Privacy Policy
Last updated: October 6, 2026
The University of Calgary Martial Arts Sparring Club ("we", "us", or "the Club") respects your privacy. This policy explains what information we collect through our website at uofcmartialarts.com and how we use it.
Information We Collect
- Account information — When you sign up or log in, we collect your name and email address via Google OAuth or our registration form.
- Check-in data — When you check in at training sessions using our barcode scanner, we record your attendance for analytics.
- Push notification subscriptions — If you are an executive team member and opt in to notifications, we store your push subscription endpoint.
- Mobile number and SMS consent — Executives and volunteers give us a phone number so the team can reach them. We also record whether they agreed to receive shift text messages, how they agreed, and when.
How We Use Your Information
- To manage your membership and class bookings
- To send booking confirmation emails
- To track attendance and generate aggregate analytics for the club
- To send push notifications to exec team members about tasks and reminders
- To authenticate admin and executive access to internal portals
Third-Party Services
We use the following third-party services that may process your data according to their own privacy policies:
- Supabase — Database hosting (check-ins, schedules)
- Google OAuth — Authentication for admin and exec portals
- Vercel — Website hosting
- Twilio — Sending shift text messages to people who opted in
Text Messages (SMS)
Club executives and volunteers can choose to receive text messages about the shifts they are scheduled on, by ticking the optional "Text me my shifts" box on the exec onboarding form, the volunteer sign-up form, the exec shifts page or the volunteer portal, or by asking a Club admin to turn it on for them (we record who asked, who recorded it and when). The box is unticked by default and agreeing is not a condition of anything. Every new opt-in receives a confirmation text with how to opt out. Only people who opt in are texted: a weekly schedule to confirm, a follow-up if unanswered, and reminders before each shift. Message frequency varies, typically 2–8 messages a week during the term. Message and data rates may apply.
Reply STOP at any time to stop receiving texts, or HELP for help. Full program terms are in our SMS Terms.
No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. Text messaging originator opt-in data and consent are not shared with any third parties, except the messaging provider (Twilio) that delivers the messages on our behalf.
Data Retention
We retain your data for as long as your membership is active or as needed to provide our services. Check-in and attendance data is kept for analytics purposes across academic terms. You may request deletion of your personal data at any time by contacting us.
Data Security
We take reasonable measures to protect your information, including HTTPS encryption, secure authentication tokens, and restricted access to admin portals. However, no method of transmission over the internet is 100% secure.
Your Rights
You have the right to:
- Request access to the personal data we hold about you
- Request correction or deletion of your data
- Opt out of push notifications at any time through your browser settings
- Withdraw consent for data processing by contacting us
Contact Us
If you have any questions about this privacy policy or your data, contact us at ucal.martialartsclub@gmail.com or (825) 994-0093.
UofC Martial Arts
MacHall, University of Calgary, 2500 University Dr NW, Calgary, AB T2N 1N4