Privacy Policy

Courtly is a club-management software-as-a-service product offered by ArchAI Academy LLC ("Courtly," "we," "us"). This Privacy Policy describes how we collect, use, disclose, and protect personal information of users who interact with the Courtly web application, public booking pages, and member portal (collectively, the "Service").

We collect three categories of information.

Information you provide directly

• Account information: name, email address, and phone number when you sign up for an admin or player account.
• Profile information: display name, date of birth (optional), gender (optional), avatar, sport ratings (such as DUPR ID and DUPR rating), match history, and privacy preferences.
• Club and reservation information: the organizations and locations you operate or are a member of, courts you book, sessions you register for, and the people you play with.
• Payment information: billing address and payment method details. We do not store full credit card numbers — those are tokenized by our payment processor (Stripe).
• Communications: SMS verification codes sent to your phone number, support inquiries, and any feedback you submit.

Information collected automatically

• Usage data: pages visited, features used, IP address, device type, browser, operating system, and timestamps.
• Cookies and similar technologies: session cookies for authentication and a small number of analytics cookies (see "Cookies" below).

Information from third parties

• Authentication providers (e.g., Clerk): your verified email address, name, and avatar.
• Rating systems (e.g., DUPR): when you opt in by providing your rating ID, we may sync your published rating.
• Payment processor (Stripe): transaction status, last four digits of your card, and dispute information.

• To operate the Service — authenticate you, fulfill bookings, route payments, and run AI matchmaking.
• To communicate with you — booking confirmations, SMS verification codes, billing receipts, and service announcements.
• To improve the Service — analyze usage patterns, debug errors, and tune the AI matchmaking model.
• To comply with legal obligations — tax reporting, fraud prevention, and responding to lawful requests from authorities.

We do not sell your personal information. We do not share match-history or rating data with third parties for advertising.

We share information in these specific circumstances:

• With your club: when you join a club, the club's staff can see your profile, reservations, and membership status to run their operations.
• With other Courtly players: only what you have chosen to make discoverable on your profile (you control visibility scope: public, network, org, or private).
• With service providers who run parts of the Service on our behalf — payment processing (Stripe), authentication (Clerk), SMS (Twilio), email delivery, analytics, error monitoring, and AI inference (Anthropic). Each is contractually bound to use your data only to perform their service for us.
• For legal reasons: in response to a subpoena, court order, or other lawful request.
• In a corporate transaction: in connection with a merger, acquisition, or sale of assets, with notice to you.

Courtly uses an AI engine to suggest player pairings for round-robin and social play sessions. The engine considers your skill rating, recent partner/opponent history, and stated preferences. We send a reduced, anonymized representation of this data to our AI inference provider (Anthropic) only at the moment of allocation; the provider does not retain it.

You can opt out of AI matchmaking by asking your club admin to disable it for sessions you participate in, or by not registering for AI-matched sessions.

• Access and update your profile from /portal/profile.
• Visibility controls: choose per-field visibility (public / network / org / private) for your last name, ratings, and match history.
• Account deletion: contact privacy@archaiacademy.com to delete your network account; reservations history may be retained for tax and dispute records as required by law.
• Marketing emails: opt out via the unsubscribe link in any email or by updating your communication preferences.
• SMS: reply STOP to any text message to opt out. Standard message and data rates may apply.

State-specific rights (US)

Residents of California, Virginia, Colorado, Connecticut, Utah, and other states with consumer-privacy laws have the right to access, correct, delete, and obtain a portable copy of their personal information, and to opt out of "sale" or "sharing" (we do neither). To exercise these rights, contact privacy@archaiacademy.com. We will not discriminate against you for exercising these rights.

We protect your information using TLS encryption in transit, AES-256 encryption at rest for sensitive fields, role-based access controls for our staff, and continuous security monitoring. No method of transmission or storage is 100% secure; if we become aware of a breach affecting your personal information we will notify you and relevant authorities as required by law.

The Service is not directed at children under 13. If you are between 13 and 18, you may use Courtly only with the involvement of a parent or guardian. We do not knowingly collect information from children under 13. If you believe a child has given us their information, contact us and we will delete it.

We use cookies to:

• Keep you signed in (session cookies, strictly necessary).
• Remember your preferences (functional).
• Measure aggregate usage (analytics; you can disable these in your browser).

Courtly is a US-only service. Our infrastructure is hosted in the United States. If you access the Service from outside the US, your information will be processed in the US.

We may update this Privacy Policy. If we make material changes we will notify you by email and update the effective date above. Continued use of the Service after the effective date constitutes acceptance of the updated policy.

ArchAI Academy LLC
Email: privacy@archaiacademy.com