Privacy Policy

1. Introduction

W3MediaLabs LLC ("Company," "we," "us," or "our") operates the MatMgr platform (the "Service"). This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our Service.

Please read this Privacy Policy carefully. By accessing or using the Service, you acknowledge that you have read, understood, and agree to be bound by this Privacy Policy.

If you do not agree with the terms of this Privacy Policy, please do not access or use the Service.

2. Information We Collect

2.1 Information You Provide Directly

We collect information you voluntarily provide when using the Service, including:

Account Information

• Name, email address, and password
• Phone number and mailing address
• Academy name and business information
• Payment and billing information (processed by Stripe)

Student Information (Collected by Academies)

• Student names, dates of birth, and contact information
• Parent/guardian information for minors
• Emergency contact information
• Medical information and special needs (if provided)
• Belt rank, attendance records, and training history
• Photos and profile images
• Testing and promotion records

Communication Data

• Messages sent through the platform
• Support requests and correspondence
• Feedback and survey responses

2.2 Information Collected Automatically

When you access the Service, we automatically collect certain information, including:

• Device Information: Device type, operating system, browser type, and version
• Log Data: IP address, access times, pages viewed, and referring URLs
• Usage Data: Features used, actions taken, and interaction patterns
• Location Data: General geographic location based on IP address
• Cookies and Tracking Technologies: See Section 7 below

2.3 Information from Third Parties

We may receive information from third-party services, including:

• Payment Processors: Transaction status and limited payment details from Stripe
• Analytics Providers: Aggregated usage statistics
• Authentication Services: If you use social login features

3. How We Use Your Information

We use collected information for the following purposes:

3.1 Service Provision

• Create and manage user accounts
• Provide, operate, and maintain the Service
• Process transactions and send related information
• Enable Academy management features
• Facilitate communication between Academies and their members

3.2 Service Improvement

• Analyze usage patterns to improve features
• Develop new products and services
• Conduct research and analysis
• Monitor and analyze trends and usage

3.3 Communication

• Send administrative notifications and updates
• Respond to inquiries and support requests
• Send promotional communications (with consent)
• Provide customer service

3.4 Security and Legal

• Detect, prevent, and address fraud and abuse
• Protect the rights and safety of users
• Comply with legal obligations
• Enforce our Terms of Service

4. Data Sharing and Disclosure

We do not sell your personal information. We may share information in the following circumstances:

4.1 With Academies

If you are a student or family member, your information is shared with your Academy for the purpose of managing your enrollment, attendance, and training records.

4.2 Service Providers

We share information with third-party vendors who provide services on our behalf:

• Stripe: Payment processing
• Cloud Hosting: Data storage and infrastructure
• Email Services: Transactional and marketing emails
• Analytics: Usage analysis and reporting

These providers are contractually obligated to protect your information and use it only for specified purposes.

4.3 Legal Requirements

We may disclose information when required by law or in response to:

• Subpoenas, court orders, or legal process
• Government or regulatory requests
• Enforcement of our Terms of Service
• Protection against legal liability

4.4 Business Transfers

In the event of a merger, acquisition, or sale of assets, user information may be transferred as part of the transaction. We will notify you of any such change.

4.5 With Your Consent

We may share information with third parties when you have given explicit consent.

5. Data Retention

We retain personal information for as long as necessary to:

• Provide the Service to you or your Academy
• Comply with legal obligations
• Resolve disputes and enforce agreements
• Maintain business records as required by law

Academies are responsible for determining appropriate retention periods for student data in compliance with their local laws and regulations.

After account termination, we may retain certain information for a reasonable period to comply with legal requirements, prevent fraud, and resolve disputes.

6. Data Security

We implement appropriate technical and organizational measures to protect your information, including:

• Encryption: Data is encrypted in transit (TLS/SSL) and at rest
• Access Controls: Role-based access to limit data exposure
• Secure Infrastructure: Cloud hosting with enterprise-grade security
• Authentication: Secure password hashing and session management
• Monitoring: Regular security audits and vulnerability assessments
• Backups: Regular automated backups with secure storage

No method of transmission or storage is 100% secure. While we strive to protect your information, we cannot guarantee absolute security.

7. Cookies and Tracking Technologies

7.1 What Are Cookies?

Cookies are small text files stored on your device when you visit a website. We use cookies and similar technologies to enhance your experience.

