Last updated: 17 October 2026
This policy explains what personal information Pickleball Trips collects, why we collect it, who we share it with, and the choices you have. It covers this website, your customer account, our booking and payment process, our enquiry and registration forms, and the emails and text messages we send. Please read it alongside our Terms and Conditions.
1. Who We Are
Pickleball Trips LLC (“Pickleball Trips”, “we”, “us”, “our”) curates, promotes, and facilitates pickleball-focused travel experiences. This website is operated by us, and we are responsible for the personal information described in this policy.
If you have a question about this policy, or about information we hold about you, contact us using the details in section 12.
2. Information You Give Us
2.1 Accounts and bookings
When you create an account or book a trip, we collect your name, email address, billing and shipping address, phone number, and the username and password for your account. We keep a record of what you have booked and paid, including any deposit and instalment schedule that applies to your trip.
Card payments are entered into and processed by Stripe. Your full card number is submitted directly to Stripe and we neither receive nor store it. We receive a record of the payment, such as the amount, the result, and the card brand and last four digits, so that we can identify the transaction and issue refunds.
2.2 The Registration and Liability Form
Once you are booked on a trip we ask you to complete our Registration and Liability Form. You must be signed in to your account to use it, so that you can return and edit your answers before you travel. The form collects more information than the rest of the site, because it is what we and our local operators work from on the ground.
For you, and for a travel companion if you are registering on their behalf, the form collects:
- The trip and departure dates you are registered for.
- Full name as it appears on your passport or government-issued ID, and your preferred name.
- Optionally, a photo or scan of your passport or another government-issued ID, uploaded as a JPG, PNG or PDF. We ask for this so that we can book flights and accommodation in the name on your travel documents. You do not have to upload it to complete the form, and it is not needed for trips within the United States.
- Date of birth.
- Email address and phone number.
- Your pickleball rating and home pickleball club.
- Arrival and departure flight number, airline, date and time, where you have booked them.
- Any health concerns you choose to tell us about, and any dietary restrictions or food allergies.
- Rooming preferences and the name of a roommate.
- The name, relationship and phone number of an emergency contact who is not on the trip. We share these only with our team and your trip’s guides.
- Any other questions, comments or concerns you add.
Some trips ask for more, because the activities included require it. The Wild Montana trip asks whether you intend to ride horseback and, if so, for your height and weight, because the riding operator sets limits on these and on age. It also asks which optional activities you are interested in.
The form ends with our Release of Liability, Assumption of Risk and Agreement Not to Sue. Each traveler ticks to agree to it and to our Terms and Conditions, types their full legal name, and signs electronically. The release includes your consent to receive medical treatment in an emergency. A separate Yes or No choice, set to Yes unless you change it, records whether you agree to photos and video of you taken on the trip being used in our marketing. We store each signature image, typed name and the date of submission as the record of that agreement.
Health information, dietary information, identity documents and your signature are sensitive. We use them only to run your trip: to brief guides and local operators, to arrange meals, to book travel in the name on your documents, and to respond if something happens while you are travelling. We do not use them for marketing. Identity documents are deleted on the timetable in section 9.
2.3 Enquiries, tour requests and the mailing list
Our contact form, private tour request, custom trip request and trip waiting list collect your name, email address, phone number and whatever you tell us about the trip you are interested in, such as dates, group size, skill level, destination and activity preferences. Our private tour form also asks how you would prefer to be contacted, including by text message. If you join our mailing list we collect your name and email address.
3. Information Collected Automatically
When you visit the site, we and the services listed in section 6 may collect your IP address, approximate location derived from it, browser and device type, the pages you view, how you arrived at the site, and the contents of your cart. This happens through cookies and similar technologies, which are covered in section 7 and in our Cookie Policy.
4. Text Messages
Our contact form includes a checkbox about text messages. By ticking it and submitting the form, you consent to receive marketing text messages from Pickleball Trips at the number you provided, such as promotions and cart reminders.
- Consent is not a condition of purchase. You can book a trip without agreeing to receive texts.
- Message frequency varies, and message and data rates may apply.
- You can stop marketing texts at any time by replying STOP to any message we send, or by contacting us using the details in section 12.
Stopping marketing texts does not stop messages we need to send you about a trip you have already booked, such as a change to a departure time. Your phone number and your consent are recorded in ActiveCampaign, which we use to send marketing messages.
5. How We Use Your Information
We use the information described above to:
- Take and confirm your booking, collect deposits and instalments, and issue refunds.
- Create and manage your account, and let you sign in to review or edit what you have submitted.
- Run your trip: pass on the details our guides, hotels, transport and activity operators need, arrange rooms and meals, and plan around arrival and departure times.
