Privacy and media policy

Lotus & Lime Tournaments is responsible for the personal data collected through this site and at the event. Write to play@lotuslimetour.com about anything on this page.

Finca Escondida Racquet & Social Club is the venue. It does not receive your entry data, except a check-in list for access on the days of play.

From the entry form: first and last name, email address, phone number, country, your division or divisions, your self-rating and years of play, your DUPR ID if you give one, your partner's name and email, shirt size, dietary notes, number of guests, your emergency contact, any free-text notes you write, and which consent boxes you ticked.

From taking part: your payment reference and whether payment arrived, your check-in status, your match results and scores, and any dispute you raise about a score.

Technical: a session cookie when you log in to the player portal or the admin, and your language choice, stored in your browser. We run no analytics, no advertising trackers and no third-party cookies. Map tiles on the venue page are loaded from OpenStreetMap, which will see your IP address when the map loads.

• To run the tournament, which means the draw, the schedule, your emails, payment matching, the welcome kit and the food count. Basis: performing our agreement with you.
• For safety, which means the emergency contact and any medical note. Basis: your vital interests and our legitimate interest in running a safe event.
• For photo and video use. Basis: your consent, ticked in the form, and withdrawable.
• For news about future editions. Basis: your consent, ticked in the form, and withdrawable.
• For accounting. Basis: our legal obligations in Costa Rica.

The entry form asks for your partner's name and email so we can pair you and contact them about the draw. If you enter someone else's details, tell them. We write to them as a registered partner and point them to this page.

If your partner asks us to remove their details and no entry depends on them, we remove them.

• The tournament desk and the organising team. Access is by named account with a role, and admin actions are logged.
• Cloudflare, which hosts the site, the registration service and the database. Servers are outside Costa Rica.
• Resend, which delivers our email. It processes your name and email address to send you the messages you expect.
• Lotus & Lime, which receives head counts and dietary notes for the Friday dinner and the Thai breaks, without your contact details.
• The venue, which receives a check-in list for access on the days of play.

Sponsors receive aggregated numbers only. We do not sell your data, we do not rent it, and we do not hand a sponsor a participant list.

We disclose data to an authority only where the law requires it.

• Entry data: 24 months after the tournament, so we can run the next edition and answer questions about this one. Then deleted.
• Financial records: as long as Costa Rican tax and accounting law requires.
• Newsletter list: until you unsubscribe.
• Published results and the draw: kept as the permanent sporting record of the event.
• Photos and video: kept in our archive until you withdraw consent, after which we stop using them going forward.

We photograph and film the tournament. A photographer works courtside, and matches on the show court may be filmed or streamed.

If you ticked the media box, we may use images and video of you in tournament communication: this website, our social channels, the recap after the event, the press material and the material we show partners and sponsors. We do not sell your image to a third party for their own advertising.

If you did not tick it, you play exactly as normal. We do not use images where you are the subject. Tell the desk at check-in as well, so the photographer knows.

Two honest limits. In wide shots of a full court, a crowd or a prize ceremony, individuals may be visible and we cannot promise to remove every frame. And material already printed, already sent out or already published by a news outlet cannot be recalled.

To withdraw consent, or to ask us to take down a specific image, write to play@lotuslimetour.com. Withdrawal takes effect going forward and does not make earlier use unlawful.

Photos from the weekend are made available to players free to download after the event.

Your name, your division, your team and your match scores are published on the schedule page, on the screens at the venue and in the results after the event. So is your position in the standings.

This is the sporting record of a public competition, it is part of what you enter into, and it is not removable on request while the tournament runs or afterwards. If you do not want your name published in results, do not enter.

We do not publish your email, your phone number, your emergency contact, your dietary notes or your self-rating.

If you ticked the news box, we send a few emails a year about the next edition and about other Lotus & Lime Tournaments events. Every one of them has an unsubscribe link, and unsubscribing does not affect your entry in a tournament you already registered for.

If you did not tick it, we still email you about this tournament: your confirmation, the draw, changes to your match times and practical information. Those are service messages, not marketing, and you cannot unsubscribe from them while you are in the draw.

Under Costa Rican law 8968 on the protection of the person in the processing of personal data, you can ask us to:

• show you what we hold about you
• correct anything that is wrong
• delete data we no longer need, subject to the published results in section 8 and to our accounting obligations
• withdraw a consent you gave, at any time

Write to play@lotuslimetour.com. We answer within five working days and complete the request within 30 days. You can complain to the Costa Rican data protection agency, Prodhab.

If you live in the European Union or the United Kingdom, you also have rights of access, rectification, erasure, restriction, objection and portability, and you may complain to your national supervisory authority.

Data is held in Cloudflare's D1 database, reached only over HTTPS. Access is by named account with a role, logins use one-time codes or a password, admin actions are written to an audit log, and backups run on a schedule.

Because our hosting and email providers operate internationally, your data is stored and processed outside Costa Rica, including in the United States and the European Union. We use providers that commit contractually to appropriate safeguards.

No system is perfect. If a breach affects your data and creates a real risk to you, we tell you and the authority as the law requires.

Players under 18 register through a parent or guardian, who accepts this policy on their behalf. We do not knowingly collect data from a child outside that route.

If we change this policy in a way that matters, we publish the new version here with a date and email registered players.

Contact: play@lotuslimetour.com, or Fernanda on WhatsApp at +506 6102 0603.

Privacy and media policy v1.0, published 10 September 2026.