What we collect

We collect information in these categories:

Account & enrollment – name, date of birth/age range, gender (optional), parent/guardian details, contact info, emergency contact, school grade, prior experience, health disclosures provided by you, waivers, and belt/attendance records.

Transactions – membership plans, invoices, payment confirmations (payments are processed by third-party processors; we do not store full card numbers).

Communications – emails, texts, call notes, support tickets, feedback, incident reports.

Site & app usage – pages viewed, device/browser, IP address, cookies, analytics, and preferences.

Photos & video – class footage for coaching/safety; optional marketing photos/video (see §7).

CCTV (if used at facility) – limited areas for security and incident review.

How we use information

We use your information to:

• Provide programs, scheduling, attendance, grading, and competition entry
• Communicate about classes, updates, closures, and billing
• Maintain safety, incident response, and insurance records
• Improve coaching, curriculum, and customer experience
• Send marketing with your consent (you can opt out at any time)
• Comply with legal obligations and legitimate interests (e.g., security, fraud prevention)

Legal bases and consent

We rely on your consent, performance of a contract (your membership), and legitimate interests such as safety and service improvement. You may withdraw consent at any time, which does not affect prior lawful processing.

Cookies and analytics

We use cookies and similar technologies for basic site functions and analytics (e.g., Google Analytics/Tag Manager). You can manage cookies in your browser. Disabling certain cookies may affect site performance.

Payments

Payments are handled by certified processors (e.g., Stripe, PayPal, or your membership platform). Those providers collect and process payment data under their own privacy policies. We receive confirmation data (amount, status, last four digits, expiry) but do not store full card numbers.

Sharing your information

We share personal information only as needed with:

• Coaches and authorized staff
• Service providers (hosting, email, scheduling, analytics, payment processing, incident reporting) under confidentiality agreements
• Governing bodies or event organizers for sanctioned gradings or competitions
• Insurers, legal counsel, or authorities where required by law or to protect safety

We do not sell personal information.

Photos, video, and marketing use

We may capture photos/video during classes and events for coaching review, safety, and community updates.
Your choices:

• Opt-out of marketing use: Tell us in writing or at the front desk. We can note your account and provide a coloured wristband/sticker system or seat placement to avoid appearance in marketing photos.
• Coaching/safety footage: Generally retained for limited time and not shared publicly unless legally required.
• You can request removal of specific marketing images where you or your child are clearly identifiable and the image is under our control.

Communications and CASL

We send service emails/texts related to enrollment, schedule, closures, and billing as part of your membership. Marketing emails/texts require your express consent; every message contains an unsubscribe link or STOP instructions.

Children’s privacy

We collect a child’s information from their parent/guardian for enrollment and safety. We do not knowingly collect data from children online without parental involvement. Parents can review, correct, or delete their child’s data subject to retention requirements.

Retention

We keep records only as long as necessary for program delivery, legal/accounting obligations, and safety (e.g., incident logs). Typical retention windows:

• Enrollment/waivers: up to 7 years after last activity
• Billing records: 7 years
• Coaching/safety footage: typically 30–90 days (unless needed for an investigation)
• Marketing assets: until you withdraw consent or the asset is retired

Security

We use reasonable administrative, technical, and physical safeguards (role-based access, encryption in transit, password policies, staff training). No system is perfectly secure; please notify us promptly if you believe an account has been compromised.

Your choices and rights (Canada)

You may request to access, correct, or delete your personal information, or to withdraw marketing consent. We will respond within a reasonable time and may require ID verification. Some data (e.g., invoices, incident logs) must be retained for legal reasons.

International transfers

Some service providers may store data outside Canada. We take steps to ensure comparable protections and contractual safeguards.

Third-party sites and social media

Our site and social channels may link to other websites. Their policies apply to their services. Review their privacy terms before sharing information.

Changes to this policy

We may update this policy from time to time. The “Last updated” date reflects the latest version. Material changes will be highlighted on this page or by email where appropriate.