Privacy Policy
1. Introduction
Welcome to Austin Pickle Ranch (“Austin Pickle Ranch”, “we”, “us”, or “our”). We operate two pickleball facilities in Austin, Texas, at West 6th Street and Braker Lane, and our website at austinpickleranch.com.
This Privacy Policy explains how we collect, use, store, share, and protect your personal information when you visit our facilities, use our website, book courts, purchase memberships, or otherwise interact with us. Please read it carefully.
By using our services, you consent to the data practices described in this Privacy Policy.
2. Who We Are
Austin Pickle Ranch is operated by Tim Klitch and Dan Keelan. Our website is built and hosted on Webflow (see Section 8). For privacy questions or requests, contact us at:
Email: info@austinpickleranch.com
Braker Lane: 11000 Middle Fiskville Road, Building B, Austin, Texas 78753
West 6th: 1717 West 6th Street, 4th Floor Parking Garage, Austin, Texas 78703
Phone: (737) 242-5898
3. Information We Collect
3.1 Information You Provide Directly
- Name, email address, and phone number when you register, book a court, subscribe to our mailing list, or contact us
- Billing and payment information when you purchase a membership or pay for court time (processed securely via PodPlay and Stripe — see Section 9)
- Skill level and DUPR rating when you sign up for rated or competitive sessions
- Digital waiver signatures when you check in at our facilities via PodPlay
- Any correspondence you send to info@austinpickleranch.com
3.2 Information Collected Automatically
When you visit our website (hosted on Webflow) or interact with us online, we and our service providers may automatically collect:
- IP address, browser type, operating system, and device information
- Pages visited, time spent, and referring URLs (via Google Analytics)
- Cookie and session data (via Webflow and Google Tag Manager)
- Form submission data entered through our Webflow-hosted contact or subscription forms
3.3 Information From Third-Party Services
- PodPlay: booking history, reservation activity, access logs, and payment transaction records
- ActiveCampaign: email marketing engagement data such as opens, clicks, and unsubscribes; also used as our CRM to store and manage customer records
- Stripe: payment processing data (handled directly by Stripe; we do not store full card details)
- DUPR: skill ratings when you link your DUPR profile to your account
- Google Analytics: anonymised website traffic and behaviour data
- Social media platforms (Facebook, Instagram, Twitter/X, LinkedIn) if you engage with our pages or content
4. How We Use Your Information
We use your personal information to:
- Process court bookings, memberships, and payments via PodPlay and Stripe
- Send booking confirmations, reminders, and scheduling updates
- Manage your customer record in our ActiveCampaign CRM, including purchase history and preferences
- Send marketing emails about events, promotions, and pickleball news (with your consent)
- Enforce our open play, cancellation, and no-show policies
- Improve our facilities and services based on usage patterns and feedback
- Monitor website performance and visitor behaviour via Google Analytics
- Respond to customer service enquiries
- Meet our legal, financial, and regulatory obligations
5. Consent
By providing your personal information to Austin Pickle Ranch — whether through our Webflow website, the PodPlay booking platform, membership sign-up forms, or email subscription — you consent to its collection and use as described in this Privacy Policy.
Specifically:
- When you subscribe to our mailing list, you consent to receiving marketing communications from us via email through ActiveCampaign.
- When you create an account or make a booking through PodPlay, you also agree to PodPlay’s own privacy terms.
- When you use our Webflow website, Webflow may collect technical data about your visit as described in Section 8.
- When you connect your DUPR account, you consent to us receiving your skill rating data from DUPR.
Where we rely on consent as the legal basis for processing your data, you have the right to withdraw that consent at any time by emailing info@austinpickleranch.com. Withdrawal of consent does not affect the lawfulness of processing carried out before your withdrawal.
6. Email Marketing & ActiveCampaign CRM
We use ActiveCampaign for two related purposes: as our email marketing platform and as our customer relationship management (CRM) system.
