ToS/Privacy | Tennis Club

# Terms of Service & Privacy Policy

Last Updated: May 2026

Next Review: May 2027

Location: Raymond Mercieca Sports Complex, Wenzu Mintoff, Kerċem, Malta

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## TERMS OF SERVICE

### 1. Introduction

Welcome to Gozo Tennis. By accessing our website (www.gozotennis.com) or participating in our tennis activities, you agree to be bound by these Terms of Service. If you do not agree to these terms, please do not use our website or participate in our activities.

Gozo Tennis is a community group of tennis players who organise social tennis matches, tournaments, and coordinate access to independent tennis coaches in Gozo, Malta.

By participating in Gozo Tennis activities, you acknowledge that you have read, understood, and voluntarily agreed to these Terms of Service and Privacy Policy.

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### 2. Services Overview

We provide the following services:

- Free Social Tennis: Community-organised singles and doubles matches, King of the Court events, and challenge ladder activities (free to join and participate)

- Free Tournaments: Four tournaments per year (spring, autumn, and two winter tournaments), free for all participants

- Private Coaching: Access to self-employed, independent tennis coaches at rates starting from €25/hour

Important: While participation in Gozo Tennis activities is free, all players must first [contact Gozo Sports](https://gozo.gov.mt/services/) and comply with local sports facility requirements. You may also need to download the [MY GOZO app](https://play.google.com/store/apps/details?id=mt.gov.mygozo&hl=en&gl=US) for facility access.

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### 3. Private Coaching Terms

- Independent Contractors: All coaches featured on Gozo Tennis are self-employed, independent contractors. They are not employees, agents, partners, or joint venturers of Gozo Tennis.

- Booking & Payment: Coaching sessions are booked and paid directly between you and the coach. Gozo Tennis does not handle coaching payments, bookings, or disputes.

- Rates: Coaching rates start from €25/hour but vary by coach. Confirm pricing directly with your chosen coach before booking.

- Liability: Gozo Tennis is not responsible for the quality, availability, or conduct of independent coaches. Any disputes, injuries, or issues arising from coaching sessions must be resolved directly between you and the coach.

- Cancellations: Coaching cancellation policies are set by individual coaches. Confirm terms when booking.

- No Employment Relationship: Engaging a coach through Gozo Tennis does not create any employment, partnership, or agency relationship between you, the coach, and Gozo Tennis.

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### 4. Social Tennis & Tournaments

- Participation: Social tennis matches and tournaments are free to join. However, participation is at your own risk.

- Facility Use: You are responsible for booking courts and complying with Raymond Mercieca Sports Complex rules and any applicable Gozo Sports requirements.

- Conduct: All participants must behave respectfully towards other players. Abusive, dangerous, or disruptive behaviour may result in exclusion from future activities.

- Tournament Rules: Tournament formats, schedules, and rules are determined by organisers and may change. Participation implies acceptance of these rules.

- Weather & Cancellations: Activities may be cancelled due to weather, court availability, or other circumstances. Gozo Tennis is not liable for inconvenience or costs arising from cancellations.

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### 5. Assumption of Risk & Liability Waiver

Tennis involves physical activity and carries inherent risks of injury, including but not limited to: falls, collisions, racquet or ball injuries, heat exhaustion, dehydration, and pre-existing condition complications.

By participating in Gozo Tennis activities, you acknowledge and agree:

- You participate entirely at your own risk.

- You are responsible for your own physical fitness and ability to play tennis safely.

- Medical Fitness Confirmation: You confirm that you are medically fit to play tennis, have no undisclosed medical conditions that would put you or others at risk, and accept full responsibility for any health-related incidents. If you have any medical condition (e.g., heart problems, asthma, diabetes, recent surgery), you are responsible for consulting your physician before participation.

- You should have appropriate sports insurance coverage (see Section 6).

- Gozo Tennis, its organisers, volunteers, website operators, affiliated parties, and sponsors are not liable for any injuries, accidents, losses, or damages arising from:

- Participation in tennis activities

- Use of facilities or equipment

- Reliance on information provided on this website

- Actions of other participants, coaches, or third parties

- You waive any right to make claims against Gozo Tennis for personal injury, property damage, or other losses, including claims arising from ordinary negligence.

