Privacy Policy

EQ Grappling ("we", "us") operates a martial arts academy at Shop 4/12-16 Macmahon Pl, Menai NSW 2234. This policy explains what personal information we collect through our website and member portal, why we collect it, how we protect it, and the choices you have. We handle personal information in line with the Australian Privacy Principles in the Privacy Act 1988 (Cth).

What we collect

• Contact details - name, email address, phone number and, where you provide it, your residential address and occupation.
• Membership and training records - your membership plan, class bookings, attendance, rank history and communications with our coaches through the member portal.
• Waiver information - when you sign our waiver we collect your date of birth, emergency contact details, answers to our medical questionnaire, any allergies you disclose, your electronic signature and the IP address the waiver was signed from.
• Children's information - if you enrol a child, we collect their name, date of birth and program details from you as their parent or guardian. We only collect children's information from a parent or guardian.
• Incident and injury reports - if an injury or incident occurs at the gym, we record what happened so we can care for you and meet our safety obligations.
• Payment records - the amount, date and status of your payments. We never see or store your card number: payments are processed by Square, and your card details go directly from your device to Square.

Why we collect it

We use your information to run your membership: booking you into classes, billing you correctly, contacting you about your training, keeping you safe on the mats (which is why we ask the medical questions), and meeting our legal obligations. If you fill in the free trial form we use your details to contact you about booking your first class. We may send you emails about your membership and, occasionally, about what's on at the gym - you can opt out of non-essential emails at any time.

Where your data lives and how it is protected

Your information is stored in a dedicated, access-controlled database hosted with Supabase on cloud infrastructure in Australia, encrypted both in transit and at rest. Access controls are enforced at the database level: when you log in to the member portal you can only ever see your own records. Our website is served by Vercel. Card payments are handled entirely by Square, a PCI DSS compliant payment provider. We back up the database automatically every day.

Who we share it with

We do not sell your information, full stop. We share it only with the service providers that make the gym run: Square (payments), Supabase (database hosting), Vercel (website hosting) and Google Workspace (email). Beyond that, we disclose personal information only where the law requires us to.

How long we keep it

We keep signed waivers and incident records for as long as we may need them to meet legal and insurance obligations (generally seven years). We keep payment records for at least five years as required by Australian tax law. Other membership information is kept while your membership is active and for a reasonable period afterwards, after which it can be removed on request.

Your choices

You can ask us at any time to see the personal information we hold about you, to correct it, or to delete it. If you ask us to delete your data we will remove your personal details from our systems, keeping only the records the law requires us to retain (such as payment history and signed waivers). Contact us at hello@eqgrappling.com.au or on 0431 296 096.

Cookies

The website uses only essential cookies - the ones that keep you logged in to the member portal and remember your shop cart. We do not use advertising or cross-site tracking cookies.

Complaints

If you have a concern about how we have handled your information, please contact us first and we will do our best to sort it out. If you are not satisfied with our response, you can complain to the Office of the Australian Information Commissioner (oaic.gov.au).

Questions about this policy? Email hello@eqgrappling.com.au. See also our Terms of Use.