Privacy Policy

Garrison365 (“Garrison365,” “we,” “us,” or “our”) operates a software platform that gyms, martial arts academies, and fitness studios (“Academies”) use to manage their members, billing, communications, and daily operations. This policy explains what information we collect, why, and what rights you have — whether you are a member of an Academy that uses Garrison365, a parent or guardian of a member, or staff at an Academy.

An Academy that uses Garrison365 is the data controller for its own members’ information — it decides what to collect and why. Garrison365 acts as that Academy’s service provider (processor), operating the systems the Academy uses. If you have a question about a specific Academy’s use of your information, the fastest path is usually the Academy itself; this policy also explains how to reach us directly.

Depending on your relationship to an Academy, we process:

• Identity and contact information — name, date of birth, email, phone number, mailing address.
• Family and guardian information — for members under 18, the name and contact details of a parent or legal guardian, and who is authorized to pick up or make decisions for a minor member.
• Membership and training records — plan and billing status, class attendance, belt rank and promotion history, check-in history, and, where an Academy’s coaching staff choose to record it, training notes.
• Safety and care information — where a family voluntarily provides it: care instructions, emergency contacts, and pickup authorizations. This information is entered by the Academy or the family, is visible only to authorized staff of that specific Academy, and is never used for marketing.
• Payment information — we do not store full card numbers. Payments are processed by Stripe, Inc.; we retain only what is needed to reconcile a charge (amount, date, status, and a reference id).
• Communications — the content and delivery status of emails, text messages, and in-app messages sent between an Academy and its members, and messages a member or guardian sends back.
• Usage and device information — standard technical data (browser, device type, IP address, pages visited) collected automatically when you use our web or mobile experiences.

Many Academies on Garrison365 run youth programs. We do not knowingly collect personal information directly from children; information about a minor member is provided by their parent or legal guardian, and account access for a minor is controlled by that guardian through the Academy’s family portal. A parent or guardian may contact the Academy, or us directly, to review, correct, or request deletion of their child’s information at any time.

• Operate the membership, billing, scheduling, and communication features an Academy uses.
• Send account-related messages: billing notices, class reminders, waiver and document reminders, belt and progression updates, and responses to messages a member sends us.
• Maintain safety and custody records an Academy’s family chooses to provide, and make them available to that Academy’s authorized staff.
• Detect and prevent fraud, abuse, and security incidents.
• Improve the reliability and usability of the platform.

We do not sell personal information.

If you provide a mobile phone number to an Academy — at enrollment, in person, or through an Academy’s self-service sign-up — you may receive text messages related to your account, such as billing notices, class and appointment reminders, waiver or document reminders, belt and progression updates, and welcome messages. For a minor member, these messages are sent to the parent or guardian’s phone number on file, not the child’s.

• Message frequency varies by Academy and by your account activity.
• Message and data rates may apply, depending on your mobile carrier plan.
• You can opt out of text messages at any time by replying STOP to any message. Reply HELP for assistance.
• No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. Information obtained as part of the SMS consent process will not be shared with third parties for marketing purposes. All other categories of information sharing described in this policy exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties.

We share information with the service providers that make the platform work, and only to the extent needed for them to perform their function for us:

• Stripe — payment processing.
• Twilio — sending and receiving text messages.
• Resend — sending transactional and account email.
• Supabase — database hosting and infrastructure.

We may also disclose information when required by law, to protect the rights and safety of an Academy or its members, or in connection with a merger, acquisition, or sale of assets — in which case this policy would continue to apply to the information involved.

We retain account and membership information for as long as an Academy maintains an active relationship with a member, and for a reasonable period afterward to comply with legal, accounting, and dispute-resolution obligations. An Academy may request deletion of a former member’s information subject to those same obligations.

Depending on where you live, you may have rights to access, correct, export, or delete your personal information, and to object to or restrict certain uses of it — including rights under Brazil’s Lei Geral de Proteção de Dados (LGPD) and applicable U.S. state privacy laws. To exercise these rights, contact your Academy directly or reach us at privacy@garrison365.com.

We use industry-standard technical and organizational measures — including encryption in transit, access controls scoped to each Academy’s own data, and audited administrative access — to protect information against unauthorized access, alteration, or loss. No system is perfectly secure, and we encourage you to use a strong, unique password and to report any suspected unauthorized access immediately.

We may update this policy as our practices evolve. We will post the updated version here with a new “Last updated” date, and where a change is material, we will provide additional notice.

Questions about this policy or your information can be sent to privacy@garrison365.com or hello@garrison365.com.