- This waiver does not apply to gross negligence, willful misconduct, or intentional harm.

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### 6. Insurance Requirement

All participants must hold valid personal sports accident insurance before participating in any Gozo Tennis activity.

- Gozo Tennis may request proof of insurance at any time.

- Participation without insurance is at your own risk and may result in exclusion from activities.

- You are responsible for verifying that your insurance policy covers tennis-related injuries and activities.

- Gozo Tennis does not provide insurance coverage for participants.

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### 7. Indemnification

You agree to indemnify, defend, and hold harmless Gozo Tennis, its organisers, volunteers, website operators, affiliated parties, and sponsors from and against any and all:

- Claims, demands, losses, damages, liabilities, and expenses (including reasonable legal fees and court costs)

- Arising from your participation in Gozo Tennis activities

- Arising from your use of the website

- Arising from your violation of these Terms

- Arising from injuries or damages you cause to other participants or third parties

- Arising from your guest's participation (see Section 12)

This indemnification obligation survives termination of your participation in Gozo Tennis activities.

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### 8. Guest Policy

- Guest Responsibility: If you bring a guest, friend, or family member to any Gozo Tennis activity, you are responsible for ensuring they read, understand, and agree to these Terms of Service and Privacy Policy.

- Liability: You assume full liability for any claims, injuries, or damages arising from your guest's participation.

- Insurance: You must confirm that your guest holds valid personal sports accident insurance.

- Conduct: You are responsible for your guest's behaviour. Violations by your guest may result in exclusion for both you and your guest.

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### 9. Equipment Responsibility

- Personal Equipment: You are responsible for providing and maintaining your own tennis equipment (racquets, balls, shoes, clothing, etc.).

- Lost or Damaged Items: Gozo Tennis is not liable for any lost, stolen, or damaged equipment or personal belongings.

- Facility Equipment: Any equipment provided by the facility (nets, court surfaces, lighting, etc.) is the responsibility of the facility operator. Report defects to facility management, not Gozo Tennis organisers.

- Safety: You are responsible for ensuring your equipment is safe and appropriate for play.

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### 10. Force Majeure

Gozo Tennis is not liable for any cancellations, delays, failures to perform, or inability to organise activities due to circumstances beyond reasonable control, including but not limited to:

- Weather conditions (rain, wind, extreme heat, etc.)

- Facility closures or unavailability

- Strikes, labour disputes, or industrial action

- Government restrictions, regulations, or orders

- Public health emergencies or pandemics

- Utility failures (power, water, etc.)

- Acts of God, war, terrorism, or civil unrest

In such events, Gozo Tennis will make reasonable efforts to reschedule activities but is not obligated to provide compensation, refunds, or alternatives.

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### 11. Website Use

- Accuracy: Information on this website is provided for general guidance only. We do not guarantee that information is accurate, complete, current, or up-to-date.

- External Links: This website may contain links to third-party sites (e.g., Gozo Sports, MY GOZO app, social media, coaching websites). We are not responsible for the content, accuracy, or practices of external sites.

- Prohibited Use: You may not use this website for unlawful purposes, to transmit harmful or malicious content, to interfere with website functionality, or to attempt unauthorised access to website systems.

- Intellectual Property: All website content (text, images, logos, design, code) is the property of Gozo Tennis unless otherwise stated. Commercial use requires prior written permission.

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### 12. Photo & Media Release

By participating in Gozo Tennis activities, you grant Gozo Tennis the following rights:

- Candid Photos & Videos: Permission to capture, use, and publish photos, videos, and images taken during events where you appear (incidentally or as a participant).

- Usage Rights: These materials may be used on the Gozo Tennis website, social media channels, promotional materials, press releases, and community communications.

- No Compensation: You waive any right to compensation or royalties for such use.

- Opt-Out: If you do not wish to be photographed or recorded, you must inform organisers in writing before the activity. We will make reasonable efforts to exclude you, but cannot guarantee complete avoidance in group settings.

- Player Profiles: Featured player profiles and dedicated photos require explicit written consent. You may request removal at any time.

