Ponce Inlet Athletic Court Reservations

Town of Ponce Inlet, Florida
Athletic Court Reservation System
Privacy Policy

Last Updated: January 4, 2026

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1. Purpose of this Privacy Policy

This Privacy Policy describes how the Town of Ponce Inlet, Florida (“Town”) collects, uses, stores, and discloses information when individuals use the Town’s athletic court reservation system (“System”) and related services. By using the System, you acknowledge that you have read and understand this Privacy Policy.

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2. Applicability

This Privacy Policy applies to information collected through the System, including online reservation portals, web forms, and any related communication tools used for managing reservations of Town athletic courts. This Policy does not limit or supersede the Town’s obligations under Florida’s public records laws or other applicable laws.

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3. Information the Town Collects

3.1 Information You Provide

The Town may collect information that you voluntarily provide, including:

• Name.

• Address and residency information.

• Email address and phone number.

• Account login or identification details (if applicable).

• Reservation details (dates, times, facilities, and participants where applicable).

• Communications you send to the Town (emails, forms, or other messages related to reservations or court use).

3.2 Automatically Collected Information

When you use the System, the Town or its service providers may automatically collect certain technical information, which may include:

• IP address.

• Browser type and version.

• Device type and operating system.

• Date and time of access.

• Pages or screens viewed and actions taken within the System.

This information is generally collected to help maintain security, monitor system performance, and improve the user experience.

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4. How the Town Uses Collected Information

The Town may use the information collected for purposes including, but not limited to:

• Creating, managing, and confirming reservations for athletic courts.

• Communicating with users about reservations, cancellations, changes, and facility rules.

• Verifying eligibility (such as residency or user category) where required by Town policy.

• Operating, maintaining, and improving the System and related Town services.

• Enforcing Terms of Service, facility rules, and Town ordinances.

• Planning, reporting, and managing Town recreational facilities and programs.

• Complying with legal obligations, including Florida public records and records retention laws.

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5. Public Records and Disclosure

5.1 Public Records

Information submitted to the Town may be considered a public record subject to disclosure under Florida’s public records laws, unless it is specifically exempt or confidential under Florida law. Users should be aware that:

• Some personal information contained in reservations, correspondence, or accounts may be available in response to a public records request.

• Certain information may be redacted or withheld when permitted or required by law.

5.2 Legal Requirements and Other Disclosures

The Town may disclose information:

• As required by federal, state, or local law, regulation, court order, or legal process.

• To law enforcement or other governmental entities when necessary for investigations, enforcement actions, or public safety.

• To vendors or service providers engaged by the Town to support System operations, subject to appropriate agreements and legal requirements.

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6. Service Providers and Third Parties

6.1 Service Providers

The Town may use third‑party vendors or contractors to host, maintain, or support the System or related technologies (for example, hosting providers, email service providers, or software vendors). These entities may have access to information as necessary to perform services on behalf of the Town and are expected to handle such information in accordance with applicable contracts and laws.

6.2 Links to Other Sites

The System or related communications may include links to external websites not operated by the Town. This Privacy Policy does not apply to those third‑party sites. Users should review the privacy policies of any external sites they visit.

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7. Data Security

The Town takes reasonable measures designed to protect information within the System from unauthorized access, use, disclosure, alteration, or destruction. However, no system or method of transmission over the internet is completely secure, and the Town cannot guarantee absolute security of any information transmitted or stored.

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8. Data Retention

The Town retains records, including reservation and account information, in accordance with Florida public records retention schedules and applicable Town policies. Information may be retained for operational, legal, or archival purposes even after an account is inactive or a reservation has concluded, unless otherwise provided by law.

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9. Children and Minors

The System is generally intended for use by adults or by minors under the supervision of a parent, guardian, or authorized adult. Information about minors may be collected when included in reservations or communications submitted by an adult user. The adult submitting such information is responsible for ensuring that they have the authority to provide it.

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10. Your Choices and Responsibilities

10.1 Accuracy of Information

Users are responsible for providing accurate and up‑to‑date information when using the System. Inaccurate information may affect reservations or the Town’s ability to contact you.

10.2 Updating or Correcting Information

Where practical, users may request updates or corrections to their contact or account information by contacting the appropriate Town department. The Town will address such requests in accordance with applicable law and Town policy.

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11. Changes to this Privacy Policy

The Town may revise or update this Privacy Policy from time to time. Updated versions will be posted on the Town’s website or within the System, with a revised “Last Updated” date. Continued use of the System after such changes take effect signifies acceptance of the updated Privacy Policy.

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12. Contact Information

Questions or concerns about this Privacy Policy, the System, or how information is handled may be directed to the appropriate Town department (for example, Parks and Recreation or Town Clerk). Current contact information will be published on the Town of Ponce Inlet’s official website and may be updated periodically.

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13. Governing Law

This Privacy Policy is governed by the laws of the State of Florida and the ordinances and regulations of the Town of Ponce Inlet, Florida, subject to any applicable federal law.

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14. Reservation of Rights

Nothing in this Privacy Policy shall be construed to limit the Town’s rights or obligations under Florida law, including but not limited to Florida’s public records and records retention requirements, or to waive any form of governmental or sovereign immunity available to the Town.