Who we are.

Knox Esports LLC (“Knox”, “we”) runs the Knox Esports venue at 108 N Peters Road, Knoxville, TN 37923, and this website. This policy covers the website and everything booked or bought on it, including Math Lab tutoring, Study Hall and free iCode trial classes.

It doesn’t cover other companies’ websites, even when we link to them. For example, gift cards are bought on Square’s own page, under Square’s privacy policy.

What we collect.

We only ask for what we need to run the booking or order you’re making.

When you book or buy

• Birthday parties: your name, email and phone number, the birthday child’s name, and any notes you add.
• Memberships: your name, email and phone number. Square keeps your card on file for monthly billing (see “Payments,” below).
• Math Lab tutoring and Study Hall: your name, email and phone number, and your students’ first names and grades.
• Free iCode trial classes: your name, email and phone number, your child’s first name and age, and any notes you add.
• Card and supply orders: your name, email and phone number, and your shipping address if you choose shipping.
• Event RSVPs: your name and email address.

When you sign in

The Login page sends a 6-digit code to your email. We store the code only in scrambled form, and it stops working after 10 minutes. Once you’re signed in, you stay signed in on that device for 30 days.

Automatically

• With each booking we keep a one-way scrambled code made from your internet (IP) address, to stop abuse such as one person taking every free trial seat. It can’t be turned back into your address.
• Our host, WordPress.com, keeps standard server logs (such as IP address, browser type and the pages requested) to run and protect the site.
• Visitor statistics: WordPress.com’s built-in Jetpack Stats counts visits: the pages viewed, the country visitors are in and the website that sent them, such as a search engine. We use it to see which pages are useful. We don’t use Google Analytics or advertising trackers.

Payments

Payments go through Square. You type your card number into Square’s own secure card form or checkout page, and it goes straight to Square. It never reaches our website, and we never see or store a full card number. For memberships, Square keeps your card on file so it can bill on the 1st of each month. See Square’s privacy notice.

How we use it.

• To confirm, run and support your booking, membership, order or class.
• To email you about it: sign-in codes, confirmations, receipts, and membership changes and cancellations.
• To tell our staff about your booking so they can get ready for it.
• To bill memberships each month, and to handle refunds and questions.
• To keep the website secure and prevent fraud and abuse.
• To meet legal, tax and accounting requirements.

We don’t sell your personal information, and we don’t share it for advertising. This website sends only emails about things you’ve booked or bought, not marketing.

Who we share it with.

We share information only with the companies that help us run the website and the business, and only what each one needs:

• Square, for payments, membership billing, customer records, orders and gift cards.
• Google (Google Workspace), which delivers our emails.
• WordPress.com (Automattic), which hosts this website and runs its visitor statistics (Jetpack Stats).
• Google, whose map on the About & Contact page loads from Google’s servers.
• iCode Knoxville: free trial-class bookings go to Knox staff and to iCode Knoxville’s own inbox, so the instructors know who’s coming.

We may also share information when the law requires it, to protect someone’s safety, or as part of a sale or reorganization of the business.

Cookies and similar technology.

We keep these to a minimum:

• Sign-in cookie (knox_member): keeps you signed in on the Login page for 30 days, or until you sign out.
• Your cart is saved in your own browser (local storage), so it’s still there if you leave and come back. It isn’t sent to us until you check out.
• The tutoring time you picked is kept in your browser tab (session storage) while you sign in, then cleared.
• WordPress cookies are set only for staff who log in to manage the website.
• Square’s card form and Google’s map may set their own cookies, under Square’s and Google’s privacy policies.

We don’t use advertising cookies.

Children’s information.

This website is for adults. Parents and guardians book and pay for children’s parties, classes, Study Hall and tutoring, and give us only what we need: a child’s first name, and their age or grade.

We don’t knowingly collect personal information directly from children under 13, and children shouldn’t book or sign in themselves. A parent or guardian can ask to see, correct or delete their child’s information at any time (see “Your choices,” below).

How long we keep it.

• Payments and bookings (parties, memberships, tutoring and orders): 3 years after the booking or purchase, for tax and accounting. For a membership, that’s 3 years after it ends.
• Event RSVPs: 3 years after the event.
• Copies of the emails we send (kept to sort out delivery problems): 14 days. Sign-in codes aren’t kept.
• Free trial-class bookings: 6 months after the class.
• Your sign-in account (your name, contact details and students’ names): deleted after 2 years without use, as long as nothing is still running on it, such as a membership or unused tutoring sessions.

The website deletes these automatically once a month. You can also ask us to delete your information sooner (see “Your choices,” below). Sign-in codes stop working after 10 minutes and are deleted after a day, and a sign-in lasts 30 days. Square keeps its own records of payments, under Square’s privacy notice.

Your choices.

You can ask us to show you, correct or delete the personal information we hold about you or your child. We may need to keep some records, such as payments, for tax and accounting.

To ask, call (865) 214-7188, email info@knoxesports.gg, or ask at the front desk. We’ll confirm who you are before we change or delete anything, and we’ll reply within 30 days.

How we protect it.

• The website uses an encrypted connection (HTTPS).
• Card details stay with Square.
• Sign-in codes are stored scrambled, expire after 10 minutes and stop working after 5 wrong tries.
• Only Knox administrators can see members, bookings and orders. Front-desk staff logins can edit events but can’t see customer records.

No website is perfectly secure. If a breach affects your information, we’ll tell you as the law requires.

Changes to this policy.

If we change this policy, we’ll update this page and the date at the top. If a change is significant, we’ll also point it out on the website.

Contact us.

Knox Esports LLC, 108 N Peters Road, Knoxville, TN 37923. Phone (865) 214-7188. Email info@knoxesports.gg.