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### 13. No Partnership or Employment

Nothing in these Terms creates any of the following relationships between you and Gozo Tennis:

- Employment or contractor relationship

- Partnership or joint venture

- Agency or fiduciary relationship

- Membership with legal rights

You are an independent participant in a community group. Gozo Tennis organisers are volunteers, not service providers.

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### 14. Modifications to Terms

Gozo Tennis reserves the right to modify these Terms of Service at any time without prior notice. Changes will be posted on this page with an updated "Last Updated" date. Your continued participation in activities or use of the website after changes constitutes acceptance of the new terms. If you do not agree with changes, you must stop participating and discontinue website use.

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### 15. Termination

We reserve the right to refuse, suspend, or terminate your participation in Gozo Tennis activities at our sole discretion, without notice or liability, for any reason including:

- Violation of these Terms

- Inappropriate, abusive, or dangerous behaviour

- Failure to maintain required insurance

- Non-compliance with facility rules or organiser instructions

- Any other reason deemed necessary for group safety or harmony

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### 16. Dispute Resolution

Before initiating any legal proceedings, you agree to the following:

- Good-Faith Negotiation: Attempt to resolve disputes through good-faith negotiation with Gozo Tennis organisers.

- Mediation: If negotiation fails, submit the dispute to mediation in Malta before pursuing litigation.

- Individual Claims Only: You agree that any dispute must be brought individually and not as part of a class action, collective action, or representative proceeding. You waive any right to participate in class actions against Gozo Tennis.

- Binding Arbitration: If mediation is unsuccessful, disputes shall be submitted to binding arbitration in Malta in accordance with Maltese arbitration law. The arbitrator's decision shall be final and enforceable in any court of competent jurisdiction.

- Exception: This arbitration clause does not apply to claims that cannot legally be subject to arbitration under Maltese law.

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### 17. Severability

If any provision, clause, or portion of these Terms is found to be invalid, illegal, or unenforceable by a court or arbitrator of competent jurisdiction:

- The remaining provisions shall continue in full force and effect.

- The invalid provision shall be modified to the minimum extent necessary to make it enforceable while preserving its original intent.

- If modification is not possible, the provision shall be deemed removed without affecting the remainder of the Terms.

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### 18. Governing Law & Jurisdiction

- Governing Law: These Terms are governed by and construed in accordance with the laws of Malta, without regard to conflict of law principles.

- Jurisdiction: Subject to the dispute resolution process above, any legal proceedings shall be subject to the exclusive jurisdiction of the courts of Malta.

- Language: These Terms are written in English. In case of any translation discrepancy, the English version shall prevail.

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### 19. Contact

For questions about these Terms of Service, contact us at:

- Email: contact@gozotennis.com

- Address: Raymond Mercieca Sports Complex, Wenzu Mintoff, Kerċem, Malta

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## PRIVACY POLICY

### 1. Introduction

Gozo Tennis respects your privacy and is committed to protecting your personal data. This Privacy Policy explains how we collect, use, and safeguard your information when you visit our website or participate in our activities.

We are not a data controller in the traditional sense. Gozo Tennis is a community group, not a commercial business. We do not sell, rent, or trade your personal data.

By providing personal data to Gozo Tennis, you acknowledge that you have read this Privacy Policy and consent to the practices described herein.

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### 2. Information We Collect

We may collect the following types of information:

a) Information You Provide Directly:

- Email Address: When you contact us via email or join our WhatsApp/Messenger groups

- Name: When you participate in tournaments or activities

- Phone Number: For emergency contact or group communications (optional)

- Tennis Level/Profile Information: For tournament organisation or player profiles (with your consent)

- Medical Information: Only if voluntarily disclosed for safety purposes (e.g., allergies, conditions requiring emergency attention)

- Photos: Action shots or profile photos for website/social media (only with your permission, subject to Section 12 of Terms)

b) Information Collected Automatically:

- Website Analytics: Basic, anonymised data about website visits (e.g., pages viewed, time spent, device type) through hosting providers

- Cookies: Standard browser cookies for website functionality (see Section 7)

- IP Address: Logged by hosting provider for security purposes

c) Third-Party Sources:

- We do not actively collect data from third parties, but you may be directed to external services (e.g., Gozo Sports, MY GOZO app, social media platforms) that have their own privacy policies.