6.1 As an Email Marketing Platform
- We send newsletters, event updates, promotions, and pickleball news to subscribers.
- Your name, email address, and engagement data (opens, clicks, unsubscribes) are stored in ActiveCampaign.
- You can unsubscribe at any time using the link at the bottom of any marketing email.
6.2 As a CRM (Customer Records)
- We maintain customer records in ActiveCampaign including your name, email, contact history, membership status, and communication preferences.
- These records help us provide consistent, personalised service and keep track of your relationship with Austin Pickle Ranch.
- If you unsubscribe from marketing emails, your contact record is archived (not deleted) to ensure we honour your opt-out and do not contact you again. Archiving does not remove your data; please contact us directly if you wish to request full deletion (see Section 12).
For more on how ActiveCampaign handles your data, see the ActiveCampaign Privacy Policy.
7. Cookies & Tracking Technologies
Our website uses cookies and tracking tools. These are placed by Webflow (our website host), Google Analytics, and Google Tag Manager.
We use cookies to:
- Enable core website functionality
- Measure and analyse website traffic and visitor behaviour
- Improve the performance and content of our site
You can manage or disable cookies in your browser settings. Disabling certain cookies may affect website functionality.
For a full breakdown of cookies used on our site, please see our Cookie Policy.
8. Webflow, Website Hosting
Our website at austinpickleranch.com is built and hosted on Webflow, a software-as-a-service web platform based in the United States.
As our website host, Webflow acts as a data processor on our behalf. In this role, Webflow may automatically collect:
- Technical data from visitors, including IP addresses, browser type, and device information
- Form submission data when you use contact or sign-up forms on our website
- Website traffic and usage metrics to support hosting and security
Webflow stores visitor data on servers located in the United States. This data is processed in accordance with Webflow’s privacy practices and their Data Processing Agreement (DPA).
We do not use Webflow to store sensitive personal data beyond what is captured through standard web forms. Any form submissions we collect via Webflow (such as contact or mailing list sign-ups) are also passed through to ActiveCampaign (see Section 6).
For full details, see the Webflow Privacy Policy.
9. PodPlay & Stripe — Bookings & Payments
Court bookings, memberships, and payment processing are handled through PodPlay, our third-party booking and venue management platform. PodPlay uses Stripe as its preferred payment processor.
9.1 What PodPlay Collects
- Your name, email address, and contact details for account creation
- Court booking history and reservation activity
- Digital waiver signatures at check-in
- Access logs (e.g. door access at Braker Lane)
- Video replay data if you use PodPlay’s Enhanced Replay feature (processed via PB Vision)
9.2 What Stripe Collects
- Payment card details (card number, expiry, CVV) — handled directly and securely by Stripe in accordance with PCI-DSS standards
- Transaction records and billing history
Austin Pickle Ranch does not store your full payment card details. All financial transactions are processed directly through PodPlay and Stripe.
PodPlay and Stripe retain booking and transaction data in accordance with their own data retention policies and applicable financial record-keeping regulations.
For full details, see the PodPlay Privacy Policy and the Stripe Privacy Policy.
For any queries about your booking or payment data, contact us at info@austinpickleranch.com and we will help direct your request.
PodPlay provides its own in-app data disclosures within the booking app. For details on PodPlay's Data Safety practices as declared on Google Play, please refer to PodPlay's Data Safety section in the Google Play Store.
10. Google Analytics
We use Google Analytics (via Google Tag Manager) to understand how visitors use our website. Google Analytics collects anonymised data such as:
- Pages visited and time spent on each page
- Traffic sources (e.g. search engines, social media, direct visits)
- Device and browser information
- Approximate geographic location (country/city level, not precise)
This data is aggregated and used only to improve our website. We do not use Google Analytics to identify individual visitors.
Google may process and store this data on servers outside the UK and US. For more information, see Google’s Privacy Policy. You can opt out of Google Analytics tracking using the Google Analytics Opt-Out Browser Add-on.
