Privacy Policy
The Esports Institute, Inc., dba Esporterz Version 1.0 · Last updated: 8/24/26
Who We Are
The Esports Institute, Inc., doing business as Esporterz 586 Magnolia Avenue, Larkspur, CA 94939 (415) 570-9991 · info@esporterz.com
This Policy explains what personal information we collect through www.esporterz.com and our online booking system, how we use it, who we share it with, and what choices you have. It applies to our website, our registration and booking systems, and information we collect at our facility.
By using our website or enrolling in our programs, you agree to this Policy.
1. Information We Collect
1.1 Information you give us
Registration information: parent or guardian name, participant name, age, school and grade, email address, and phone number.
Health and safety information: allergies, medications, emergency medication needs (epinephrine auto-injector or rescue inhaler), medical conditions affecting participation, health insurance carrier and policy number, emergency contact details, and authorized pickup persons. We collect this only for participant safety and treat it as confidential.
Participation preferences: favorite games, games of interest, friends attending, approval for age-rated games, permission for unaccompanied departure, and any accommodations you tell us about.
Payment information: processed by our third-party payment processors. We receive confirmation of payment and a partial card identifier. We do not store full payment card numbers on our systems.
Communications: emails, form submissions, messages, and any reviews or testimonials you provide.
1.2 Information collected automatically
IP address, browser type and version, device type, operating system, referring page, pages viewed, and time spent. This is collected through our website platform and used in aggregate to understand and improve site performance. Our booking system records the date and time of each booking.
1.3 Photographs and video
We occasionally take photographs and video at our facility and at events. See Section 7 for how these are used and how to decline.
2. How We Use Information
We use personal information to:
Provide and administer programs, classes, camps, memberships, parties, and events
Plan groupings, seating, and staffing
Process payments, manage recurring billing, and issue refunds
Communicate about enrollment, schedules, changes, and cancellations
Maintain participant safety, including emergency contact and medical response
Register participants for esports leagues and competitions where applicable
Send marketing communications where you have opted in (see Section 6)
Improve our website, programs, and services
Comply with legal obligations and enforce our Terms and Conditions and Participant Agreement
We do not use automated decision-making that produces legal or similarly significant effects.
3. Retention
Information Kept for Registration and enrollment records 3 years after the last program attendedFinancial and payment records7 years, for accounting and tax purposesHealth, allergy, and emergency contact information12 months after the last program attendedSigned Participant Agreements and consents 7 years, or longer where a claim is pendingMarketing contact informationUntil you unsubscribe
4. Who We Share Information With
We do not sell personal information. We do not share personal information with third parties for their own marketing purposes.
We share information with service providers only as needed for them to perform their function:
PurposeProviderWebsite hosting and formsSquarespaceBooking, registration, and intake formsAcuity SchedulingPayment processingSquare and PayPal
We may also disclose information where required by law, to respond to legal process, to protect the safety of a participant or another person, or in connection with a sale or transfer of the business.
Coaches and instructors have access to participant names, ages, emergency contacts, allergy and medical information, pickup authorizations, and photography preferences — the information necessary to supervise participants safely.
5. Cookies and Tracking
5.1 Our website uses cookies — small text files stored on your device — to keep the site functioning, remember your preferences, maintain your cart and session, and understand aggregate site usage.
5.2 You can restrict or block cookies through your browser settings. Blocking all cookies may prevent parts of the site, including booking and checkout, from working.
5.3 Do Not Track. Our website does not currently respond to Do Not Track browser signals.
5.4 Third parties, including our website, booking, and payment platforms, may set their own cookies. Their practices are governed by their own privacy policies.
6. Marketing Communications
We send program updates, schedules, and promotional emails only to people who have opted in. Every marketing email includes an unsubscribe link, and you can also unsubscribe by emailing info@esporterz.com.
Unsubscribing from marketing does not stop transactional messages — booking confirmations, schedule changes, billing notices, and safety communications — which we need to send to deliver the service.
7. Photographs and Video
7.1 We occasionally share photographs and video from our programs on our website, social media, and program materials.
7.2 Permission for a participant under 18 is given by a parent or guardian in our registration form. It is optional, and declining does not affect your child's enrollment or experience.
7.3 Our practice. We use first names only, never tag children by name on social media, and never disclose a child's school, home neighborhood, or other identifying details in public-facing content. We do not sell or license children's images to third parties.
7.4 Changing your answer. Write to media@esporterz.com at any time. We will stop using your child's image in new materials and remove it from our website and our own social media accounts where reasonably practicable. We cannot recall printed materials already distributed or content already shared or reposted by others.
7.5 Where a parent declines, we flag the child's name on program rosters so coaches and instructors know. We cannot control photographs taken by other families.
8. Children's Privacy
8.1 We are a youth program, and most of our participants are minors. We take children's privacy seriously.
8.2 How we collect children's information. Information about participants under 18 is provided to us by a parent or legal guardian during registration. We do not knowingly permit children under 13 to create their own accounts or submit personal information to us directly through our website or booking system.
8.3 What we collect about child participants. Name, age, school and grade, program history, game preferences, health and emergency information provided by a parent, and photographs or video where permission has been given.
8.4 We do not use children's personal information for behavioral advertising, sell it, or disclose it to third parties except the service providers listed in Section 4 and esports leagues where a parent has enrolled the child in competition.
8.5 Parental rights. A parent or guardian may at any time review the personal information we hold about their child, request that we delete it, and refuse to permit further collection or use of it. Contact info@esporterz.com or (415) 570-9991. Withdrawing consent may mean we can no longer provide the program.
8.6 If we learn we have collected personal information directly from a child under 13 without verifiable parental consent, we will delete it promptly.
9. Data Security
We use physical, electronic, and administrative safeguards to protect personal information, including access controls limiting staff access to what their role requires, encrypted transmission of payment data through our processors, and secured accounts on our website and booking platforms.
No method of transmission or storage is completely secure. We cannot guarantee absolute security. If a breach affecting your personal information occurs, we will notify you as required by California Civil Code § 1798.82.
10. Your Rights and Choices
We offer everyone the following:
Access — request a copy of the personal information we hold about you or your child. Correction — ask us to fix inaccurate or incomplete information. Deletion — ask us to delete your information, subject to records we must retain for legal, accounting, or safety reasons. Opt out of marketing — unsubscribe at any time. Change your photo permission — as described in Section 7.
To exercise any of these, email info@esporterz.com or call (415) 570-9991. We will respond within forty-five (45) days. We do not charge a fee for these requests. We will verify your identity before acting, and for requests about a child, confirm you are the parent or guardian.
We will not discriminate against you for exercising these rights.
11. Third-Party Links
Our website links to other sites, including social media and league platforms. We are not responsible for their privacy practices. Review their policies before providing information.
12. Changes to This Policy
We may update this Policy. The version number and date above will reflect any change, and the revised Policy takes effect when posted. If we make a material change to how we handle personal information — particularly children's information — we will notify enrolled families by email before it takes effect, rather than relying on posting alone.
13. Contact
The Esports Institute, Inc., dba Esporterz 586 Magnolia Avenue, Larkspur, CA 94939 (415) 570-9991 info@esporterz.com · media@esporterz.com (photo permissions)