1. Who we are
This policy is published by Current Jiu Jitsu Ltd., a company registered in Canada and operating a grappling hall at 6800 Kitimat Road, MISSISSAUGA - L5N 5M1, Canada (CA). Current Jiu Jitsu is the developer and operator behind the hall, the class schedule and this website. The company is the organisation that decides why and how personal information is handled in the course of teaching, booking and administering classes.
Throughout this document the words we, us and our refer to Current Jiu Jitsu Ltd. The words you and your refer to any person who visits this website, contacts the hall, books a class, enrols a child in a camp, attends open mat or otherwise interacts with the company. We are the controller of the personal information described here, which means that we answer for the decisions we make about it.
Our hall is a working training space, not a mass market platform. We collect the information that a coaching business needs to run safely and to communicate with members, and we try to keep that collection narrow and documented. If a sentence in this policy is unclear, please write to training@currentjiujitsu.lat and ask for clarification before you provide information to us.
2. Scope of this policy
This policy covers personal information handled through this website, through email and telephone contact with the hall, through class registration, through review week records, through camp enrolment and through the ordinary operation of the training floor. It applies to adults who train with us, parents and guardians who enrol children, visitors who attend open mat, applicants who enquire about coaching work and suppliers who deal with the company.
The policy does not cover information that you share with other members outside the hall, information held by a tournament organiser that you register with independently, or information collected by a third party website that you reach through a link from this site. Those third parties have their own privacy practices and their own obligations, and we encourage you to read their notices before providing personal information.
Where a separate written agreement with a member contains privacy terms that differ from this policy, the separate agreement controls for the matters it addresses. This policy continues to apply to everything else.
3. Information we collect
We collect the following categories of personal information. The list is intended to be complete rather than illustrative, and we review it whenever a new process is introduced at the hall.
- Identity information such as first name, last name, preferred name and date of birth where age bands matter for class grouping.
- Contact information such as email address, telephone number and, for members, mailing address.
- Emergency contact information such as the name and telephone number of a person to call if an injury occurs during training.
- Enrolment information such as the programme selected, start date, attendance record and belt review notes.
- Health and safety information that you choose to disclose, such as an injury, a chronic condition or a limitation that affects how a coach should pair you or modify a drill.
- Payment information limited to the billing record, invoice number, amount and status. We do not store full card numbers on any system that we control.
- Communications such as emails, contact form messages, notes taken during a telephone call and messages sent through a booking channel.
- Technical information such as browser type, device type, approximate region and pages viewed, collected in aggregate through the hosting provider.
- Media such as photographs or short video taken during a public session where a consent form has been signed.
We do not ask for social insurance numbers, government identity documents, financial account passwords or any similar high sensitivity record as part of ordinary class registration. If a person offers that kind of document unprompted, we will decline to keep it and ask for a less sensitive alternative.
4. How we receive information
Most information reaches us directly from you. You type it into the contact form, you send it in an email, you say it on the telephone, or you write it on a paper registration sheet at the desk. Some information reaches us indirectly, for example an emergency contact name supplied by a parent on behalf of a child, or an attendance record generated when a member checks in for a session.
A small amount of technical information is generated automatically when a browser requests a page from our hosting provider. That information is used for security, troubleshooting and aggregate traffic measurement. It is not used to build a profile of an individual visitor, and we do not buy contact lists from data brokers or supplement member records with third party marketing data.
If a member asks a friend to contact the hall on their behalf, we will note the referral on the enquiry but we will not add the friend to any mailing list without their own consent.
5. Why we use information
We use personal information for the following purposes, each of which relates directly to running a grappling hall:
- To answer enquiries about classes, private lessons, camps and review weeks.
- To register a member or camper and to confirm the programme and start date.
- To keep an attendance and progression record so that belt reviews are based on evidence.
- To pair training partners safely, taking rank, size and any disclosed health limitation into account.
- To contact an emergency contact if an injury or urgent situation occurs during a session.
- To issue invoices, process membership payments and reconcile the accounts of the company.
- To send schedule notices, closure notices and review week announcements to members who have asked for them.
- To keep the hall clean, insured and compliant with property and safety obligations.
