Privacy policy

Who is responsible and how to contact us

Kim Jones Coaching Limited is the business collecting and holding the personal information described here. This policy covers our website at www.kimjonescoaching.co.nz and information we receive when arranging or providing coaching, shop orders and racket stringing.

Contact our privacy officer for questions, access or correction requests, or a privacy complaint. You do not need a website account to make a request.

What we collect and why

We collect information needed to provide the services you ask for and to run those services safely and reliably. Depending on how you use them, this includes:

Accounts and contact details

Your name, email, phone number, account holder age, sign-in credentials and saved profile details, to create and secure your account, check coaching eligibility, identify the right customer and communicate with you.

Players and coaching

Player names, dates of birth or ages, playing levels, parent or guardian contacts, goals and relevant notes, plus bookings, group placements and coaching records. We use these to assess programme suitability, plan lessons, manage attendance and keep in touch about coaching.

Waitlist requests

Player and contact details, preferred days, times, lesson types, coaches and clubs, so we can respond when suitable coaching becomes available.

Shop orders and payments

Items purchased, order history, payment status and references, contact details, and delivery or pickup information, to process payments, supply orders, arrange delivery, handle refunds and keep accounting records.

Rackets and stringing

The customer or player linked to a racket, its type or model, stringing dates, strings, tension, service notes and any reminder preference or consent record, so we can maintain its service history and send reminders you request.

Messages and technical information

Enquiries, service messages and delivery records, and technical information such as IP addresses, browser details and request or error logs, to answer you, deliver messages, protect the website and investigate problems.

You choose whether to give us information. Details needed for an account, booking, payment or delivery must be supplied to complete that service; without them we may be unable to provide it. Optional notes and restring reminders are your choice. You can browse public pages without an account.

Please include only information relevant to the service. If a coaching note needs to mention an injury or support need, give only what the coach needs to know to help the player safely.

Players, parents and information from other people

We usually collect information directly from you. We may also receive it from a parent or guardian, someone you authorise to book or order for you, a coach or club helping arrange your coaching, or a payment or delivery provider updating a transaction.

If you give us another person's details, make sure you have authority to do so and share this policy with them in a way they can understand. Player details saved under an account can be viewed and managed by the person using that account.

We collect from other people only where the Privacy Act allows it. When we receive your information indirectly, we will take reasonable steps to make you aware of the collection, its purpose, the intended recipients, who holds it and your rights as soon as reasonably practicable, unless an exception applies. This includes the indirect collection notice requirements in force from 1 May 2026. We remain responsible for taking these steps.

Children have privacy rights too. We take account of their age and understanding when explaining how their information is used, involving a parent or guardian where appropriate. A parent's access to a child's information is considered in light of their authority and the child's circumstances; it is not an unrestricted right to every record.

Who may receive your information

We use and share information for the purposes described here, a directly related purpose, with your authorisation, or where the law otherwise permits or requires it. Relevant recipients may include:

• Kim Jones Coaching administrators and the coaches involved in providing your coaching or stringing service.
• Club or venue staff where limited booking information is needed to arrange your session, and delivery providers where needed to fulfil your order.
• Our website, account, payment and email providers listed below, to operate those services.
• Professional advisers or public authorities where necessary and legally permitted, for example for accounting, a legal claim or a serious safety concern.

Website and service providers

• Supabase provides account authentication, database and file storage.
• Vercel hosts the website and its server functions.
• Stripe processes online payments. You enter card details through Stripe's secure payment form, including when paying a Xero invoice. Our website does not receive your full card number or security code; it receives transaction and relevant customer details.
• Xero holds customer contact details, order line items, invoices and payment records when we use it for invoicing and accounting. Payments recorded against an invoice are used to update the shop order’s payment status.
• Resend delivers service emails and requested reminders.
• Google Fonts and jsDelivr supply fonts and website software. Your browser sends technical information such as your IP address when requesting these resources.

Processing outside New Zealand

These providers may store or process information outside New Zealand. When a provider holds or processes information solely on our behalf, we remain responsible for its handling and require appropriate safeguards. If information is disclosed to an overseas recipient for its own use, we must meet the Privacy Act's overseas disclosure requirements, such as comparable privacy protections or another permitted basis. Reading this policy does not give blanket consent to overseas disclosures without those protections.

