Privacy Policy

Last updated September 29, 2026

This policy explains what Carolina Tennis Camp, LLC (“we”) collects through this website, why we collect it, and what we do with it. We trade as Carolina Tennis School.

Accounts are for parents and guardians

Accounts on this site are for parents and legal guardians aged 18 or older. When you register a camper you confirm that you are their parent or legal guardian and at least 18.

What we collect

Your account

Your name, email address, phone number (so camp staff can reach you while your camper is at camp) and password, and — if you give one — a secondary contact (their name, relationship to your camper, email and phone). Passwords are stored only as a one-way hash: nobody at the camp can read yours.

When you register a camper

• About your camper: first and last name, a preferred name if you give one, date of birth (to check the age range) and sex (for rooming on overnight weeks), and — optionally — a UTR profile link and a short tennis history. Also your relationship to the camper.
• Your home address, asked for once, on your first registration.
• For each week: the week and whether it’s day or overnight camp, the price, and any requested roommate, doubles partner, questions or comments you add.
• Your agreement: that you confirmed you are the camper’s parent or legal guardian and 18 or older, and accepted our Terms — with the date and time, the version of the Terms, and the internet (IP) address the registration came from.

Please don’t type medical details into the tennis history or comments boxes: they go on the medical form (below).

Camp forms you upload

The medical, insurance and camp release forms (from our Forms page) you upload for your camper. These include your camper’s health and insurance information. We keep the file you upload, its name, type and size, which account uploaded it and when. Each file is encrypted before it is stored. Only you and camp staff can open it, and each time someone opens or changes one, the site records which account did so, when and from which IP address.

When you pay

Payments run through Stripe’s checkout page. Your card or bank account details are entered on Stripe’s systems and never reach ours. We keep the amount, the date, whether it went through, and Stripe’s reference for it. Stripe receives your name, email address and phone number, and a payment description with your camper’s name and week.

Changes, cancellations and refund requests

When you change weeks, cancel or ask for a refund, we keep what you tell us (such as the reason for a refund request) and a history of each change to the registration: what changed, when, and which account or staff member made it. Camp staff use it to review refund requests.

When you contact us

The contact form sends your name, email address, your camper’s name and a subject if you give them, and your message to the camp’s email inbox. The website itself doesn’t keep a copy.

When you use the site

The site stores your IP address and browser details with your visit’s session. It also uses your IP address to limit repeated attempts at signing in and sending forms, and logs it with changes to registrations and refund requests, and with each camp form uploaded, opened or removed. The site sets a session cookie that keeps you signed in and a security cookie that protects its forms — plus, if you tick “Remember me” when signing in, a cookie that keeps you signed in on that device.

The map on our contact page is embedded from Google Maps, which may set its own cookies.

How we use it

To register campers and run camp — the rosters and rooming lists camp staff export, and reaching you about your camper — and to take payments, review refund requests, answer your questions and keep the site secure. Camp staff use the forms you upload to care for your camper at camp. The site emails you confirmations, receipts, messages about your registrations, changes and refund requests, and reminders as camp nears if any of your camper’s forms are missing.

Who sees it

• You see your own account, campers and registrations on your family dashboard — and nobody else’s.
• Camp staff see registrations, camper details, contact details, payment status and the forms you upload in a staff-only area of the site, and in the rosters they export from it, to run camp. Copies of registration confirmations and receipts also go to the camp’s inbox.
• Service providers the site uses:
  • Stripe — payments.
  • Resend — sending the site’s emails.
  • Laravel Cloud — hosting the website and storing the forms you upload, encrypted.
  • Our email provider — the camp inbox that receives contact-form messages and staff copies of emails.
  • Google — the map on our contact page.

How long we keep it

We keep registrations, camper details and account details for the summer they’re for and for 3 years after that summer’s last camp week.

Camp forms you upload are deleted automatically 30 days after that summer’s last camp week. You can also remove one yourself from your family dashboard until your camper’s first week starts.

How it is protected

The site runs over HTTPS. Passwords are hashed, uploaded camp forms are encrypted, sign-in attempts and forms are rate limited, and you confirm your email address before you can register, pay or upload forms. Your family dashboard shows only your own family’s records, and staff access is a separate role granted by hand.

Your choices

You can see your account and registrations, edit each camper’s profile and week details, and upload, replace or remove camp forms from your family dashboard. For anything else about your information, email carolinatennisschool@yahoo.com.

Contact

Carolina Tennis Camp, LLC
251 Friday Center Drive
Chapel Hill, NC 27517
carolinatennisschool@yahoo.com

See also our Terms.