Privacy Policy

PRIVACY POLICY

Last updated: June 11, 2026

This Privacy Policy explains what personal information we collect when you use the Okami Martial Arts enrollment website and member portal (the "Service"), why we collect it, who we share it with, and the choices you have. Because our programs serve children and teens, we pay special attention to the privacy of minors. Please read the Children's privacy & parental consent section carefully.

Who we are

Okami Martial Arts Studios ("Okami," "we," "us," or "our") is a martial arts school located in Bradenton, Florida. Okami is responsible for the personal information collected through the Service and decides how it is used.

The enrollment website and member portal are built and operated for Okami by a third-party technology provider that operates the platform on our behalf and under our instructions. That provider maintains the platform and processes data on our behalf and under our instructions. It does not use your information for its own purposes.

This policy applies to the Okami enrollment website, the member account portal, and related communications (email, text messages, and phone calls). It does not cover any third-party website or service that links to or from ours, each of which has its own privacy policy.

Information we collect

We collect the information below directly from you when you browse, create an account, enroll a student, communicate with us, or make a payment.

Student information

•Full name, date of birth, and whether the student is a minor

•Email address and phone number

•Home address (city, state, ZIP, and street address)

•Emergency contact name and phone number

•Health and medical notes you choose to share (for example, allergies or injuries relevant to training)

•Uniform sizing details, which may include height and weight

•For after-school program students: school name, grade, and pickup instructions

•Belt rank, attendance, and progress records created as the student trains

Parent and guardian information

•Parent or guardian name, relationship to the student, email address, and phone number

•Household contact and address details for families enrolling more than one student

•Records of the consents you give (for example, accepting our Terms of Service or authorizing direct contact with a teen)

Account and sign-in information

•Email address and a password, which is stored only in encrypted (hashed) form

•If you sign in with Google or Apple, the basic profile details those services share with us (such as name and email)

•Optional profile and cover photos you upload

Payment information

•Card payments are processed by Stripe. We do not receive or store your full card number or security code.

•We keep limited billing details for display and recordkeeping, such as the card brand, last four digits, expiration date, billing interval, and payment and refund history.

Communications

•The content of text messages and emails you exchange with us

•Recordings and transcripts of phone calls, as described in the Phone calls & recording consent section below

•Feedback you submit through the site, including an optional screenshot of the page you were viewing

Technical and usage information

•Your IP address and browser or device information

•A sign-in session cookie that keeps you logged in

•How you arrived at our site (for example, referral source or campaign tags), and the date and time of certain actions such as accepting terms or signing a contract

How we use your information

We use the information we collect to:

•Create and manage accounts and process enrollments

•Schedule classes and maintain attendance and progress records

•Process payments, billing, and refunds, and order uniforms

•Send you service messages such as enrollment confirmations, class reminders, payment notices, and re-engagement reminders if a student misses class

•Respond to your questions and provide customer support

•Contact families about emergencies or safety matters

•Assist our staff with drafting messages and summarizing communications using artificial intelligence tools (described in the Service providers we share data with section)

•Keep records required for legal, tax, accounting, and compliance purposes, and to protect against fraud and misuse

•Operate, maintain, secure, and improve the Service

We rely on your enrollment agreement with us, your consent, and our legitimate interest in running the school as the bases for these uses. We do not sell your personal information, and we do not use it for third-party advertising.

Children's privacy & parental consent

We collect personal information from and about children. Protecting children's privacy is important to us, and we follow the U.S. Children's Online Privacy Protection Act (COPPA) and applicable Florida law.

•A parent or legal guardian must complete enrollment for any student under 18. During that process the parent or guardian provides the student's information and agrees to this policy and our Terms of Service on the student's behalf.

•Children under 13 do not get their own login. Their accounts are created and managed by the enrolling parent or guardian.

•When a student reaches 13, we may offer a teen login. A teen login is only activated after we send a verification link to the parent or guardian's email and the parent or guardian sets it up, which serves as parental consent.

•We collect from children only the information reasonably needed to enroll and serve them in our programs (such as name, date of birth, contact and emergency details, and program-related records).

•We do not condition a child's participation on disclosing more information than is reasonably necessary, and we do not knowingly use children's information for advertising.

Parents and legal guardians have the right to review the personal information we have collected about their child, to ask us to correct or delete it, and to refuse further collection or use. To make any of these requests, contact us using the details in the How to contact us section. Deleting a child's information may end the student's ability to remain enrolled.

When you enroll a child, we present a dedicated Children's Privacy Notice covering exactly what we collect about that child and your rights as a parent or guardian. Enrolled parents can revisit it anytime from their account.

Phone calls & recording consent

We may place or receive phone calls with families for enrollment, scheduling, billing, and support. Florida is a two-party (all-party) consent state, and we treat call recording accordingly.

•Before a call is connected, an automated message tells you that the call will be recorded and transcribed for quality and compliance. If you do not consent, you can hang up and the call will not proceed.

