Privacy Policy

This policy applies to the OpenMat web and mobile applications and related services ("OpenMat" or the "Service"), used by staff, coaches, and administrators of participating gyms and martial arts schools ("participating organizations"), and it also covers the operational records that participating organizations maintain in the Service about their member students. It does not cover unrelated third-party websites or services that OpenMat may link to.

OpenMat is an operational tool for running a gym. The information it processes reflects that purpose:

• Staff identity and account information — name, email address, role, and login credentials used to access the Service.
• Organization and location membership — which gym, location, and role(s) a user is associated with.
• Scheduling and staffing information — class schedules, rota assignments, coverage requests, and vacancy claims.
• Timecards and payroll-preparation information — clock in/out records and related data used to prepare payroll for staff.
• Member student records — identity, membership, class booking and attendance, rank and progression, and related information for students of a participating organization, including students who are minors.
• Announcements — messages sent to staff or locations within an organization.
• Documents and acknowledgements — files distributed by an organization (such as policies or waivers) and records of who has acknowledged them.
• Authentication and security information — login activity, session information, and data used to keep accounts secure.
• Technical and service data — basic technical information (such as device and request metadata) generated by using the web and mobile applications, used to operate and support the Service.

OpenMat is a gym-operations service for participating organizations, not a child-directed consumer app. It does not offer public self-registration for anyone, including minors. Accounts are created and managed by a participating organization's administrators; some organizations have authorized junior (minor) coaches or staff with their own organization-managed account, so not every authenticated user of the Service is an adult.

We use the information above to:

• Deliver the core Service (scheduling, staffing, documents, and related features).
• Authenticate users and keep accounts and data secure.
• Support gym staffing and scheduling operations for participating organizations.
• Prepare timecard and payroll information on behalf of participating organizations.
• Send announcements, notifications, and account-related communications.
• Provide product and account support.
• Meet legal, security, and compliance obligations.
• Administer and maintain the Service, including troubleshooting and reliability.

Participating organizations use OpenMat to run their own staffing, scheduling, and payroll-preparation processes, and they determine many of the operational reasons their staff and member data is processed within the Service (for example, how schedules are structured or how documents are assigned). OpenMat and Leradeca Limited operate the underlying platform that makes this possible during the pilot. Depending on the specific activity, the precise legal characterization of these roles can vary, and this policy does not make a blanket claim about which party is the "controller" or "processor" for every processing activity.

OpenMat uses a small number of third-party services to operate the product, such as infrastructure/hosting providers and email-delivery services used to send account and notification emails. These providers process data only as needed to provide their service to OpenMat.

Some participating organizations use billing features of the platform that involve a payment processor for their own organizational billing. This policy does not claim that the OpenMat mobile or web application shares end-user payment data with a payment processor beyond what is required for those organization-level billing features to function.

We do not sell personal information, and we do not share it with third parties for their own independent marketing purposes.

We use reasonable technical and organizational measures appropriate to a pilot-stage product to help protect information, including access controls and secure authentication. No method of transmission or storage is completely secure, and we cannot guarantee absolute security. We do not claim any specific security certification or compliance framework for the Service at this time.

We retain information for as long as needed to provide the Service and for legitimate business, legal, or operational purposes. Some employment, payroll, scheduling, attendance, security, or other operational records may need to be retained by a participating organization or by OpenMat even after a deletion request, in order to meet legal, financial, or recordkeeping obligations. Submitting a deletion request does not guarantee the immediate or complete destruction of all related records.

If you would like to access, correct, or request deletion of your information, or if you have another privacy question, contact us at support@useopenmat.com or use our Data Request page. Because OpenMat accounts are managed by participating organizations, some requests may need to be coordinated with your organization's administrator.

OpenMat is a gym-operations service, not a consumer app directed at children, and it does not offer public self-registration, including for minors. Some participating organizations maintain normal operational records for minor member students, and some have authorized junior (minor) coaches or staff with their own organization-managed account. This information is subject to the same organization scoping, authentication and access controls, and security practices as other personal information processed through OpenMat, and we do not sell it or use it for behavioral advertising or tracking.

A participating organization is responsible for having an appropriate lawful basis for processing a junior member's, coach's, or staff member's information, and for obtaining parent or guardian permission or consent where required by applicable law. If you are a parent, guardian, or other legally authorized representative and would like to make a request about a junior member's or user's information, see Data Requests.

This policy may change as the Service and our data practices evolve. We will update the "Last updated" date above when we do, and we will provide additional notice where required by applicable law.

For privacy questions or requests, contact support@useopenmat.com. For the current founder-gym pilot, the Service is operated by Leradeca Limited on behalf of GripLab.