Privacy notice
The short version. We collect what we need to run a martial arts gym: who you are, how to reach you, who to call if you get hurt, what you have signed, which classes you attend, and what you have paid. We do not sell it, we do not use advertising trackers, and card numbers never touch our systems. Payments run through Stripe and emails through Resend; our software is hosted by DigitalOcean in the United States. You can ask to see, correct or delete your information at any time by emailing info@rosslandmartialarts.com.
- 1. Who we are
- 2. What we collect
- 3. Why we collect it
- 4. Consent
- 5. Children and families
- 6. Who we share it with
- 7. Storage outside Canada
- 8. How we protect it
- 9. How long we keep it
- 10. Your rights
- 11. Cookies and device storage
- 12. Changes to this notice
- 13. How to reach us
1. Who we are
Rossland Martial Arts ("we", "the Gym") is a martial arts school at 1995 Columbia Avenue, Rossland, British Columbia. This notice explains how we handle personal information about members, parents and guardians, people who book a trial class, and visitors to this website and our member app at app.rosslandmartialarts.com.
We are subject to British Columbia's Personal Information Protection Act (PIPA). Our privacy officer is Grey Moon, who is responsible for our compliance and for answering your questions. See section 13 for how to reach them.
2. What we collect
We collect information directly from you: when you book a trial, sign up, sign the participation agreement, check in to a class, pay, or contact us. We do not buy information about you from anyone else.
| Information | Details |
|---|---|
| Identity and contact | Name, email address, phone number. For a family account, which members belong to which parent or guardian. |
| Date of birth | To place students in the right program and to know who is under 19, whose agreement must be signed by a parent or guardian. |
| Emergency contact | The name and phone number of who to call if you or your child is injured. |
| Health and safety | Anything you choose to tell us about injuries, conditions, medication or pregnancy so that coaches can keep you safe, including what you write when booking a trial. We ask you to tell a coach in person; we keep in writing only what you give us in writing. |
| Agreements you sign | Your participation agreement and waiver: the typed name used as a signature, the date and time, the version of the agreement, and, when a parent signs for a child, the relationship. |
| Training records | Class attendance and check-ins, belt promotions, techniques covered, and notes coaches keep about your progress. |
| Membership and payments | Your plan, its dates and status, punch passes used, amounts paid or refunded, the payment method, and receipts. When you pay by card, the card details go directly to Stripe; we keep only a reference number and the last four digits and brand that Stripe shows us. |
| Messages | Messages you post in the team channels of the member app, which other members of that channel and staff can see. Emails and texts we send you and whether they were delivered. |
| Trial bookings | What you told us when booking a free class: the program you are interested in, the class you picked, your message, and where the booking came from. |
| Preferences | Which emails and notifications you have turned on or off, and a browser token if you enable push notifications on a device. |
| Technical and security | A session cookie when you sign in, one-time sign-in codes (stored scrambled and expired after ten minutes), server logs that include your device's internet address for a short period, and an audit trail of which staff member changed a record and when. |
Photos and video taken at the Gym are covered by section 9 of the participation agreement, which you may withdraw from at any time by telling us in writing.
3. Why we collect it
- To run your membership: placing you in classes, tracking attendance and progress, awarding belts, and managing plans, passes and payments.
- To keep you safe: knowing about injuries and conditions, reaching your emergency contact, and holding a signed participation agreement, which is a condition of training.
- To communicate with you: sign-in codes, receipts, failed-payment notices, class reminders, schedule changes, waiver renewals, and replies to your questions.
- To follow up on a trial: a welcome message and a few follow-ups after you book or attend a free class. Every one of these has an unsubscribe link.
- Occasional news: events, seminars and promotions, only if you have not opted out, and always with an unsubscribe link.
- To run the business: accounting, tax records, resolving disputes, handling chargebacks, and defending legal claims.
- To protect the app: detecting misuse, keeping accounts secure, and keeping an audit trail of changes.
We do not use your information for automated decisions about you, and we do not sell or rent it to anyone.
4. Consent
By booking a trial, signing up, or signing the participation agreement, you consent to us collecting and using your information for the purposes above. Some collection is a condition of training: we cannot let you or your child on the mats without a signed agreement, a way to reach you, and an emergency contact.
Marketing is different. We send occasional news only to people who have not opted out, and you can stop it at any time from the unsubscribe link in any email or from your profile in the member app. Stopping marketing never affects the emails your membership depends on, like receipts and sign-in codes.
You may withdraw consent for anything else by writing to us. We will explain what that means for your membership before we act on it, because some withdrawals will mean we can no longer provide the service.
5. Children and families
Many of our students are under 19. We collect a child's information from their parent or guardian, not from the child. The parent or guardian holds the account, signs the participation agreement on the child's behalf, receives all communication, and can see and manage the child's records in the member app. We do not send marketing to children and do not knowingly collect information from a child directly. If you believe we have, tell us and we will delete it.
