PrivacyPolicy

01Who we are

Fluid Arena is a pickleball and wellness venue in Koregaon Park, Pune, operated by FluidSports Management ("FluidSports", "we", "us"). Fluid Arena is a brand of FluidSports Management. Our GSTIN is 27AALFF0972H1Z9 and our premises are at Before Godrej Building, Plot No 7, S No 81, Lane O, N Main Rd, Koregaon Park Annexe, Pune, Maharashtra 411036.

This Privacy Policy explains what personal data we collect when you visit fluidarena.com, book or play at the arena, join a membership or corporate plan, attend our events, or communicate with us, and how we handle that data. It is written to comply with the Digital Personal Data Protection Act, 2023 and the Information Technology Act, 2000, together with the rules made under them.

02What this policy covers

This policy applies to:

• the website at fluidarena.com and www.fluidarena.com;
• the Fluid Arena premises, including courts, yoga and wellness spaces, the café, the pro shop and common areas;
• court bookings, open play, coaching, run clubs, social nights, tournaments and other events we organise;
• memberships and corporate plans;
• our WhatsApp broadcast list and other channels we use to communicate with you.

It does not cover third-party websites, apps or platforms that we link to or that you use to reach us, such as WhatsApp, Instagram, Google Maps or a payment gateway. Those services have their own privacy policies.

03Information we collect

Information you give us. When you book a court, register for an event, join a membership or corporate plan, or contact us, we may collect your name, mobile number, email address, date of birth or age bracket, emergency contact details, skill level, booking history and preferences, and the name of your employer where a corporate plan applies. For junior players we collect the parent's or guardian's name and contact details.

Payment information. Payments are processed by third-party payment providers. We receive a transaction reference, the amount, the date and the payment status. We do not store your card number, UPI PIN or bank login details.

Information collected at the arena. Our premises are covered by CCTV, and we may photograph or film matches, open play, events and social nights. See section 04 below. We also keep access and attendance records for bookings and memberships.

Information collected automatically on the website. fluidarena.com is a static site hosted on Vercel. Our hosting provider records standard server logs, including your IP address, browser type, device type, the pages you request and the time of the request, to serve the site and keep it secure. The site loads typefaces from Google Fonts, which means your browser sends a request, including your IP address, to Google when the page loads. We do not run analytics or advertising trackers on the site.

Information from other services. If you contact us on WhatsApp, Instagram, Facebook or X, we receive the information those platforms make available to us, such as your profile name and the content of your message. If we use a booking or scheduling platform, that platform shares your booking details with us.

04CCTV, live streaming and recordings

The arena is monitored by CCTV cameras for the safety of players, visitors and staff, for the protection of property, and to help resolve incidents and disputes. Cameras cover the courts, entrances, common areas and the café and pro shop. They do not cover changing rooms or washrooms.

Live streaming. Our CCTV and court cameras have live-streaming capability. Matches, open play, coaching sessions, tournaments and events at the arena may be streamed live, or recorded and published later, on Fluid Arena's own channels and on social media and video platforms such as Instagram, Facebook, YouTube and X, and on screens inside the arena. Streams and recordings may show your face, your play, your name or team name where announced, and the audio around the court.

Your consent. By entering the courts and play areas you consent to appearing in CCTV footage, live streams, recordings and photographs taken at the arena, and to our use of that content for safety, operations, promotion and marketing of Fluid Arena. Signage at the entrance and on the courts tells you when an area is being streamed.

If you would rather not be featured. Tell our staff before you start playing, or email hello@fluidarena.com, and we will take reasonable steps not to feature you in promotional content and to remove you from recordings we control. Please note that a live stream cannot be edited while it is running, and that we cannot control content once it has been shared or copied by other people on third-party platforms.

Retention. Routine CCTV footage is kept for about 30 days and then overwritten, unless we need to keep it for an incident, a legal claim or a request from law enforcement. Published streams and recordings remain on the platform where they were posted until we remove them.

05How we use your information

• to take, confirm, change and cancel bookings and to run open play, coaching and events;
• to set up and manage memberships and corporate plans, including attendance and billing;
• to process payments and issue invoices and receipts, and to keep accounting and tax records;
• to send you booking confirmations, reminders, schedule changes and other service messages;
• to send you event drops, open-play slots and arena news where you have opted in;
• to keep the arena safe and secure, and to investigate accidents, injuries, damage or misconduct;
• to promote Fluid Arena using photographs, video and live streams, as described in section 04;
• to answer your questions and handle complaints and grievances;
• to comply with the law and to establish, exercise or defend legal claims.