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### 3. How We Use Your Information

We use your personal data only for the following purposes:

- Communication: To respond to inquiries, share activity schedules, tournament information, and group updates

- Activity Organisation: To coordinate social matches, tournaments, challenge ladder activities, and participant lists

- Safety: To communicate important safety, facility, or emergency information

- Website Content: To feature player profiles and photos (only with explicit consent)

- Legal Compliance: To comply with Maltese law or facility requirements

We do NOT:

- Sell or share your data with third parties for marketing purposes

- Use your data for automated decision-making or profiling

- Retain data longer than necessary

- Use your data for purposes incompatible with those stated above

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### 4. Legal Basis for Processing (GDPR)

Under the EU General Data Protection Regulation (GDPR) and Maltese data protection law, we process your data based on:

- Consent (Article 6(1)(a)): When you voluntarily provide information or agree to be featured on the website

- Legitimate Interests (Article 6(1)(f)): To organise community tennis activities and communicate with participants

- Legal Obligation (Article 6(1)(c)): Where required by Maltese law or sports facility regulations

- Vital Interests (Article 6(1)(d)): In emergency situations to protect your health or safety

Special Category Data: We do not intentionally collect special category data (health, religion, etc.). If you voluntarily disclose such information for safety purposes, we process it under Article 9(2)(c) (vital interests) or Article 9(2)(a) (explicit consent).

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### 5. Data Sharing & Third Parties

We do not sell or share your personal data with third parties, except in the following limited circumstances:

- Activity Participants: Your name and contact details may be shared with other participants for tournament draws, match organisation, or WhatsApp/Messenger groups (you can opt out at any time)

- Service Providers: Our website hosting provider, email service provider, and messaging platform providers may process basic data for website functionality, security, and communication

- Legal Requirements: If required by law, court order, government authority, or to protect the safety, rights, or property of Gozo Tennis or others

- Independent Coaches: If you request coaching, your contact details may be shared with the relevant coach (only with your explicit consent)

- Facility Operators: Basic participant information may be shared with Gozo Sports or facility management as required for court bookings or compliance

Important Note: When you join WhatsApp, Messenger, or other third-party group chats, your phone number, profile picture, and status may be visible to other group members. These platforms have their own privacy policies over which Gozo Tennis has no control. We recommend reviewing their privacy settings before joining.

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### 6. Data Retention

We retain your personal data only as long as necessary for the purposes outlined in this policy:

- Active Participants: Data is retained while you remain involved in Gozo Tennis activities

- Tournament Records: Basic results (names only, no contact details) may be kept indefinitely for historical and statistical purposes

- Inactive Members: If you stop participating, we will delete your contact details upon request or after 24 months of inactivity

- Website Content: Player profiles and photos are removed within 30 days of your request

- Legal Requirements: Data may be retained longer if required by Maltese law or for legitimate legal purposes (e.g., dispute resolution)

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### 7. Cookies & Website Technology

Our website uses minimal cookies and similar technologies:

|-------------|---------|----------|-------------|

You can control cookie settings through your browser. Disabling cookies may affect website functionality. For more information about cookies and how to manage them, visit [allaboutcookies.org](https://www.allaboutcookies.org/).

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### 8. Your Rights (GDPR)

If you are in the EU/EEA, you have the following rights regarding your personal data:

- Right to Access (Article 15): Request a copy of the data we hold about you

- Right to Rectification (Article 16): Correct inaccurate or incomplete data

- Right to Erasure (Article 17): Request deletion of your personal data ("right to be forgotten")

- Right to Restriction (Article 18): Limit how we use your data

- Right to Data Portability (Article 20): Receive your data in a portable, machine-readable format

- Right to Object (Article 21): Object to certain types of data processing

- Right to Withdraw Consent (Article 7): Withdraw consent at any time (where processing is based on consent)

- Right to Lodge a Complaint (Article 77): File a complaint with the supervisory authority

To exercise these rights, contact us at contact@gozotennis.com. We will respond within 30 days. We may request identification to verify your identity before processing requests.

Exceptions: Some rights may be limited where data is processed for legal compliance, vital interests, or legitimate interests that override your rights.

