Privacy Policy

Last Updated: September 29, 2026

[POLO CLUB NAME] (“the Club,” “we,” “our,” or “us”) respects your privacy and is committed to protecting the personal information you provide when visiting our website, registering for polo activities, becoming a member, attending an event, or otherwise interacting with the Club.

This Privacy Policy explains what information we may collect, how we use it, when it may be shared, and the choices available to you.

Information We Collect

We may collect information that you voluntarily provide to us, including:

• Name

• Email address

• Telephone number

• Mailing or billing address

• Polo handicap

• Club or USPA membership information

• Number of horses or chukkers requested

• Practice and tournament registrations

• Membership information

• Emergency contact information

• Payment and transaction information

• Messages, requests, or other information submitted through our website

We may also automatically receive certain technical information when you use our website, such as your IP address, browser type, device information, pages visited, and general website activity.

Polo Practice & Event Registration

When registering for practices, tournaments, clinics, or other Club activities, we may collect information necessary to organize and safely operate those activities.

This may include your name, polo handicap, number of horses, requested chukkers, availability, and other playing information.

Certain practice information may be displayed to other players or publicly on our website for scheduling purposes. For example, an upcoming practice may display a player's name, number of horses, handicap, or participation status.

We will not intentionally publicly display your telephone number, email address, payment information, home address, or emergency contact information.

Where available, players may be given the option to have their participation displayed without their full name.

How We Use Your Information

We may use information collected through the website to:

• Manage Club memberships

• Organize polo practices and chukkers

• Create practice groups, teams, and schedules

• Manage tournaments, clinics, and events

• Communicate schedule changes, cancellations, and field conditions

• Process registrations and payments

• Maintain Club and player records

• Respond to questions and requests

• Send Club announcements and updates

• Improve our website and Club operations

• Prevent fraud, misuse, or unauthorized activity

• Comply with applicable legal, insurance, safety, and regulatory requirements

Payments

If payments are accepted through our website, payment transactions may be processed by third-party payment providers.

The Club may receive information regarding the transaction, such as your name, amount paid, date of payment, and transaction status. Complete credit or debit card information may be handled directly by the applicable payment processor rather than stored by the Club.

Payment providers maintain their own privacy and security practices.

Sharing of Information

We do not sell or rent your personal information.

We may share information when reasonably necessary with service providers that help us operate the Club and website, such as website hosting providers, payment processors, registration systems, email or communication services, insurance providers, tournament administrators, or other organizations involved in an activity for which you have registered.

Information may also be disclosed when required by law, court order, government request, or when reasonably necessary to protect the Club, its members, participants, horses, property, or the safety of others.

Photographs and Video

Polo practices, tournaments, social events, and other Club activities may be photographed or recorded.

Photographs or video from Club activities may be used on the Club's website, social media accounts, promotional materials, tournament coverage, or other Club communications.

Where required by applicable law or Club policy, additional consent may be requested.

Communications

If you provide your email address or telephone number, we may use it for Club-related communications such as practice schedules, tournament information, membership notices, cancellations, weather updates, field conditions, and other operational information.

Marketing communications may include an option to unsubscribe where required.

Certain operational communications relating to an activity for which you have registered may still be necessary.

Cookies and Website Technology

Our website may use cookies and similar technologies to operate website features, remember preferences, understand website traffic, improve performance, and support security.

Third-party services integrated into the website may also use cookies or similar technologies according to their own privacy policies.

You may be able to control certain cookies through your browser or website cookie settings.

Third-Party Services

Our website may contain links to or integrations with third-party websites and services.

These services operate under their own terms and privacy policies. The Club is not responsible for the privacy practices of third-party websites or services.

Information Security

We take reasonable administrative and technical measures intended to protect personal information against unauthorized access, loss, misuse, or disclosure.

However, no website, electronic transmission, or storage system can be guaranteed to be completely secure.

Data Retention

We may retain personal information for as long as reasonably necessary to operate the Club, maintain membership and transaction records, administer events, satisfy insurance or legal requirements, resolve disputes, and enforce Club policies.

Information that is no longer reasonably necessary may be deleted or anonymized when appropriate.

Children's Privacy

Our website and Club activities may involve youth polo participants.

When personal information relating to a minor is required, we may require registration or consent from a parent or legal guardian as appropriate.

We do not knowingly use children's personal information for purposes unrelated to administering Club activities without appropriate authorization.

Your Privacy Choices

You may contact us to request that we review, correct, or update certain personal information we maintain about you.

You may also request removal of information from public-facing practice listings or other website areas where reasonably possible.

Certain information may need to be retained for legal, insurance, accounting, safety, membership, or transaction-record purposes.

Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect changes to Club operations, website functionality, legal requirements, or privacy practices.

The most current version will be posted on this page with its effective or last-updated date.

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