Privacy Notice

For academy member records, the academy or organisation you join is normally the data controller. That means the academy decides why member data is collected and how it is used.

MatXP provides the software used to manage those records. If you are unsure who controls your data, contact your academy first or use the options on the data rights page.

• Account details, including name, email address, login identity, and linked organisation.
• Member profile details, including date of birth, belt, age group, linked parent/guardian, and membership status.
• Class bookings, attendance, waitlist entries, session payments, receipts, and membership billing information.
• Training progress, belt history, awards, certificates, coach feedback, and academy focus information.
• Photos, videos, media submissions, and class replay access where those features are used.
• Medical or safeguarding notes only where the academy needs them for safe participation.

• To provide memberships, bookings, class access, payments, and member support.
• To help coaches manage attendance, training progress, feedback, grading, and academy records.
• To keep juniors linked to the right parent or guardian access.
• To meet legal, accounting, safeguarding, insurance, and health and safety responsibilities.
• To send service messages about bookings, membership changes, payments, and academy activity.

The lawful basis will depend on the feature being used. Common bases include contract for membership and booking services, legal obligation for accounting and safety records, legitimate interests for running the academy, and consent for optional photo/video use or certain marketing messages. Health information may be special category data and should only be collected where it is necessary for safe training.

Data may be shared with service providers needed to run the app, including authentication, hosting, payment processing, email delivery, file storage, and support providers. Payment card details are handled by Stripe and are not stored directly inside MatXP.

Member data should only be kept for as long as it is needed for membership administration, training records, safeguarding, legal, accounting, insurance, or dispute purposes. Academies should regularly review inactive members, old media, old notes, and unnecessary contact details.

You may have rights to access, correct, delete, restrict, object to, or receive a copy of your personal data. Visit the data rights page for the app-level options available here.