•Recordings are transcribed to text so our staff can keep accurate notes. Our transcription provider is instructed to automatically redact sensitive numbers, such as payment card numbers and Social Security numbers, from the transcript.

•Call audio is deleted after about 30 days. A redacted text transcript and basic call details (such as the phone numbers, time, and duration) may be retained longer for our records.

•For students who are minors, we direct calls to the parent or guardian's phone by default. We will only contact a teen directly if a parent or guardian has authorized it.

You can opt out of marketing and non-essential calls and texts at any time. See Your rights & choices.

Service providers we share data with

We share personal information with trusted companies that help us run the Service. Each is permitted to use the information only to provide services to us, under contractual and legal safeguards. We do not sell your information to anyone.

•Stripe, Inc. processes card payments and recurring billing. It receives the information needed to charge your card and manage your subscription.

•Twilio Inc. delivers our text messages and connects our phone calls. It receives phone numbers and message and call content.

•Deepgram, Inc. transcribes call recordings to text. We instruct Deepgram not to use our audio to train its models, and to redact sensitive numbers.

•OpenAI processes limited information to help staff draft messages and summarize notes and calls. This can include a student's name, program, belt rank, attendance, and the training and progress notes our staff write. We do not send it contact details, dates of birth, addresses, or payment information for this purpose.

•Resend delivers our email. It receives recipient email addresses and message content.

•Google (Places API) powers address autocomplete. When you type an address, what you enter is sent to Google to return suggestions.

•Vercel and Neon host our application and database. Vercel Blob stores images you upload, such as profile photos or feedback screenshots.

We may also disclose information when required by law, to respond to lawful requests or legal process, to protect the safety, rights, or property of our students, staff, or others, or in connection with a business transfer such as a merger or sale of assets.

Cookies, analytics & sign-in sessions

We use a small number of cookies that are necessary for the Service to work. The main one is a secure sign-in session cookie that keeps you logged in to your account. We do not use third-party advertising cookies, and we do not run advertising trackers on the Service. Most browsers let you block or delete cookies, but blocking the session cookie will prevent you from staying signed in.

To understand how the site is used, we use Vercel Web Analytics, a privacy-focused page-analytics service provided by our hosting provider. It counts page visits using anonymized, aggregated data; it does not use cookies, does not follow you across other websites, and does not build advertising profiles.

We also use PostHog, a product-analytics service, to understand how visitors move through our enrollment pages (for example, which pages are viewed and where people stop during sign-up) so we can improve the experience. This data is stored in your browser's local storage rather than cookies, is not used to follow you across other websites, and is never used to build advertising profiles or sold to anyone.

How long we keep your information

We keep personal information for as long as needed to provide the Service and to meet our legal, tax, accounting, and safety obligations.

•Account, enrollment, student, and billing records are kept for the life of the relationship and afterward for as long as required for legal and recordkeeping purposes.

•After a student's enrollment ends, we retain their records for about 12 months for re-enrollment convenience and then delete them, unless a longer period is legally required. You can request earlier deletion at any time.

•Call audio recordings are deleted after about 30 days; redacted transcripts and call logs may be kept longer.

•Records of opt-out requests are kept on a long-term basis so we can honor your preferences and document compliance.

When information is no longer needed, we delete it or remove details that identify you.

Your rights & choices

You can ask us to take the following actions regarding your personal information and, for parents and guardians, your child's information:

•Access a copy of the personal information we hold about you or your child

•Correct information that is inaccurate or out of date

•Delete personal information, subject to records we are required to keep

•Opt out of marketing and non-essential texts, emails, and calls (reply STOP to a text, use any unsubscribe link, ask us during a call, or update your preferences in your account)

•Remove a saved payment method from your account

To make a request, contact us using the details in the How to contact us section. We may need to verify your identity before acting on a request. We will not discriminate against you for exercising these rights.

How we protect your information

We use reasonable administrative, technical, and physical safeguards to protect personal information. These include encryption of data in transit, storing passwords only in hashed form, handling card data through Stripe's PCI-compliant systems rather than our own, automatically redacting sensitive numbers from call transcripts, and limiting staff access to those who need it. No method of transmission or storage is completely secure, so we cannot guarantee absolute security.

Changes to this policy

We may update this Privacy Policy from time to time. When we do, we will revise the "Last updated" date at the top of this page. If we make material changes, we will provide a more prominent notice, such as an email or a notice within the Service. Your continued use of the Service after an update means you accept the revised policy.

How to contact us

If you have questions about this policy or want to exercise any of your rights, contact us at:

Okami Martial Arts Studios

Email: privacy@okamimartialartsstudios.com

Okami Martial Arts Studios, 6144-B 15th St E, Bradenton, FL 34203

The Service is operated on our behalf by a third-party technology provider, which can also be reached at the email above for technical matters relating to the platform.