Privacy Policy

• MatOS, operated by Excellence Martial Arts, LLC (“we,” “us”), is a student engagement and retention platform built for martial arts school owners. RetentionOS is a product of MatOS.
• When this policy says ‘we’, ‘us’, or ‘Retention OS’ it refers to MatOS, operated by Excellence Martial Arts, LLC.
• For questions about this policy, email us at support@retentionos.com.

Information you give us directly

• Account information: your name, email address, school name, and password when you sign up.
• Student records: first and last names, start dates, and any notes you choose to add.
• Parent and guardian contact information: email addresses and phone numbers you enter for students' families.
• Belt rank and program data: ranks, stripe history, testing records, and program assignments you create.
• Attendance records: which students attended which class session, and when.
• Behavioral observations: the vibe-check scores and notes your instructors log during class.
• Recognition events: which students your instructors recognized, and for what.
• Billing information: plan selection and payment method — card processing is handled by Stripe; we never see raw card numbers.

Information collected automatically

• Log data: IP addresses, browser type, pages visited, and timestamps when you use the dashboard.
• Session identifiers: cookies and similar tokens that keep you logged in.
• Usage analytics: aggregate page-view and click data collected via our analytics provider (HeyCatch) to help us improve the product. This does not include student names or personal information.

We do not collect GPS location, biometric data, device fingerprints, or any health information.

• To operate the service: show your dashboard, track attendance, surface at-risk students, and send automated parent emails on your school's behalf.
• To manage your account: billing, plan changes, and authentication.
• To communicate with you: product updates, support responses, and policy changes. You can opt out of non-essential emails at any time.
• To improve the product: aggregate, anonymized usage patterns help us decide what to build next. We never use individual student records for this purpose.
• To keep the service secure: detecting and preventing abuse, fraud, and unauthorized access.
• To send SMS notifications: if you provide a mobile phone number and opt in, we send SMS alerts when a student earns a badge or hits a streak milestone. Message frequency varies based on student activity. Message and data rates may apply. Reply STOP to unsubscribe at any time.

We never use student names, parent contact information, or behavioral data to train AI or machine-learning models.

• Supabase — our database and authentication provider, hosted on AWS infrastructure.
• Stripe — payment processing. Stripe's privacy policy governs card data.
• Resend — transactional email delivery for parent-facing communications and account emails.
• HeyCatch — aggregate product analytics. No student personal data is sent.
• UploadThing — file upload handling for any attachments you store in the platform.
• Twilio — SMS delivery for milestone and achievement notifications sent to parents and students who have opted in. Twilio's privacy policy governs message delivery data.

We never sell your data or your students' data to any third party, ever. We do not share data with advertisers, data brokers, or marketing platforms.

We may disclose information if required by law, court order, or to protect the safety of users — and we will tell you when legally permitted to do so.

If you provide a mobile phone number and opt in to SMS notifications through MatStats, the following applies:

• We use your mobile number only to send notifications about the specific student you claimed — badge completions and streak milestones.
• Message frequency varies based on student activity. Most users receive fewer than 4 messages per month.
• Message and data rates may apply.
• Reply STOP to any message to unsubscribe immediately. Reply HELP for support.
• We do not share, sell, or provide your mobile phone number or SMS consent data to third parties or affiliates for marketing or promotional purposes.
• Mobile opt-in data and consent are never shared with third parties.

• Many martial arts students are minors. We are aware of this and handle minor students' records with particular care.
• Retention OS is a business-to-business tool. The school owner — not the student or their parent — is our customer and the entity that enters student data.
• We do not knowingly collect personal information directly from children under 13. Student data is entered by school staff on behalf of the school.
• Parent contact information (email and phone) is used only to deliver class update emails that the school owner authorizes and triggers. We do not market to parents.
• If you believe we have inadvertently collected personal information about a child without appropriate consent, contact us immediately at support@retentionos.com and we will address it promptly.

• Your school's data is retained for as long as your account is active.
• If you cancel your subscription, your data is retained for 90 days to allow for reactivation or export, then deleted.
• You can request earlier deletion at any time by emailing support@retentionos.com.
• Billing records are retained as required by applicable financial and tax regulations.
• Backups are retained for up to 30 days after deletion.

If you are located in the EU, EEA, UK, or California, you may have additional rights under GDPR, UK GDPR, or CCPA. Contact us to exercise them.