Privacy Policy

Who we are

Operator: MatNotes, LLC, 2407 Raymond Ave, Charleston, SC 29406. Contact for privacy questions and parental requests: Jacob Weaver, support@thematnotes.com, 864-361-3161. MatNotes is provided to your academy; your academy's coaches decide who joins and what is recorded.

Information we collect

From coaches and adult students

Name, email address (used only for a passwordless login link), belt and program, questions and journal entries they write, and the videos a coach uploads.

About a child under 13

• The child's name, belt, stripes, and program.
• Which techniques they have reviewed, and when.
• Notes the coach writes about the child's training. These may include injury or behavioral detail, which we treat as sensitive.
• A child may appear in a technique video a coach records.

We ask a parent for the child's date of birth when they set the child up, and use it once, to confirm the child is under 13. We do not store it.

A child under 13 does not get a MatNotes login. We never ask a child for an email address, and there is no account for them to sign into: the parent holds the account and reviews with them.

Automatically, we collect a login/session token and IP address to keep the person signed in and to secure the service. We do not use advertising or behavioral tracking, and we do not allow third-party advertising or analytics to collect information through MatNotes. We do not collect more than is reasonably necessary to use MatNotes.

How we use information

To let coaches record and organize techniques and track progress; to let students review lessons, ask questions, and keep a personal journal; and to let a parent view their own child's belt and progress notes. We do not use children's information for advertising, and we do not sell personal information.

Who can see it

Within a gym, coaches and members see content per their role; a parent sees only their own child's belt and progress notes. We use service providers to run MatNotes on our behalf, who may access information only to provide their service: Supabase (database, login, storage), Mux (video), Vercel (hosting), and Resend (login email). We do not otherwise disclose personal information to third parties.

Children under 13: parents' rights

Before we collect personal information from or about a child under 13, we obtain verifiable parental consent. A child under 13 never creates an account and cannot sign in. Only a parent or guardian creates the child's account, from the parent's own account, and consent is given in the same step, after we show the parent exactly what is collected and what it is used for. Nothing about the child is stored until the parent consents.

A parent reaches that step either from an invitation a coach sends to the parent's own email address, or by entering the academy's join code, the same code the academy gives out to its members.

A signed form is also accepted. A parent who prefers paper, or who has withdrawn consent and wants their child reinstated, can sign our parental consent form instead. The academy records that signed consent and keeps the form on file. This is the route used after a withdrawal, because withdrawing deletes the consent record and the in-app routes only create a new child. We keep a record of every consent, including which of these three routes it came through, who gave it, and the date.

At any time you may review your child's information, withdraw your consent and have us stop collecting or using it, and delete it, by contacting Jacob Weaver at support@thematnotes.com / 864-361-3161. We verify you are the parent or guardian before acting. We will not require a child to disclose more than is reasonably necessary to participate.

How long we keep it, and deletion

We keep a member's information only while they are part of the academy on MatNotes. When a member leaves, or when a member or parent asks us to delete their information, we erase it from our live systems within 30 days, except where the law requires us to keep it longer. Backup copies age out on a rolling 30-day window after that. We do not retain personal information indefinitely. Our Data Retention Policy lists the timeframe for each category of data.

To delete your profile information, email support@thematnotes.com from the address on your account, or ask your coach to remove you from the academy. A parent can request deletion of a child's information at any time; we verify the requester before acting.

Security

We maintain a written information security program with safeguards appropriate to the sensitivity of the information, including encryption in transit and at rest and role-based access controls enforced at the database layer. No system is perfectly secure, but we take reasonable steps to protect information and oversee our providers.

Contact

MatNotes, LLC, 2407 Raymond Ave, Charleston, SC 29406, support@thematnotes.com, 864-361-3161.