you do not agree, do not use the App.

Questions, access requests and deletion requests all go to support@volii.io, which reaches the person accountable for privacy at Volii.

1. Information We Collect

We collect the following information when you use the App:

• Account information: the email address, password, and name you provide to sign in
• Game and club data: scores, participants, dates, sessions, and other details you log
• Cost-splitting references: contact information (such as an email address for e-transfers) you or another user provide to help split costs, such as court rental fees, outside the App
• Subscription information: if your club subscribes, which plan it is on, its billing email, and the billing history held by our payment processor
• Usage and error data: which pages and features are used, and technical details of errors, collected through the analytics and error-reporting services listed in section 5
• Notification and device information: if you use the mobile app and allow notifications, we store the notification token your phone's operating system issues for it, the device name your phone reports (for example "Pixel 9"), and the app's version. That token is what lets a notification reach that phone, and nothing else: it identifies the installation rather than you, and it changes when the app is reinstalled.

We do not collect location data, we do not use an advertising identifier, and we never see or store your full card number. Card details go directly to Stripe, which is certified to handle them. Any cost-splitting reference (e.g., an e-transfer email) is stored only as a note for your own convenience; no payment between players happens through the App.

2. How We Use Your Information

We use the information we collect to:

• Create and maintain your account and your club
• Let you log, view, and track games, sessions and cost-splitting references
• Take payment for a subscription, issue receipts and invoices, and handle billing problems
• Send you account and billing notices, such as email verification, payment failures and renewal reminders
• Send product updates and marketing email, only if you have opted in to those
• Send the notifications you have switched on, to the phones you are signed in on
• Maintain the security and integrity of the App
• Understand which features are used, so the App can be improved

We do not sell your personal information, and we do not use it for targeted advertising.

3. Email You Receive, and How to Stop It

Email from Volii falls into three kinds, and you have different control over each:

• Account and billing notices (email verification, password resets, payment failures, cancellation confirmations). These are part of running your account and cannot be switched off while you have one.
• Product email about your club (trial reminders, prompts when your club is empty, win-back notes after a subscription ends). These are on by default and you can turn them off at any time.
• Marketing email (product news and updates). These are only ever sent if you opted in, with a separate, unticked box at signup or by subscribing on this website.

Every one of these emails except a club invitation carries an unsubscribe link, and that link opens your full notification preferences without asking you to sign in, so mail you switched off by mistake can be switched back on from the same place. You can also manage them while signed in, from your notification settings in the App. Turning email off never expires; turning it back on from an old link may require signing in.

4. Cookies and Similar Technologies

The App and this website set a small number of cookies:

• A session cookie in the App, which is what keeps you signed in. Without it the App cannot work, so it is set whenever you sign in.
• A theme cookie in the App, remembering whether you chose light or dark mode.
• An analytics cookie on this website and in the App, used by PostHog to tell repeat visits apart. This one is optional.

On this website, visitors in the European Economic Area, the United Kingdom and Switzerland are asked before the analytics cookie is set, and nothing analytics-related loads until they accept. Elsewhere it is set by default, and the "Cookie preferences" link in the footer of every page lets you decline or withdraw at any time, which stops the analytics and clears what it stored. We do not use advertising or cross-site tracking cookies anywhere.

5. Who Else Processes Your Information

We do not sell or rent your personal information. We use the following service providers to operate the App, each under an obligation to protect the information we pass to them and to use it only for the purpose below:

We may also share information:

• If required by law, legal process, or to protect the rights, safety, or property of Volii, our users, or others
• In connection with a merger, acquisition, or sale of assets, in which case we will notify you

Note that other members of your club may see information you share through the App's features, for example your name, your results, or a cost-splitting reference attached to a session you played in.

6. How We Store and Protect Your Information

Your information is stored using the third-party hosting and infrastructure providers listed above. Each club's data is separated at the database level, so one club cannot read another's. Passwords are stored hashed, never in readable form. We take reasonable technical and organizational measures to protect your information, but no method of storage or transmission is completely secure, and we cannot guarantee absolute security.

7. How Long We Keep It

• Club data (games, ratings, sessions, profiles) is kept for as long as your club exists, including while it sits on the Free plan after a subscription ends. We keep it so that your club can pick up where it left off if it subscribes again, rather than deleting a history that took seasons to build.
• Billing and tax records are held by Stripe and outlive your club data. Canadian tax law requires us to keep records of what was charged for around seven years, so a customer record and its invoices remain with our payment processor even after a club is deleted.
• Analytics and error data is kept according to the retention settings of the services in section 5, and is not used to build a profile of you outside the App.
• Notification tokens last only as long as the phone is meant to be notified. One is deleted when you sign out of the app on that phone, when you remove the phone from your notification settings, when you delete your account, and when the notification service tells us the app is no longer installed.

If you ask us to delete your account or your club, we delete it as described in section 8, keeping only what law requires.

8. Your Choices and Rights

You can:

• Update or correct your account information at any time within the App
• Change what email you receive, signed in or through the link in any email we send
• Turn notifications on or off per kind, on the web and in the mobile app, under Account → Notifications
• Delete your account yourself, from Account → Delete account in the App, which removes your sign-in, your password and passkeys, your notification settings and every phone registered to you. If you would rather not sign in to do it, ask us at volii.io/delete-account.
• Ask for a copy of the personal information we hold about you, or ask us to delete it, by contacting support@volii.io
• Ask us to delete an entire club, if you are one of its admins

We respond to access and deletion requests within 30 days. This is true whether or not you administer the club you belong to: if you are a member of someone else's club and want your own information removed, write to us directly and we will handle it without going through your club's admin.

Some information may survive a deletion request where the law requires it, in particular the billing and tax records described in section 7.

9. Children's Privacy

The App is not directed at, and is not intended for use by, anyone under 18 years old. We do not knowingly collect personal information from anyone under 18. If we become aware that we have collected such information, we will take steps to delete it.

10. International Users

Volii is operated from Canada, and the service providers listed in section 5 are located in the United States. Your information is therefore stored and processed outside your province or country of residence, in jurisdictions whose data protection laws differ from your own, and may be accessible to courts and law enforcement there.

11. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by email or by a notice inside the App. Continued use of the App after changes take effect constitutes acceptance of the updated policy.

12. Contact Us

Questions about this Privacy Policy, or requests regarding your personal information, can be sent to support@volii.io.