1. Introduction
CheckMat ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our gym management platform ("Service").
Please read this Privacy Policy carefully. By using the Service, you agree to the collection and use of information in accordance with this policy.
2. Information We Collect
2.1 Information You Provide to Us
We collect information that you voluntarily provide when using the Service:
- Account Information: Name, email address, password, phone number
- Gym Information: Gym name, address, contact details
- Member Data: Student names, email addresses, phone numbers, belt ranks, membership types, attendance records
- Training Data: After Action Reviews (AARs), class check-ins, training journals
- Communications: Messages sent through group chat, announcements, issue reports
- Payment Information: Billing details (processed securely through third-party payment processors)
2.2 Information Automatically Collected
When you use the Service, we automatically collect certain information:
- Usage Data: Login times, features accessed, actions taken within the platform
- Device Information: Device type, operating system, browser type, IP address
- Log Data: Access times, pages viewed, error logs
- Cookies: We use cookies and similar tracking technologies (see Section 8)
3. How We Use Your Information
We use the collected information for the following purposes:
- Provide the Service: Enable account creation, class scheduling, attendance tracking, member management
- Improve the Service: Analyze usage patterns, develop new features, enhance user experience
- Communication: Send service-related notifications, updates, security alerts, support messages
- Security: Detect and prevent fraud, unauthorized access, and other malicious activities
- Compliance: Comply with legal obligations and enforce our Terms of Service
- Analytics: Generate aggregated, anonymized statistics about Service usage
- Customer Support: Respond to inquiries and provide technical assistance
4. How We Share Your Information
We do not sell your personal information. We may share your information in the following circumstances:
4.1 Within Your Gym
- Gym owners can access member data for students enrolled at their gym
- Students can view their own data and interact with other members through group chat
4.2 Service Providers
- Firebase/Google Cloud: Data hosting and infrastructure
- SendGrid: Email delivery for invitations and notifications
- Payment Processors: Secure payment processing (we do not store credit card information)
4.3 Legal Requirements
We may disclose your information if required by law, court order, or government request, or to:
- Enforce our Terms of Service
- Protect our rights, privacy, safety, or property
- Prevent fraud or security issues
- Comply with legal processes
4.4 Business Transfers
If CheckMat is involved in a merger, acquisition, or sale of assets, your information may be transferred. We will notify you before your information becomes subject to a different privacy policy.
5. Data Retention
We retain your information for as long as your account is active or as needed to provide the Service. Retention periods include:
- Account Data: Retained until account deletion
- Attendance Records: Retained indefinitely for historical tracking (unless you request deletion)
- AARs and Training Journals: Retained indefinitely (user-controlled)
- Payment Records: Retained for 7 years for tax and accounting purposes
- Chat Messages: Retained for 90 days (configurable by gym owner)
You may request deletion of your data by contacting us at support@getcheckmat.com.
6. Data Security
We implement industry-standard security measures to protect your information:
- Encryption: Data transmitted over HTTPS; sensitive data encrypted at rest
- Authentication: Email verification and secure password requirements
- Access Controls: Role-based permissions (owners, students, staff)
- Firebase Security: Hosted on Google Cloud Platform with enterprise-grade security
- Regular Updates: Security patches and monitoring for vulnerabilities
However, no method of transmission over the internet is 100% secure. While we strive to protect your information, we cannot guarantee absolute security.
7. Your Privacy Rights
Depending on your location, you may have the following rights:
- Access: Request a copy of the personal information we hold about you
- Correction: Request correction of inaccurate or incomplete information
- Deletion: Request deletion of your personal information (subject to legal retention requirements)
- Portability: Request a copy of your data in a structured, machine-readable format
- Restriction: Request that we limit how we use your information
- Objection: Object to processing of your information for certain purposes
- Withdraw Consent: Withdraw consent for data processing (where consent is the legal basis)
To exercise these rights, contact us at support@getcheckmat.com.
8. Cookies and Tracking Technologies
We use cookies and similar technologies to:
- Maintain user sessions and keep you logged in
- Remember user preferences
- Analyze Service usage and performance
- Improve user experience
You can control cookies through your browser settings. However, disabling cookies may affect Service functionality.
9. Children's Privacy
The Service is not intended for children under 13 years of age. We do not knowingly collect personal information from children under 13. If you are a parent or guardian and believe your child has provided us with personal information, please contact us immediately.
Note: Gyms may enroll minors (ages 13-17) with parental consent. Parents/guardians are responsible for monitoring their child's use of the Service.
10. International Data Transfers
Your information may be transferred to and processed in countries other than your country of residence. These countries may have different data protection laws. By using the Service, you consent to the transfer of your information to the United States and other countries where we operate.
11. Third-Party Links
The Service may contain links to third-party websites or services. We are not responsible for the privacy practices of these third parties. We encourage you to review their privacy policies.
12. California Privacy Rights (CCPA)
If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA):
- Right to know what personal information is collected
- Right to know if personal information is sold or disclosed
- Right to opt-out of sale of personal information (we do not sell personal information)
- Right to deletion of personal information
- Right to non-discrimination for exercising CCPA rights
To exercise these rights, contact us at support@getcheckmat.com.
13. European Privacy Rights (GDPR)
If you are in the European Economic Area (EEA), you have rights under the General Data Protection Regulation (GDPR):
- Right of access, correction, and deletion
- Right to data portability
- Right to restrict or object to processing
- Right to withdraw consent
- Right to lodge a complaint with a supervisory authority
Our legal basis for processing your data includes: performance of contract, legitimate interests, and consent.
14. Changes to This Privacy Policy
We may update this Privacy Policy from time to time. We will notify you of material changes by:
- Posting the updated policy on this page
- Updating the "Last Updated" date
- Sending an email notification (for significant changes)
Your continued use of the Service after changes constitutes acceptance of the updated Privacy Policy.
15. Contact Us
If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:
Email: support@getcheckmat.com
Mail: CheckMat Privacy Team
[Your Business Address]
[City, State, ZIP]
16. Data Protection Officer
For privacy-related inquiries, you may contact our Data Protection Officer at:
Email: privacy@getcheckmat.com