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### 9. Data Security

We take reasonable and appropriate steps to protect your personal data:

- Limited Access: Only organisers have access to participant contact details

- Secure Communication: We use email and encrypted messaging apps for communication

- Website Security: Our hosting provider implements industry-standard security measures (SSL/TLS encryption, firewalls, regular security updates)

- Data Minimisation: We collect only the data necessary for stated purposes

- Regular Review: We periodically review our data practices and security measures

However, no method of internet transmission or electronic storage is 100% secure. We cannot guarantee absolute security but will notify you promptly if a data breach occurs that is likely to result in risk to your rights and freedoms, in compliance with GDPR Article 33.

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### 10. International Data Transfers

Our website may be hosted on servers located outside Malta or the EU. Where data is transferred internationally:

- We ensure appropriate safeguards are in place in compliance with GDPR Chapter V

- Transfers to countries without adequacy decisions are protected by Standard Contractual Clauses (SCCs) or other approved mechanisms

- You may request information about specific transfer safeguards by contacting us

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### 11. Children's Privacy

- Age Restriction: Our activities are primarily for adults aged 18 and over.

- Parental Consent: We do not knowingly collect personal data from children under 16 without verifiable parental consent.

- Junior Participation: If children participate in activities, a parent or guardian must read and agree to these Terms on their behalf and ensure appropriate insurance coverage.

- Data Removal: If you are a parent or guardian and believe your child has provided us with data without consent, please contact us and we will delete it promptly.

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### 12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors.

- Notification: Changes will be posted on this page with an updated "Last Updated" date.

- Significant Changes: For material changes, we will make reasonable efforts to notify active participants via email or group communication.

- Acceptance: Continued participation in activities or use of the website after changes constitutes acceptance of the new Privacy Policy.

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### 13. Contact & Complaints

For privacy-related questions, requests, or concerns:

- Email: contact@gozotennis.com

- Address: Raymond Mercieca Sports Complex, Wenzu Mintoff, Kerċem, Malta

- Response Time: We will respond within 30 days

Data Protection Authority:

If you believe your data rights have been violated, you have the right to lodge a complaint with the Maltese supervisory authority:

> Information and Data Protection Commissioner (IDPC)

> Address: Airways House, High Street, Sliema SLM 1549, Malta

> Email: idpc@idpc.org.mt

> Website: [www.idpc.org.mt](https://www.idpc.org.mt/)

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## SUMMARY FOR PARTICIPANTS

Quick Points to Remember:

| ✓ | Key Requirement |

|---|-----------------|

| ⚠️ | Insurance is MANDATORY – You must hold valid sports accident insurance |

| ⚠️ | Medical Fitness – You confirm you are medically fit to play tennis |

| ⚠️ | Participation is AT YOUR OWN RISK – Gozo Tennis is not liable for injuries |

| ⚠️ | Guests are YOUR Responsibility – You assume liability for guests you bring |

| ⚠️ | Photos may be taken – Inform organisers in advance if you do not wish to be photographed |

| ✓ | We don't sell your data – We only use it to organise tennis activities |

| ✓ | You can request data deletion – Contact us at any time |

| ✓ | Disputes go through mediation/arbitration first – Not immediate court proceedings |

| ✓ | You indemnify Gozo Tennis – You cover legal costs if you bring a failed claim |

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## ACKNOWLEDGEMENT

By participating in any Gozo Tennis activity or using this website, you expressly acknowledge and agree that:

1. You have read, understood, and voluntarily accepted these Terms of Service and Privacy Policy in full.

2. You are medically fit to participate in tennis activities.

3. You hold valid personal sports accident insurance.

4. You assume all risks associated with tennis participation.

5. You waive claims against Gozo Tennis for injuries or damages (except gross negligence or willful misconduct).

6. You agree to indemnify Gozo Tennis against claims arising from your participation.

7. You grant permission for photos/videos taken at activities to be used for Gozo Tennis purposes.

8. Any disputes will be resolved through the dispute resolution process outlined above.

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This document is intended to provide maximum protection for Gozo Tennis while maintaining fairness and transparency for participants. For legal certainty, we recommend participants review these terms carefully before participation.

Last Updated: May 2026

Next Review: May 2027

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Contact

contact@gozotennis.com

ToS/Privacy