Privacy Policy

This policy explains what Western Plains Brazilian Jiu-Jitsu ("we," "us," the "Academy") collects when you use this website, why we collect it, who helps us handle it, and what happens to it when you leave.

1. Information We Collect

Information you give us

• Account details — your name and email address, and a password (stored by Google Firebase; we never see it).
• Contact and safety details — your phone number and an emergency contact (name, relationship and phone), asked for when you sign up, and a home address if you add one.
• Waivers — the participant's date of birth, the signer's name and relationship (for a child), the signature you draw, the waiver text you agreed to, and the date, time, internet (IP) address and device it was signed from.
• Profile photos — if you choose to upload one for yourself or your child.
• Free first week bookings — who is coming and the class you picked.
• Seminar registrations — the name and email of each person registering, including guests who are not members. A guest may choose to fill these in by signing in with Google, in which case Google shares your name and email address with us.
• Messages — anything you send through our contact form.

Information created as you train

• Attendance — the classes, seminars and private lessons you check in to, and when.
• Rank and progress — belt and stripe promotions, the dates they were awarded, and your class count toward the next belt.
• Membership status — whether a membership is active, punch-card classes remaining, items on your gym tab, and your household's family rate.
• Video library use — which instructional videos are watched, counted so we know what is popular.

Payment information

Your card details never touch our website. Payments are handled entirely by Stripe, a PCI-compliant payment processor. We receive only a customer reference, what was bought, your membership status and the amounts charged. Stripe's handling of your card data is governed by Stripe's privacy policy.

2. Children's Information

We teach students as young as five. Children do not have their own logins: a parent or legal guardian creates the account, adds each child, provides their information, signs each child's waiver, and consents to this policy on the child's behalf.

For a child we keep their name, date of birth (from the waiver), photo if a parent uploads one, attendance, belt rank and progress. Their memberships bill to the parent. We do not collect information directly from a child, and we never use children's information for advertising or sell it to anyone.

A parent or guardian may review, correct, or ask us to delete their child's information at any time.

3. How We Use Information

• Running memberships, punch cards, the family rate and payments
• Checking students in and tracking attendance and belt progress
• Contacting an emergency contact if someone is hurt on the mat
• Sending you emails about your account, bookings, payments, class changes and closures, and — unless you turn them off — gym announcements
• Responding to your questions
• Understanding overall attendance to plan classes

We do not sell your information. We do not share it with advertisers or data brokers.

4. Who Can See Your Information

• You — your own profile, and your children's.
• A second adult in your household who you invite — their own profile, and your children's names, belts and progress (read only).
• Instructors and staff — names, photos, belt rank, program and attendance. Contact and emergency details are available to staff who may need them.
• The check-in kiosk — names, photos and belts only. It cannot see addresses, phone numbers, emergency contacts or waivers.
• Academy administrators — full access, for managing memberships and records, including signed waivers.

5. Service Providers

We rely on a few companies to run this site. Each holds data only to provide its service to us:

• Google Firebase — logins (including Google sign-in), our database, file storage (photos and signatures) and the code that runs the site
• Stripe — payments and the billing portal
• Resend — sending our emails
• Bunny — hosting and streaming the members' video library
• Netlify — hosting the website's pages

6. Security

Accounts are protected by a password, and an email address must be confirmed with a code before an account can be used. Access is restricted by role, and sensitive details — phone numbers, addresses, emergency contacts and waivers — are stored separately from general profile information so that systems like the front-desk kiosk cannot reach them.

No system is perfectly secure. We cannot guarantee against every possible breach, and you share information with us understanding that.

7. How Long We Keep Information

We keep your information while you have an account with us, so that your rank history and progress stay with you.

When an account is deleted — because you ask us to, or a parent asks for a child's — we delete everything about that person from the site and our database: profile, photo, contact and emergency details, attendance, progress, bookings and gym-tab history. The one thing we keep is the signed waiver (with the details it was signed with), as a legal record of the release.

Payment records stay with Stripe under its own policy, and our accounting keeps the amounts of past payments without your name, so our tax records stay correct.

8. Your Choices

• View and edit your profile, and your children's, at any time in the member portal
• Turn gym announcement emails off in the portal or with the unsubscribe link in any announcement (account, payment and booking emails still come)
• Ask for a copy of what we hold about you
• Ask us to correct anything, or to delete your account or your child's
• Cancel a membership through the billing portal in your account, or by asking us

For any of these, call (307) 363-0010 or email westernplainsbjj@gmail.com.

9. Cookies and Browser Storage

We use only what is needed to keep you signed in and remember things like your cart and a free-week booking in progress. We do not use advertising or tracking cookies.

10. Changes

If we change this policy we will update the date above. Material changes affecting how we use your information will be communicated to members directly.