Privacy Policy

Last updated: 4 June 2026

This Privacy Policy explains how MatPilot ("MatPilot", "we", "us") collects, uses, and protects information when you use the MatPilot mobile app, web admin, and related services (together, the "Service"). MatPilot is operational software for martial arts gyms and schools.

Who this applies to

The Service is used by gym owners, managers, instructors, and reception staff ("Operators") to run their gyms, and by their members ("Members"). Operators are the controllers of their members' data; MatPilot processes that data on their behalf to provide the Service.

Information we collect

Account information: name, email address, and authentication details used to sign in (handled via Amazon Cognito).
Gym & membership data: gym profiles, plans, classes, bookings, attendance, belt and grading records, and documents that Operators create or upload.
Payment data: billing is processed by Stripe. We do not store full card numbers; we store limited references (e.g. subscription and customer identifiers) needed to manage memberships.
Notification preferences: the categories of email and push notifications each Operator chooses to receive.
Usage & device data: basic technical information needed to operate and secure the Service.

How we use information

To provide and operate the Service: managing members, classes, billing, and grading.
To send transactional notifications to Operators about their own gym (see below).
To process payments through Stripe.
To secure the Service, prevent abuse, and meet legal obligations.

Transactional email

MatPilot sends transactional, account-related emails only, for example: a new payment received, a failed payment, a trial conversion, a new member joining, or grading being ready. These are sent to the gym Operator who owns the account, as a direct result of activity in that account. We do not send marketing or promotional email through this channel, and we do not email purchased, scraped, or uploaded contact lists.

Operators control these notifications per category from the in-app Notifications Center and can turn any of them off at any time. Email is delivered using Amazon Simple Email Service (SES). We monitor bounces and complaints and suppress addresses that hard-bounce or report our mail, so we do not continue sending to recipients who should not receive it.

How we share information

We do not sell personal information. We share data only with service providers that help us run the Service, including:

Amazon Web Services: hosting, database, authentication (Cognito), and email delivery (SES).
Stripe: payment processing and subscription management.

We may also disclose information where required by law or to protect the rights and safety of users.

Data retention

We keep data for as long as an account is active or as needed to provide the Service. Operators can request export or deletion of their gym's data. Some records are retained where required for legal, tax, or audit purposes.

Your choices & rights

Update your account details from within the app.
Adjust notification preferences per category at any time.
Request access to, correction of, or deletion of your personal data by contacting us.

Security

We use industry-standard measures (encrypted transport, scoped access controls, and managed cloud infrastructure) to protect data. No system is perfectly secure, but we work to safeguard your information and respond promptly to issues.

Children

The Service is intended for gym operators and adult members. Where gyms manage minors as members, the responsible Operator and the minor's guardian are responsible for any consent required under applicable law.

Changes to this policy

We may update this policy from time to time. Material changes will be reflected by updating the date above and, where appropriate, notifying Operators.

Contact

Questions about privacy or your data? Email us at support@matpilot.io.