Privacy Notice

When you create an account:

• Your handle, your name as you want it shown, and your email address.
• A password, stored only as a one-way hash that cannot be read back. If you sign in with Google or Facebook we store an account identifier from them instead, and no password.
• Your mobile number and date of birth. Both are required: organizers reach you about an entry on the number, and age divisions are decided by the date.
• Your player type, male or female, which decides which men's and women's divisions you may enter. You can decline it. Those draws then stay closed to you until you choose one, and mixed and open draws never ask.
• The date you accepted these terms.

What you choose to add to your profile:

• A photo, a short bio, your club, and a self-rated skill level.
• Your home court and a location, described in its own section below.

When you play, book or organize:

• Bookings, cancellations, check-ins, tournament entries, match results and standings.
• Payment references you submit, such as a GCash reference number or a receipt image. PickleHQ does not receive or store your card or bank details.
• Basic technical records such as sign-in times, which we keep to keep accounts secure.

Sharing your location is optional, and you can skip it.

When you do share it, PickleHQ uses it to:

• show how far each court is from you
• filter courts to within 2, 5 or 10 km
• centre the map and suggest nearby courts when you book
• understand which areas have the most players, so we know where to help bring new courts and events

Other players never see your location. They see only the area label you choose, such as Davao City. Your coordinates stay inside PickleHQ, where a small number of staff can access them for support and for the planning described above. You can clear your location at any time from your profile.

PickleHQ can send you a notification when something happens that you are waiting on: a booking is confirmed, an entry is verified, a match is called to court.

• You are never subscribed automatically. Your browser or phone asks first, and you can refuse or turn it off later without losing anything else.
• If you agree, we store the address your browser or phone gives us for delivering notifications, together with the keys needed to encrypt them. That address identifies a device, not a person, and we keep it only while you stay subscribed.
• We use it to send you notifications about your own activity on PickleHQ. We do not send advertising through it, and we do not give it to anyone else.

Some tournaments require organizers to know who is entering. If you take part in verification, we ask for your full legal name as it appears on a government ID, and for a photo of the ID together with a selfie.

• The ID image and selfie are encrypted while we hold them.
• They are deleted once a reviewer has confirmed or refused the check. The images do not stay on file.
• What a reviewer reads off the document does stay: your legal name, your date of birth and your sex, each marked as checked against an ID, along with the outcome, the date and which type of ID it was. These decide which age and gender draws you may enter, which is the reason the check exists.
• A detail read off your ID replaces what you typed yourself, and you cannot edit it afterwards. Ask us if you believe something was read wrongly.
• Your legal name is not shown to other players. Organizers of an event you enter can see it where the event requires verified identity.

• Other players see your handle, your display name, your photo, your rating and your results. They also see the area label you set, if you set one.
• A venue sees the details of bookings you make with them.
• An organizer sees the details of tournaments you enter, including what you paid and, where the event requires it, your verified identity.
• PickleHQ staff can access your information where it is needed to run the service, support you, or investigate abuse.

PickleHQ uses a small number of providers to run the platform:

• Google, if you choose to sign in with a Google account.
• Cloudinary, which stores images you upload such as profile photos and tournament media.
• Brevo, which delivers our email, including password resets and booking notices.
• Cloudflare, which helps us tell real sign-ups from automated abuse.
• Render, which hosts the application and its database.

These providers process data on our instructions. We do not sell your personal data, and we do not share it for advertising.

We keep your account information while your account is open. Bookings, payments and match results are kept longer, because a venue or organizer needs its own record of a transaction and a completed match is part of other players' history too. Verification images are deleted as soon as a check is decided.

One thing outlives a closed account: the name you competed under stays on the results of tournaments you played. A published result is a public record of the event and of the people you played against and partnered, and removing a name from a podium would falsify it. Nothing else keeps your name, and a closed account cannot be found in the player list, the rankings or search.

Under the Data Privacy Act you can ask us to:

• tell you what we hold about you, and give you a copy
• correct anything that is wrong
• close your account yourself, from your profile, without asking anyone. What that removes and what it keeps is set out at picklehq.ph/delete-account
• stop using your information in a particular way, or object to how we use it
• complain to the National Privacy Commission if you are not satisfied with how we respond

You can edit most of your profile yourself at any time. For access, correction or deletion requests that you cannot make in the app, email support@picklehq.ph and we will action it by hand. We aim to respond within fifteen working days.

Closing your account is a control in the app and on the website, not a request you have to send us. If you have never played, booked or paid for anything, the account and everything in it is deleted outright. If you have, some records cannot be erased, because a booking or a tournament entry is also the venue's or organizer's record of a payment, so we remove your personal details and keep only what the other party needs. PickleHQ tells you which of the two applies to you before you confirm.

Passwords are stored as one-way hashes. Verification images are encrypted. Access to production data is limited to staff who need it. No service can promise perfect security, so please use a password you do not use anywhere else, and tell us if something looks wrong with your account.

PickleHQ is not intended for children under 13. If you believe a child under 13 has created an account, contact us and we will remove it.

If we change how we use your information we will update this notice and tell you in the app or by email before the change takes effect.

For anything about your privacy, including to reach the person responsible for data protection at PickleHQ, email support@picklehq.ph.