11. Data Retention
We retain your personal information for as long as is necessary for the purposes described in this Privacy Policy, or as required by law.
11.1 Retention by Platform
- ActiveCampaign (CRM & Email Marketing): Your customer record is retained for as long as you are a member, customer, or subscriber. If you unsubscribe from marketing emails, your record is archived to honour your opt-out preference but is not deleted unless you submit a separate deletion request.
- PodPlay (Bookings & Payments): Booking and access data is retained by PodPlay in accordance with their data retention schedule and applicable regulations.
- Stripe (Payments): Transaction records are retained by Stripe in line with financial and legal requirements, typically for a minimum of seven years.
- Webflow (Website): Form submission data captured via Webflow is retained until it is actioned or deleted. Technical visitor data (IP addresses, etc.) is retained for a limited period for security and analytics purposes.
- Google Analytics: Aggregated and anonymised usage data may be retained for up to 26 months under our default Google Analytics settings.
- Customer correspondence: Emails and support records are kept for a reasonable period to resolve queries and improve our services.
11.2 Deletion
We do not automatically delete personal data beyond the retention periods above, except where required by law. You may request deletion at any time — see Section 12.
12. Your Rights & Data Deletion
You have the following rights regarding your personal data:
- Access — request a copy of the personal data we hold about you
- Correction — ask us to update or correct inaccurate information
- Deletion — request that we delete your personal data
- Opt-out — unsubscribe from marketing emails at any time via the link in any email
- Portability — request your data in a commonly used, machine-readable format
To exercise any of these rights, email us at info@austinpickleranch.com. We will respond within 30 days.
Please note:
- Data we hold directly (e.g. in ActiveCampaign) will be actioned upon request.
- For data held by PodPlay or Stripe, please contact us and we will help direct your request to the appropriate party.
- We cannot delete archived unsubscribe records as these are retained to honour your opt-out preference.
- Some data may need to be retained for legal or financial compliance even after a deletion request.
Account Deletion
If you have created an account through PodPlay, you can request full account deletion — including all associated personal data — by emailing info@austinpickleranch.com. We will process your request within 30 days. Note that some data may be retained for legal or financial compliance reasons, which will be communicated to you at the time of your request.
13. Sharing Your Information
We do not sell your personal data. We share your information only with the following third-party service providers:
- PodPlay — court booking, membership, and venue management
- Stripe — payment processing (via PodPlay)
- ActiveCampaign — CRM and email marketing
- Webflow — website hosting and form submissions
- Google Analytics — website traffic analytics
- Google Tag Manager — tag and tracking management
- DUPR — player ratings (when you link your account)
- Law enforcement or regulatory authorities — where required by applicable law or legal process
All third-party providers are required to process your data securely and only for the purposes for which it was shared.
14. Data Security
We take reasonable steps to protect your personal information from unauthorised access, disclosure, or misuse. This includes using reputable third-party platforms (PodPlay, Stripe, ActiveCampaign, Webflow) that maintain their own security certifications and standards.
Payment data is handled exclusively by Stripe, which is PCI-DSS certified. We do not store full payment card details.
No method of internet transmission is completely secure. If you have concerns about your data, please contact us at info@austinpickleranch.com.
15. Children’s Privacy
Our services are primarily aimed at adults. We do offer Kids & Teens clinics and summer camps. Where a child’s personal information is collected as part of camp or programme registration, this is done with parental or guardian consent.
We do not knowingly collect personal data from children under 13 without verified parental consent.
16. Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in our services or legal requirements. When we do, we will update the “Last updated” date at the top of this page.
For significant changes, we will notify subscribers by email or post a notice on our website.
17. Contact Us
If you have any questions, concerns, or requests about this Privacy Policy or your personal data, please get in touch:
Braker Lane: 11000 Middle Fiskville Road, Building B, Austin, Texas 78753
West 6th: 1717 West 6th Street, 4th Floor Parking Garage, Austin, Texas 78703
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