- To handle a complaint, a claim or an insurance matter arising from training activity.
- To improve the website and the class schedule based on aggregate usage patterns.
We do not sell personal information. We do not rent member lists. We do not use information disclosed for a safety purpose to market a product or service to the person who disclosed it.
6. Legal grounds for processing
We rely on consent for marketing email, for photographs and video of identifiable members, and for any optional programme where the purpose is not obvious from the training relationship. Consent is requested in plain language, recorded with a date, and can be withdrawn at any time by writing to training@currentjiujitsu.lat.
We rely on the performance of a contract for registration, attendance records, billing and the delivery of classes that a member has booked and paid for. We rely on legitimate interests for answering an enquiry that a person has initiated, for securing the website and for keeping ordinary business records, balanced against the rights of the individual.
We rely on a legal obligation where tax, employment, insurance or safety law requires a record to be created or retained. Where a health disclosure is voluntary and not required by law, we treat the disclosure as consented processing for the safety purpose described at the point of collection.
7. Class communications
We send transactional messages to members: booking confirmations, review week reminders, closure notices, invoice notices and replies to enquiries. These messages are part of the service and are not optional for active members, although a member can choose the channel that is used.
We send occasional programme news, camp announcements and schedule changes to members and to people who have asked to be included. Every such message includes a way to stop receiving it, either through a reply asking to be removed or through a visible unsubscribe instruction. We honour an opt out within two business days and keep a short suppression record so that an accidental re-add can be caught.
We do not send marketing messages to a parent about a programme that is not relevant to the child who is enrolled, and we do not add a visitor who attended a single open mat session to a news list without an explicit request.
8. Health and safety information
Grappling is a contact activity, and coaches need to know about a recent injury, a heart condition, a pregnancy, a seizure disorder or any other limitation that could affect safety on the mat. We invite that disclosure, we limit it to what a coach needs, and we store it in a restricted section of the registration record.
Health information is shared only with the coaches who are teaching the sessions that the member attends, and only to the extent needed for safe pairing and drill modification. It is not shared with other members. It is not shared with a marketing partner. It is shared with an insurer or a medical professional only when an incident requires it and the member, or a guardian, has been informed.
A member can ask us to delete a health disclosure once the condition has resolved. We will do so unless a record is needed for an open insurance matter or a legal obligation, in which case we will explain the reason and the expected retention period.
9. Privacy for children
Children attend our camps and youth sessions, and their privacy matters to us. A parent or legal guardian must be the person who registers a child and who consents to the child attending. We collect only the child details that are needed for safe participation: name, age, guardian contact details, emergency contact and any health limitation that the guardian chooses to disclose.
We do not open direct marketing accounts for children, we do not send promotional messages to a child, and we do not publish a child image on this website or on any social channel without written guardian consent. Attendance records for youth members are kept in the same restricted system as adult records, and access is limited to the coaches who run the youth programme.
A guardian can ask at any time to see what we hold about a child, to correct it, or to delete it. We will verify the relationship before acting on the request so that one adult cannot obtain information about another family. Privacy for Children is a matter we treat as a standing item in our annual record review.
11. Website analytics
We look at aggregate traffic figures such as the number of page views, the countries from which visitors arrive and the pages that are most often opened. Those figures are produced by the hosting provider from server logs and do not identify an individual. We use them to decide which pages need updating and to catch broken links.
We do not use cross site advertising identifiers, we do not build remarketing audiences from this site, and we do not attempt to link a website visit to a training record unless the visitor has sent an enquiry through the contact form.
If we introduce a named analytics service in future, we will adopt a configuration that minimises personal data, update this policy, and where required present a consent notice before any measurement script runs.
12. Payments and billing
Membership fees and camp fees are processed through a payment provider. The provider receives the billing details that are needed to complete the transaction, and it returns a confirmation to us. We keep the invoice number, the amount, the date, the programme and the payment status so that the accounts of Current Jiu Jitsu Ltd. can be reconciled and so that a member can query a charge.
We do not store full card numbers, security codes or bank account numbers on our own systems. Card details are entered on the provider page, which is responsible for protecting them under its own obligations. If a payment fails, the provider may send us a failure reason that we use only to contact the member and to resolve the billing issue.