- Keep a record of the liability release and photo consent you signed.
- Answer your enquiries and respond to requests for a private or custom tour.
- Send you marketing emails and, if you have agreed, marketing text messages.
- Understand how the site is used, measure our advertising, and improve both.
- Protect the site from spam and fraudulent sign-ups.
- Meet our legal, accounting, tax and insurance obligations, and deal with disputes or claims.
6. Who We Share Your Information With
We do not sell your personal information for money, and we do not rent or trade your contact details to unrelated companies. We do share it in the following ways.
6.1 Trip operators and suppliers
As explained in our Terms and Conditions, we do not own or operate the airlines, hotels, transport providers, venues and activity operators used on a trip unless we say so. To deliver your trip we pass them the information they need, which can include your name as it appears on your ID, date of birth, contact details, rooming and dietary requirements, flight details, and any health information relevant to an activity you have chosen. These suppliers are usually in the country you are travelling to, and they handle your information under their own policies.
6.2 Service providers we use to run the site
These companies process information on our behalf, for the purposes shown:
- Stripe — processes card payments, including deposits and instalments, and handles your card details directly.
- ActiveCampaign — receives our contact form, private tour request and mailing list sign-ups, and stores your contact details, your text message consent and your marketing preferences. These forms submit directly to ActiveCampaign.
- Brevo — delivers the email the site sends, such as account, booking and enquiry notifications.
- Google — provides Google Analytics and Google Ads measurement, which receive information about your visit; reCAPTCHA, which checks that form submissions and account registrations are not automated; and Google Maps, which loads where we show a map.
- Meta (Facebook) — receives information about your visit and your purchases through the Meta advertising pixel, which we use to measure and target our advertising.
- Our website host and backup provider — stores the site and its database, including your account, order and form records.
Your account, your orders and your Registration and Liability Form submissions, including your signature, are stored in this website’s own database rather than with a third party.
6.3 Our team
Members of the Pickleball Trips team who administer the site can see your account details, your orders and your form submissions. They use this to take bookings, run trips, process refunds and support you.
6.4 Legal reasons
We may disclose information where we are required to by law, or where we need to in order to establish, exercise or defend a legal claim.
7. Cookies and Consent
We use cookies and similar technologies to keep you signed in, remember your cart, understand how the site is used, and measure our advertising. When you first visit, a consent banner lets you accept or refuse categories of cookies, and analytics and advertising scripts are held back until you choose. You can change your choice at any time from the banner’s preferences link, and you can also block or delete cookies in your browser settings, though parts of the site may then stop working.
Our Cookie Policy lists the individual cookies in use.
8. How We Protect Your Information
The site is served over an encrypted connection, your account is protected by a password, and the Registration and Liability Form can only be opened by someone signed in to an account. Access to the site’s administration is limited to team members who need it. Card details are handled by Stripe and are not stored on our systems. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.
9. How Long We Keep It
Passports and other identity documents are deleted 6 months after you upload them. This happens automatically, and it removes the file itself, not just our link to it.
We keep your account and booking records for as long as your account is open, and afterwards for as long as we need them to meet our accounting, tax and insurance obligations and to deal with any claim arising from a trip. Signed liability releases are kept as the record of an agreement you entered into. Marketing contacts are kept until you unsubscribe. If you want to know how long we hold a particular record, or you want it removed, contact us using the details in section 12.
10. Your Choices and Rights
- Your account. You can sign in to My Account to see and update your details, your orders, and your Registration and Liability Form.
- Marketing email. Every marketing email has an unsubscribe link.
- Marketing texts. Reply STOP to any message, as described in section 4.
- Cookies. Change your consent from the banner’s preferences link, as described in section 7.
- Access, correction and deletion. You can ask us for a copy of the personal information we hold about you, ask us to correct it, or ask us to delete it. Contact us using the details in section 12 and tell us what you want. We may need to verify who you are before we act, and we may have to keep information we are legally required to retain.
Depending on where you live, you may have additional rights over your personal information under local law. Contact us and we will tell you how we can help.
11. Children
Our trips and this website are intended for adults. Anyone signing our Registration and Liability Form must confirm they are eighteen or older, and our Terms and Conditions require that minors use our services only with the consent of a parent or legal guardian. We do not knowingly collect personal information from children. If you believe a child has given us personal information, contact us and we will remove it.
12. Contact Us
If you have questions about this policy, or you want to exercise any of the choices in section 10, contact us at:
Pickleball Trips
Email: connect@pickleballtrips.com
Website: https://www.pickleballtrips.com
13. Changes to This Policy
We may update this policy from time to time. When we do, we will post the new version on this page and change the “last updated” date at the top. If the change is significant we will tell you by email or through the site.