6. Who we share it with
Our staff and coaches see what they need for their role. Beyond that, we share personal information only with the service providers that run our systems, each under a contract that limits what they may do with it:
| Provider | What they do and what they see |
|---|---|
| Stripe (Stripe Payments Canada / Stripe, Inc.) | Processes card payments and stores card details on our behalf. Sees your name, email, and payment amounts. Stripe's own handling of your card is described in Stripe's privacy policy. |
| Resend | Delivers our email. Sees the address and contents of each email we send you. |
| DigitalOcean | Hosts the member app and its database, including nightly backups, on a server in San Francisco, United States. |
| Our contact page embeds a Google map. Google may set its own cookies when that map loads; we do not send Google any information about you. This website does not use Google Analytics or any other analytics service. | |
| Our email inbox | Mail sent to info@rosslandmartialarts.com is delivered to a Gmail mailbox operated by Google. |
We will also disclose information when the law requires it, such as a court order or a lawful request from a public body, or when it is necessary to protect someone's safety, to collect a debt, or to defend a legal claim. If the Gym is ever sold, member records would pass to the new owner under the same commitments.
7. Storage outside Canada
Our member app, its database and its backups are hosted in the United States, and Stripe and Resend process your information there. That means it may be accessed by United States authorities under their laws. We chose these providers for their security practices and hold them to contractual limits on what they can do with your information. If you have questions about this, contact our privacy officer.
8. How we protect it
- All traffic between your device and our systems is encrypted (HTTPS).
- Members sign in with a one-time code sent to their email, so there is no member password to leak. Staff use passwords of at least eight characters and set them through an emailed link that works once.
- Card details are entered directly into Stripe's secure fields and never pass through or rest on our servers.
- Staff access is limited by role. Every change to a member record is logged with who made it and when.
- The database is backed up nightly and each backup is kept for 14 days; backups are held on the same encrypted server.
- We keep the software up to date and review its security regularly.
No system is perfectly secure. If we discover a breach that creates a real risk of significant harm to you, we will tell you promptly and explain what happened and what we are doing about it.
9. How long we keep it
| Record | Kept for |
|---|---|
| Membership, attendance and training records | While you train with us and for 7 years after your last visit. |
| Payments and receipts | 7 years after the payment, as Canadian tax law requires. |
| Signed participation agreements | 7 years after your last visit. For a child, until the child turns 21 if that is later, because a claim can be brought for two years after they turn 19. |
| Trial bookings that never became memberships | 12 months after the last contact, then deleted. |
| Team channel messages | While the channel exists. Deleting a channel deletes its messages. |
| Sign-in codes | Ten minutes. |
| Server logs | A short period, normally under 30 days, for security and troubleshooting. |
| Backups | 14 days, then overwritten. A deleted record disappears from backups within 14 days. |
When a period ends we delete the record or strip it of anything that identifies you. If you ask us to delete your account earlier, we will remove everything we are not legally required to keep, and tell you what stays and why.
10. Your rights
Under PIPA you may ask us:
- What we hold about you and how we have used and disclosed it. You can see most of it yourself in the member app; for the rest, ask us.
- To correct anything inaccurate or incomplete. You can change your own contact details in the app; we will correct the rest on request.
- To delete your account and information, subject to the retention we must keep (section 9).
- To stop marketing at any time, and to withdraw photo and video consent by telling us in writing.
- To withdraw consent for other uses, on reasonable notice, understanding that some withdrawals will end our ability to provide the service.
Write to our privacy officer (section 13). We will respond within 30 days; if we need longer, we will tell you why and when to expect an answer. We may need to confirm your identity first. There is no charge for a normal request.
If you are not satisfied with our response, you may complain to the Office of the Information and Privacy Commissioner for British Columbia at oipc.bc.ca, PO Box 9038 Stn Prov Govt, Victoria BC V8W 9A4, 250-387-5629.
11. Cookies and device storage
This website sets no cookies of its own and uses no analytics or advertising trackers. The embedded Google map on the contact page may set Google's cookies when it loads.
The member app sets one cookie, which keeps you signed in for the length of your session, and stores a few preferences on your device (for example the last tab you were on, or whether you dismissed a notice). If you install the app on your phone or turn on push notifications, your browser stores what it needs for that to work. None of this is used to track you across other sites.
12. Changes to this notice
We will update this notice when our practices change, and post the new version here with a new effective date. For a change that materially affects how we use your information, we will tell members by email before it takes effect.
13. How to reach us
Privacy officer: Grey Moon
Rossland Martial Arts
1995 Columbia Avenue, Rossland, BC
info@rosslandmartialarts.com · 250-687-1185