Invoices and receipts are retained for the period required by Canadian tax law and by our accounting practice. A request to delete a member record will not remove an invoice that we are legally required to keep, but the invoice will be restricted to the financial purpose.
14. International transfers
Some service providers process information on servers located outside Canada. When that happens, the information is subject to the laws of the country where it is stored, and a request for access may need to be made through the provider as well as through us. We choose providers that publish clear data processing terms and that offer standard contractual protections.
Where a provider stores information in another country, we remain responsible for the handling that we have asked the provider to perform. A member who wants to know the current location of a particular record can ask us and we will identify the provider and the region.
Information collected at the hall itself, such as a paper attendance sheet, stays in the hall until it is entered into the restricted member system, after which the paper copy is shredded on a published schedule.
15. Retention periods
We keep personal information only for as long as a purpose requires. The following periods are our standard practice:
- Enquiries that do not lead to registration are removed after twelve months.
- Member registration, attendance and belt review records are kept while the membership is active and for three years after it ends.
- Youth camp records are kept for three years after the camp, so that a guardian can query a matter and so that insurance cover can be verified.
- Invoices and financial records are kept for the period required by tax law.
- Health disclosures are removed when the condition has resolved and no incident record depends on them.
- Incident reports are kept for seven years because an insurance claim can arise long after the session.
- Marketing consent records are kept for two years after the last interaction or until consent is withdrawn.
At the end of a retention period the record is deleted from the active system and from the routine backup cycle. Where deletion is not immediately possible because a backup is archived, the record is placed beyond ordinary use until the backup expires.
16. Security measures
We protect personal information with a combination of technical and organisational measures that match the size of the hall. Access to the member system requires an individual account and a strong password, and access is revoked on the day a coach or staff member leaves. Paper records are kept in a locked cabinet that is opened only during desk hours.
The website is served over an encrypted connection, and the contact form does not store messages on the server: it hands the message to your own email application so that nothing new is written to the site. Payment card details are entered only on the provider page and are never sent to our server.
We test access permissions at least once a year, we review the list of people who can open the member system, and we train coaches to avoid discussing a member file where other members can hear. No security measure is perfect, and we do not claim that an incident cannot happen. We do claim that we have thought about the realistic risks and put proportionate controls in place.
17. Your privacy rights
You have the right to be informed about the personal information we hold, to ask for a copy, to correct an error, to ask for deletion where no legal duty requires retention, to withdraw consent for optional processing, to object to processing based on legitimate interests, and to complain to a privacy regulator.
You also have the right not to be subject to a decision made solely by automated means that has a significant effect on you. We do not currently make automated decisions about members. Belt review decisions are made by a coach and are recorded with a reason.
To exercise a right, write to training@currentjiujitsu.lat with enough detail for us to identify the record. We may ask for a piece of information that only the member would know in order to verify identity, particularly where a request concerns a child or an emergency contact.
18. Access and correction
An access request is acknowledged within five business days. We aim to provide the copy within thirty days. If a record contains information about another person, such as a training partner note, we may redact that part before sending the copy and explain why.
A correction request is processed quickly where the record is factually wrong, for example an email address typed with a missing letter or a telephone number that has changed. Where a request asks us to change a coaching observation that appears in a review note, we will add the member comment beside the original observation rather than erase the coach record, and we will explain that choice.
There is no fee for a first access request in a twelve month period. A repeated or excessive request may attract an administrative fee, which we will quote before doing the work.
19. Deletion requests
A member can ask us to delete a record that is no longer needed for a live purpose. We will delete it, confirm the deletion in writing, and note the date in the retention register. Deletion is limited where an invoice must be kept for tax, where an incident report must be kept for insurance, or where a legal claim is open.
Deleting a member record also removes the person from the schedule and from the review board. If a former member later returns to train, a new record will be opened and the earlier history will not be available.
A guardian can ask for deletion of a child record in the same way. We will verify the guardian relationship, and if another guardian has an equal right we will consider both views before acting.
20. Objection and restriction
Where we rely on legitimate interests, you can object and ask us to stop. We will stop unless we can show a compelling reason that overrides the objection, and we will explain that reason in writing. A common example is the security log that protects the website, which we must keep for a short period to detect abuse.
