Privacy Policy

This Privacy Policy describes how DojoTrack LLC ("DojoTrack," "we," "us," or "our") collects, uses, and protects personal information. It applies to two related but distinct contexts:

• DojoTrack platform (app.dojotrack.com) – our martial arts studio management software used by studios, staff, students, and leads
• DojoTrack marketing website (dojotrack.com) – our public website, blog, landing pages, contact forms, and free tools

Our use of cookies and similar tracking technologies on the marketing website is described separately in our Cookie Policy. Where this policy covers the marketing website, non-essential analytics and tracking are used only after you provide consent through our cookie banner.

1. Information We Collect

1.1 Studio Information

When you create a DojoTrack account, we collect:

• Studio name and contact information
• Business address and phone number
• Payment information when you subscribe to a paid plan (not required for the free plan)
• Account credentials and authentication data

1.2 Student and Lead Information

We collect comprehensive information about students and leads, including:

• Full name, email address, and phone number
• Date of birth and age
• Emergency contact information
• Medical information and allergies
• Belt rank and progression history
• Attendance records and class participation
• Payment history and billing information
• Student photos and profile images
• Notes and progress tracking data

1.3 Event Registration Data

When individuals register for events through our platform, we collect:

• First and last name
• Email address and phone number
• Date of birth
• Address information
• Emergency contact details
• Medical information and allergies
• Martial arts experience level
• Current belt rank
• Parent/guardian information (for minors)
• Payment information (if event requires payment)
• IP address and user agent for security
• Registration timestamp and submission data

1.4 Digital Waiver Information

For digital waiver submissions, we collect:

• Full legal name
• Email address and phone number
• Date of birth
• Address and contact information
• Emergency contact details
• Parent/guardian information (for minors)
• Electronic signature data
• IP address and user agent
• Timestamp of signature and submission
• Waiver acceptance and consent records

1.5 Staff and Instructor Information

For staff members and instructors, we collect:

• Name, email, and contact information
• Role and permission levels
• Belt rank and qualifications
• Class assignments and schedules

1.6 Phone Number Rental Service

When you rent a phone number through our platform for SMS messaging, we collect:

• Requested area code and city/location preferences
• The phone number assigned to your studio
• SMS message content sent and received through the rented number
• Phone numbers of message recipients (your students, leads, and contacts)
• Message delivery status and timestamps
• Usage statistics for billing purposes

1.7 Technical Information

We automatically collect:

• IP addresses and device information
• Browser type and version
• Operating system information
• Usage patterns and analytics data
• Error logs and performance metrics

On the DojoTrack platform, this information supports security, troubleshooting, and service operation. See our Cookie Policy for details on optional cookies used on our marketing website.

1.8 Website Form and Tool Submissions

When you submit information through our marketing website — including contact forms, demo requests, savings calculator forms, or similar tools — we may collect:

• Name, email address, and phone number
• Studio or academy name and business details you provide
• Information about your current software or business needs
• IP address, browser type, and submission timestamp for security and fraud prevention

Some forms are processed through third-party providers such as Formspree and may use Google reCAPTCHA for spam protection when you accept functional cookies. Form submissions on our marketing site require your consent to functional cookies before they can be sent.

1.9 Savings Calculator Information

When you use our savings calculator tool on our website, we collect:

• Email address
• Academy/Studio name
• Number of students
• Current platform you are using

This information is collected to provide you with a personalized savings calculation and to connect you with our sales team who can assist you with transitioning to DojoTrack.

2. How We Use Your Information

2.1 Service Provision

We use collected information to:

• Provide and maintain our martial arts management platform
• Process payments and manage paid subscriptions (free plan accounts are not billed)
• Track student attendance and progress
• Manage class schedules and instructor assignments
• Generate reports and analytics for studio management
• Facilitate event registrations and digital waivers
• Send important notifications and updates

2.2 Communication

We may use your contact information to:

• Send account-related notifications
• Provide customer support
• Send service updates and announcements
• Respond to inquiries and requests

2.3 Legal Compliance

We may use your information to:

• Comply with applicable laws and regulations
• Respond to legal requests and court orders
• Protect our rights and property
• Prevent fraud and ensure security

2.4 SMS Messaging Service

When you rent a phone number through our platform, we use the collected information to:

• Provision and manage your dedicated SMS phone number
• Enable you to send and receive SMS messages with your students, leads, and contacts
• Process and deliver SMS messages on your behalf
• Track message delivery status and maintain message logs
• Calculate usage-based billing for SMS services
• Provide customer support for SMS-related issues

2.5 Communications and Marketing

We may use your contact information to send you emails and other communications for purposes including, but not limited to: customer support, updates about our platform, important notifications, onboarding materials, newsletters, promotions, marketing, and product announcements. You can opt out of receiving marketing or promotional emails at any time by following the unsubscribe instructions in those emails or by contacting us at support@dojotrack.com. Please note that you may continue to receive essential service, transactional, or account-related communications even if you opt out of marketing emails.