We rely on your consent, or on the processing being necessary to provide the service you asked for, to meet a legal obligation, or for our legitimate interest in running the arena safely.

06WhatsApp and other communications

Our "Join the drops" link opens a WhatsApp chat with Fluid Arena. By sending that first message you opt in to receiving event drops, open-play slots and arena news from us on WhatsApp. You can stop at any time by replying STOP, blocking the number or leaving the channel, and we will remove you from the list. Service messages about a booking you have made will still be sent.

WhatsApp is operated by Meta Platforms. Messages are subject to WhatsApp's own privacy policy and terms, which we do not control.

07Who we share information with

We do not sell your personal data. We share it only with:

• Service providers who help us run the arena, such as booking and scheduling software, payment gateways, invoicing and accounting tools, email and messaging providers, and our website host (Vercel). They may process your data only on our instructions.
• Platforms we publish on. Live streams, recordings and photographs are shared with the social media and video platforms we publish them on, which then host that content under their own terms.
• Coaches, event partners and sponsors for the specific event or programme you take part in, limited to what they need to run it.
• Your employer or plan sponsor, where you play under a corporate plan, limited to attendance and usage information needed to administer the plan.
• Professional advisers such as lawyers, accountants and insurers.
• Authorities where the law requires it, or to respond to a lawful request from the police, a court or a regulator.
• A buyer or successor if FluidSports Management or Fluid Arena is sold, merged or reorganised, subject to this policy.

08Cookies

fluidarena.com does not set cookies and does not use analytics or advertising trackers. Third-party services that we link to, or that we may embed in future such as a booking widget or a video player, may set their own cookies under their own policies. If we start using cookies ourselves, we will update this policy and ask for your consent where the law requires it.

09How long we keep information

• Booking, membership and payment records: for as long as your account or plan is active and then for up to eight years, as required by Indian tax and accounting law.
• Marketing and WhatsApp contact details: until you opt out or ask us to delete them.
• CCTV footage: about 30 days, unless retained for an incident or legal matter.
• Published streams, recordings and photographs: until we remove them or you ask us to, subject to section 04.
• Website server logs: for the period set by our hosting provider, typically a few weeks.
• Correspondence and complaints: for up to three years after the matter is closed.

10How we protect information

We use reasonable technical and organisational measures to protect your personal data, including access controls on booking and CCTV systems, secure third-party processors for payments, and encrypted connections (HTTPS) on our website. No system is completely secure, and we cannot guarantee that your data will never be accessed without authorisation. If a breach affects you, we will notify you and the Data Protection Board of India as the law requires.

11Your rights

Under the Digital Personal Data Protection Act, 2023 you have the right to:

• ask for a summary of the personal data we hold about you and how we have used and shared it;
• ask us to correct, complete or update your data;
• ask us to erase your data, unless we need to keep it for a legal reason;
• withdraw consent you have given, with effect for the future;
• nominate a person to exercise these rights on your behalf if you are unable to;
• raise a grievance with us, and if you are not satisfied with our response, complain to the Data Protection Board of India.

To exercise any of these rights, email hello@fluidarena.com from the address or number we have on record, or write to us at the address in section 13. We may ask you to verify your identity first. We will respond within the time the law allows.

12Children and junior players

Players under 18 are welcome at the arena with the consent of a parent or guardian. We collect a junior player's details only from, or with the verifiable consent of, their parent or guardian, and we do not send marketing messages to children. If you believe we have collected a child's data without appropriate consent, email hello@fluidarena.com and we will delete it.

13Grievances and contact

Questions, requests and complaints about this policy or about your personal data should be sent to our Grievance Officer:

Grievance Officer, FluidSports Management
Fluid Arena, Before Godrej Building, Plot No 7, S No 81, Lane O, N Main Rd, Koregaon Park Annexe, Pune, Maharashtra 411036
Email: hello@fluidarena.com

We aim to acknowledge every grievance promptly and to resolve it within the time required by law.

14Changes to this policy

We may update this policy from time to time, for example when we introduce a new booking system, start using cookies, or change how we stream or record play. The date at the top of the page shows when it was last changed. Where a change is significant, we will tell you by email, WhatsApp or notice at the arena before it takes effect.