Website storage, security and retention

Cookies and browser storage

The site uses browser storage to keep you signed in, remember your cart and support booking and checkout steps. Hosting, account and payment services may also use cookies or similar technology for functionality and security. Your analytics cookie preference is also stored in your browser. Optional analytics is described below.

You can clear or restrict cookies and site storage in your browser. This may sign you out, clear your cart or stop parts of the site from working.

Optional website analytics

If you choose “Allow analytics”, we use Google Analytics to understand visits to our public website, where visitors come from, clicks to contact or book coaching, successful booking and waitlist requests, product views, cart changes, checkout starts and completed purchases. Google receives technical information about your browser and device and uses analytics cookies to distinguish visits. These reports help us improve the website and understand which marketing brings enquiries.

Our analytics code does not send the contents of booking, account or checkout forms, names, email addresses, phone numbers, player details or booking notes. Analytics does not run on account, administration or email verification pages. A payment return is measured only if you allowed analytics before starting checkout and our server verifies that Stripe received payment. We send item quantities and prices, tax, shipping and a non-identifying transaction reference, without customer or player details. We remove query strings and fragments from page addresses sent to Analytics, and only send the referring website's origin. Where a link contains a recognised marketing campaign code, we use that code to identify the campaign; we do not send search terms or free-text form contents. Advertising storage, Google signals and advertising personalisation are disabled in our website tag.

Analytics is optional. Google Analytics is not loaded until you allow it. You can select “No thanks” and still use bookings and shopping, or change your choice using “Cookie preferences” in the footer of a public page. We remember your choice for up to six months. Withdrawing consent stops future analytics collection from this browser and removes its Google Analytics cookies; it does not remove information already collected. Clearing browser storage resets your choice.

Google processes analytics data on its infrastructure, which may be outside New Zealand. See Google's privacy policy and how Google uses information from sites that use its services. Contact our privacy officer with any questions about our analytics use.

Keeping information safe

We take reasonable steps to protect personal information against loss, unauthorised access, use, alteration or disclosure. This includes account permissions and secure connections. No online system is completely risk free. Please keep your login details private and contact us if you suspect someone has accessed your account.

If a privacy breach has caused, or is likely to cause, serious harm, we will notify the Privacy Commissioner and affected people as soon as practicable, unless a legal exception applies.

How long we keep it

We keep personal information only as long as needed for the purpose it was collected for or another lawful purpose, such as resolving a dispute or meeting record keeping obligations. Tax and accounting records generally need to be kept for at least seven tax years. This does not mean all player details or coaching notes need to be kept for that long.

When information is no longer needed, we will take reasonable steps to delete it or make it no longer identify you. Removing an account does not necessarily remove records we must retain, and backup copies may remain until they are replaced or expire.

Service messages and optional restring reminders

We use your contact details for account verification and security, booking and waitlist updates, orders, payments and replies to enquiries.

Racket restring reminders are optional. If you ask for them, we record your preference and chosen interval and use the latest stringing date to work out when a reminder is due. You can change the interval or stop reminders by replying to a reminder or contacting us. Stopping reminders does not prevent essential messages about an existing booking, order or account.

Accessing and correcting your information

You have the right to ask for access to personal information we hold about you and to ask us to correct it. You can update some details in My Account, or contact our privacy officer for help. We may need to check your identity and any authority to act for someone else.

We will respond to an access or correction request as soon as reasonably practicable and within 20 working days, unless a lawful extension applies. If we extend the timeframe, we will tell you why, the new deadline and your right to complain. If access is granted, we will provide the information without undue delay.

If we cannot give access or make a requested correction, we will explain the decision and your complaint rights, subject to the law. If we do not make a correction, you can ask us to attach a statement of the correction you sought. Where required, we will take reasonable steps to tell previous recipients about a correction or attached statement.

You can also ask us to close your account or delete information. We will consider the request and explain any information we need to retain; New Zealand law does not provide an unrestricted right to erasure.

Questions or concerns

Please contact our privacy officer if you have a concern about how we handle personal information. We will look into it and respond. You can also make a complaint to the Office of the Privacy Commissioner.

More information about your rights is available from the New Zealand Privacy Commissioner.

Changes to this policy

We will update this page and its date when our practices or legal obligations change. Where a significant change affects how we use your information, we will take appropriate steps to bring it to your attention and obtain authorisation where required.