2.6 Savings Calculator Data

Information collected through our savings calculator is used to:

• Provide you with a personalized savings calculation comparing DojoTrack to other platforms
• Connect you with our sales representatives who can assist you with questions about DojoTrack and help you transition from your current platform
• Understand your studio's needs and provide relevant information about our services

This information is shared with our internal sales team to facilitate the sales process and provide you with personalized assistance. We do not use this information for marketing purposes unless you explicitly opt-in to receive marketing communications.

3. Information Sharing and Disclosure

3.1 Mobile Phone Number Protection

We do not share, sell, or rent mobile phone numbers with third parties or affiliates for marketing or promotional purposes. Mobile phone numbers collected through our platform are used solely for:

• Providing SMS messaging services that you (the studio) initiate
• Facilitating communication between studios and their students/leads/contacts
• Essential service operations (message delivery through Twilio)
• Compliance with legal obligations

Your mobile information remains confidential and is protected under this privacy policy. We only share mobile phone numbers with our SMS service provider (Twilio) to the extent necessary to deliver messages on your behalf.

3.2 Studio Access

Student and lead information is accessible to authorized staff members within your studio based on their permission levels.

3.3 Service Providers

We may share information with trusted third-party service providers who assist us in operating our platform and marketing website. These service providers are contractually obligated to use your information only for providing services to us and not for their own purposes:

• Payment processing (Stripe) – for paid subscription and payment management when you use paid billing features
• Email communications (Gmail) – for sending emails on your behalf
• SMS communications (Twilio) – for sending and receiving text messages through rented phone numbers
• Data storage and hosting (Supabase) – for secure data storage
• Form processing (Formspree) – for contact, demo, and marketing form submissions on dojotrack.com
• Google (Google Ads, reCAPTCHA, and embedded YouTube content) – for advertising measurement, spam protection, and video embeds on our marketing website
• ipapi.co – for approximate U.S. state detection in our public calculator tools
• Customer support services

Important: Twilio, our SMS service provider, processes phone numbers and message content solely to deliver SMS messages on your behalf. They do not use this information for marketing purposes or share it with other third parties.

We do not sell your personal information. Certain analytics technologies on our marketing website may be considered "sharing" under California privacy law; you can opt out through our cookie banner or Cookie Settings. See Section 6.3 below and our Cookie Policy.

3.4 Legal Requirements

We may disclose your information if required by law or to protect our rights and safety.

4. Data Security

We implement appropriate technical and organizational measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction. This includes:

• Encryption of data in transit and at rest
• Regular security assessments and updates
• Access controls and authentication
• Secure data centers and infrastructure

5. Data Retention

We retain your information for as long as necessary to provide our services and comply with legal obligations. Our retention framework includes:

• Account and student data: Retained while your studio account is active (subject to inactivity deletion policies below)
• Event registrations: 7 years for legal compliance
• Digital waivers: 7 years for legal compliance
• Payment records: 7 years for tax and legal purposes

In the event of business closure, bankruptcy, or cessation of operations, we will provide advance notice to allow studios to export their data. Data that must be retained for legal compliance purposes may be transferred to a successor entity or destroyed in accordance with applicable laws and regulations.

5.1 Additional Data Retention and Deletion Practices

• We will delete your account and all associated data if your account remains inactive (no login or indication of interest in account recovery) for six (6) months. Once deleted, your account and data are not recoverable.
• When you request account deletion, your data will be permanently deleted after a 30-day grace period. During this grace period, you can cancel your deletion request and reactivate your account.
• Attendance records are deleted three (3) months after their creation.
• Registration image data from events is deleted three (3) months after the event date.
• Logs of sent emails are deleted three (3) months after sending.
• Logs of scheduled emails are deleted three (3) months after they were scheduled, regardless of send status.
• Logs of scheduled SMS messages are deleted three (3) months after they were scheduled, regardless of send status.
• SMS message content and delivery logs are retained for three (3) months for operational and support purposes, then permanently deleted.
• Rented phone number information is retained while your SMS subscription is active and for seven (7) years after cancellation for billing and legal compliance purposes.
• Appointment data is deleted three (3) months after the appointment date.
• Notification records are deleted three (3) months after their creation.