You can ask us to restrict processing while a correction or deletion request is under review. During that time the record is marked and is used only for the purpose of resolving the request. Restriction does not stop us from storing the record, but it stops ordinary use of it.
If you object to a communications channel, we will switch to another channel where one is available. If you object to all contact except in an emergency, we will note the preference and respect it.
21. Marketing choices
You choose whether to receive programme news. You can opt in at registration, at a camp sign up, or by asking the desk. You can opt out through any message or by writing to training@currentjiujitsu.lat. Opting out of news does not stop transactional messages about a class you have booked or an invoice you owe.
We do not use a member email address to build a lookalike audience on an advertising platform, and we do not pass a member list to a partner for a co-promotion without a separate written consent that explains the partner by name.
If a member asks us to forget a marketing preference entirely, we will delete the preference record as well. That means a later re-enrolment will start from a neutral position rather than from the earlier choice.
22. Third party sites and links
This website may link to the website of a tournament organiser, a payment provider or a governing body. Those sites are outside our control. They have their own privacy notices and their own cookie practices, and we do not accept responsibility for the way they handle personal information.
If you follow a link from our site to another site and provide information there, that information is governed by the other operator. We encourage you to read its notice first. A link from our site does not mean that we endorse the other operator as a privacy practice.
Where a member uses a third party booking tool to reserve a session at the hall, the tool collects information under its own terms and passes to us only the details needed for the booking. We do not receive a copy of the tool full payment record.
23. Video and photography in the hall
Photographs and short video are occasionally taken during public sessions and open mat to document the activity of the hall. An adult member is asked for written consent before being included in a publishable image. A child is included only with written guardian consent. Anyone can decline, and a decline has no effect on training.
Where a member has consented, an image may appear on this website or on a hall channel showing a technique or a class atmosphere. A member can withdraw consent for future use at any time. Withdrawal does not require us to recall a printed copy that has already left the hall, but it does require us to stop new use.
Coaches do not film live rounds for private review without telling both partners, and footage used for a competition prep review is deleted once the block ends unless the athlete asks to keep it.
24. Data breach response
If we become aware of an incident that may compromise personal information, we will contain it, assess its scope, and inform the people affected where there is a real risk of significant harm. Where the law requires a report to a regulator, we will make that report within the required time and keep a record of the steps taken.
The assessment considers the sensitivity of the information, the number of people affected, whether the information was encrypted, and whether there is evidence of misuse. We do not wait for certainty before warning the people who may be at risk.
After an incident, we review the cause, change the control that failed where possible, and record the changes so that the same weakness is not repeated. A member who notices a suspicious message that appears to come from the hall should report it to training@currentjiujitsu.lat before responding.
25. Complaints and contact
If you are unhappy with the way we have handled personal information, please contact us first so that we can put it right. Write to Current Jiu Jitsu Ltd. at 6800 Kitimat Road, MISSISSAUGA - L5N 5M1, Canada (CA), send email to training@currentjiujitsu.lat, or telephone +16813371229 during business hours. We aim to acknowledge a complaint within five business days and to respond in full within thirty days.
If the response does not resolve the matter, you can raise it with the privacy authority that has jurisdiction over us. In Canada that is the Office of the Privacy Commissioner, and in some provinces there is an additional provincial commissioner. We will provide the relevant contact route on request.
We keep a short record of complaints, the response given and any change made as a result. Complaints are reviewed by the person responsible for the hall record at the annual review, and recurring themes are brought to the coaching team.
26. Changes to this policy
We review this policy at least once a year and whenever a new process changes what we collect or how we use it. The date at the top of the page shows when the current version took effect. A material change is announced to active members by email before it takes effect, and the earlier version is kept in the hall file for reference.
A change that widens the use of an existing record will not be applied to information collected before the change unless there is a lawful basis that does not depend on the old consent. Where consent is the basis, we will ask again rather than assume it carries forward.
Questions about this policy, a request to exercise a right, or a request for the earlier version can be sent to training@currentjiujitsu.lat or raised in person at 6800 Kitimat Road, MISSISSAUGA - L5N 5M1, Canada (CA).