7.2 Types of Cookies We Use

• Essential Cookies: Required for the Service to function (authentication, security, preferences)
• Analytics Cookies: Help us understand how users interact with the Service
• Functional Cookies: Remember your preferences and settings

7.3 Managing Cookies

You can control cookies through your browser settings. Note that disabling certain cookies may affect Service functionality. Most browsers allow you to:

• View cookies stored on your device
• Delete individual or all cookies
• Block third-party cookies
• Block all cookies from specific sites

8. Your Rights and Choices

Depending on your location, you may have certain rights regarding your personal information:

8.1 Access and Portability

You may request a copy of the personal information we hold about you.

8.2 Correction

You may request correction of inaccurate or incomplete information.

8.3 Deletion

You may request deletion of your personal information, subject to legal retention requirements.

8.4 Opt-Out

You may opt out of:

• Marketing communications by clicking "unsubscribe" in emails
• Certain data collection through browser settings

8.5 Exercising Your Rights

To exercise these rights, contact us at privacy@matmgr.com. We will respond within the timeframe required by applicable law (typically 30 days).

8.6 Student Data Requests

For student data managed by an Academy, please contact your Academy directly. Academies are the data controllers for their student information.

9. Children's Privacy

9.1 COPPA Compliance

The Service is not directed to children under 13. We do not knowingly collect personal information directly from children under 13.

9.2 Academy Responsibilities

Academies using the Service to manage information about children are responsible for:

• Obtaining verifiable parental consent where required
• Complying with COPPA and other applicable laws
• Providing parents access to their children's information
• Allowing parents to request deletion of their children's information

9.3 Parental Rights

Parents or guardians may:

• Review their child's information by contacting the Academy
• Request corrections to their child's information
• Request deletion of their child's information
• Refuse further collection of their child's information

10. International Data Transfers

The Service is operated in the United States. If you access the Service from outside the United States, your information may be transferred to, stored, and processed in the United States or other countries where our service providers operate.

By using the Service, you consent to the transfer of your information to countries that may have different data protection laws than your country of residence.

We take steps to ensure that international transfers comply with applicable laws and that your information remains protected.

11. California Privacy Rights

California residents have additional rights under the California Consumer Privacy Act (CCPA):

11.1 Right to Know

You may request disclosure of the categories and specific pieces of personal information we have collected about you.

11.2 Right to Delete

You may request deletion of personal information we have collected, subject to certain exceptions.

11.3 Right to Non-Discrimination

We will not discriminate against you for exercising your privacy rights.

11.4 "Do Not Sell" Disclosure

We do not sell personal information as defined by the CCPA.

11.5 Authorized Agents

You may designate an authorized agent to make requests on your behalf with proper verification.

12. European Privacy Rights (GDPR)

If you are located in the European Economic Area (EEA), you have additional rights under the General Data Protection Regulation (GDPR):

• Lawful Basis: We process data based on consent, contract performance, legal obligations, and legitimate interests
• Right to Object: You may object to certain processing activities
• Right to Restriction: You may request restriction of processing
• Data Portability: You may receive your data in a structured, machine-readable format
• Withdraw Consent: You may withdraw consent at any time
• Lodge Complaints: You may file complaints with your local supervisory authority

13. Third-Party Services

The Service may contain links to or integrations with third-party services. This Privacy Policy does not apply to third-party services. We encourage you to review the privacy policies of any third-party services you access.

Key Third-Party Services:

• Stripe: Payment processing - Privacy Policy

14. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. Changes will be effective when posted on this page with a new "Last Updated" date.

We will notify you of material changes by:

• Email notification to registered users
• Prominent notice on the Service
• In-app notification

Your continued use of the Service after changes constitutes acceptance of the updated Privacy Policy.

15. Data Controller and Processor Roles

15.1 W3MediaLabs as Data Controller

W3MediaLabs acts as the data controller for:

• Academy owner/administrator account information
• Platform usage and analytics data
• Direct communications with W3MediaLabs

15.2 W3MediaLabs as Data Processor

W3MediaLabs acts as a data processor for:

• Student information managed by Academies
• Academy customer payment data
• Other data controlled by Academies

15.3 Academy Responsibilities

Academies act as data controllers for their student and customer data and are responsible for:

• Lawful collection and processing of student data
• Obtaining necessary consents
• Responding to data subject requests
• Compliance with applicable privacy laws

16. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:

For data protection matters in the EU, you may also contact your local supervisory authority.