6. Your Rights

Depending on your location, you may have the following rights:

• Access: Request a copy of your personal information
• Correction: Request correction of inaccurate information
• Deletion: Request deletion of your personal information
• Portability: Request transfer of your data
• Objection: Object to certain processing activities
• Restriction: Request restriction of processing

6.1 SMS Communication Rights

If you receive SMS messages from a studio using DojoTrack:

• You have the right to opt out of SMS communications at any time by replying "STOP" to any message. The studio is responsible for honoring your opt-out request and ceasing SMS communications to your number.
• Message and data rates may apply based on your mobile carrier's plan
• The studio (not DojoTrack) is responsible for obtaining proper consent before sending you SMS messages
• You can contact the studio directly to update your mobile phone number or communication preferences

For studios using our SMS rental service: You are responsible for obtaining proper consent from recipients before sending SMS messages, managing opt-out requests, and complying with applicable telecommunications laws and regulations, including TCPA (Telephone Consumer Protection Act) and CTIA guidelines.

6.2 Data Export Capabilities

We provide data export functionality for key data types to support your data portability rights and business continuity needs:

• Event registration data can be exported in machine-readable formats
• Digital waiver submissions and associated data can be exported for record-keeping
• Student and lead information can be exported from your studio account
• SMS message logs can be exported for your records

6.3 California Privacy Rights (CCPA/CPRA)

If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA) and California Privacy Rights Act (CPRA), including:

• Right to know – request details about the categories of personal information we collect, use, and disclose
• Right to delete – request deletion of personal information we hold about you, subject to legal exceptions
• Right to correct – request correction of inaccurate personal information
• Right to opt out of sale or sharing – opt out of the sale or sharing of personal information for cross-context behavioral advertising
• Right to non-discrimination – we will not discriminate against you for exercising your privacy rights

DojoTrack does not sell personal information for money. Certain analytics and advertising technologies on our marketing website may constitute "sharing" under California law. You can opt out by clicking Do Not Sell or Share My Personal Information in our cookie banner or by selecting Reject Non-Essential or disabling Analytics & Marketing cookies in Cookie Settings on our website footer.

To submit a privacy request, contact us at support@dojotrack.com. We will verify your request as required by law before responding.

6.4 European Privacy Rights (GDPR)

If you are located in the European Economic Area, the United Kingdom, or Switzerland, you have the rights listed in Section 6 above. Our legal basis for processing platform data is typically contract performance, legitimate interests, or legal obligation, depending on the activity. For non-essential cookies and marketing analytics on our website, our legal basis is consent, which you may withdraw at any time through Cookie Settings on our website. To exercise your rights or ask questions, contact support@dojotrack.com.

7. Children's Privacy

DojoTrack serves as a platform for martial arts studios to manage their student information. When studios enter information about children under 13 into our platform, it is the studio's responsibility to:

• Obtain proper parental consent before collecting and entering children's information
• Ensure compliance with applicable children's privacy laws (such as COPPA)
• Provide parents with the ability to review, modify, or delete their child's information
• Handle children's data in accordance with their own privacy policies and legal obligations

DojoTrack provides tools and functionality to support studios in managing this data securely, but the studios are the data controllers responsible for ensuring proper consent and compliance with children's privacy regulations.

8. International Data Transfers

Your information may be transferred to and processed in countries other than your own. We ensure appropriate safeguards are in place for such transfers.

9. Cookies and Tracking

We use cookies and similar technologies on our marketing website to remember your preferences, measure advertising performance, deliver embedded media, protect forms, and improve your experience. Non-essential cookies are placed only after you provide consent through our cookie banner.

For detailed information about the cookies we use, how to manage them, and your rights under GDPR and CCPA/CPRA, please see our Cookie Policy. You can update your choices at any time using Cookie Settings in the site footer.

10. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new policy on our website and updating the "Last updated" date.

11. Contact Us

If you have questions about this Privacy Policy or our data practices, please contact us at:

support@dojotrack.com