Privacy Policy

What we collect

• Account details — your name, email address, password (stored only as a secure hash), and an optional profile photo.
• Household and child profiles — children’s names, birth dates (used to show age-appropriate classes), optional photos, and check-in PINs (stored only as a secure hash). Child profiles are created and managed by a parent or guardian.
• Membership and training records — your membership type and renewal date, class bookings, attendance and check-in history, private-session logs, and leaderboard standings.
• Waivers — the liability waiver you sign at registration, including your typed signature and the date.
• Content you post — community posts, comments, reactions, photos, and videos, plus feedback you send us.
• Shop orders — the items, sizes, and quantities you order. We do not collect or store card numbers.
• Technical data — sign-in events, basic usage events (such as bookings made through the app), and push-notification subscriptions if you turn on class reminders. We do not use advertising trackers or analytics services.

How we use it

• Running class bookings, check-ins, waitlists, and attendance tracking.
• Managing memberships, renewals, and punch passes.
• Sending service emails (welcome, booking confirmations, password resets, class reminders).
• Optional push notifications you turn on yourself.
• Showing community posts and leaderboards to other members of the gym.
• Keeping the portal secure and diagnosing problems.

We never sell your information or share it with advertisers.

Children’s information

Child profiles exist only under a parent or guardian’s account. The parent provides the child’s information, signs the waiver on their behalf, and can view and manage everything stored about the child. Children do not have their own logins or email addresses. To review or remove a child’s information, use your parent account or contact us.

Who we share it with

Your information is visible to gym staff (coaches and admins) as needed to run classes. Community posts and leaderboard entries are visible to other members. We use a small number of service providers to operate the portal:

• Railway (application and database hosting)
• Resend (delivering our service emails)
• Cloudflare R2 (encrypted off-site backups)

These providers process data only on our behalf. We do not share data with anyone else unless required by law.

How long we keep it

While you are a member, we keep your training history so your long-term progress is preserved. If your account is deactivated, your data is retained for up to 7 years (for waiver and record-keeping purposes) and then permanently deleted. Nightly backups are encrypted (AES-256).

Your choices and rights

• View and correct your details anytime from My account.
• Turn push notifications on or off from My account → Notifications.
• Request a copy or deletion of your data from My account → Privacy & data, or by contacting us. Deletion requests are honored promptly, except records we must keep (such as signed waivers) for legal purposes.

Contact

Atheneum Martial Arts
825 Meander Court, Medina, MN 55340
(763) 342-5614 · portal@atheneummartialarts.com