Privacy policy

Who is responsible for your information

If you are a member, student or parent at a school, your school decides what information it keeps about you and how it uses it. Gradia stores and processes that information on the school's behalf, following the school's instructions. Questions about your membership record, or requests to correct or remove it, are best sent to your school first. We will help them answer you.

If you are a school owner or staff member, Gradia is responsible for the account information you give us to use Gradia itself, such as your name, email address and your school's subscription details.

What we collect

• Account details: name, email address, phone number and sign-in details for owners, staff and family members who create a login.
• Member records entered by a school or by you: names, dates of birth, contact details, emergency contacts, guardians, rank and belt history, attendance, class bookings, signed waivers, notes, and photos or files the school uploads.
• Children's information: schools often register children. A child's record is entered by the school or by a parent or guardian. Children do not create their own Gradia account; they may check in on the school's front-desk tablet.
• Payment information: card and bank payments are handled by payment processors (Helcim, Stripe or Square). Gradia does not store full card numbers. We keep records of payments, such as amount, date, status and the last four digits of a card.
• Messages: emails and text messages a school sends through Gradia, and replies to them.
• Technical information: device and browser type, IP address, and error reports, which we use to keep Gradia secure and working.

How we use it

• To provide Gradia to schools and their members: running memberships, classes, check-in, billing, promotions, messages and school websites.
• To send messages you or your school asked for, such as receipts, booking confirmations, reminders and alerts to school staff.
• To keep accounts secure, prevent fraud and abuse, and fix problems.
• To meet legal obligations, such as keeping payment and tax records.

We do not sell personal information, and we do not use it for advertising. We do not use members' information for anything other than providing Gradia to their school.

Who we share it with

We share information only with the service providers that help us run Gradia, and only what they need to do their job:

• Hosting and storage: Vercel and Supabase.
• Sign-in and account security: Clerk and Cloudflare.
• Email and text messages: Resend and Twilio.
• Payments: Helcim, Stripe and Square, depending on which one your school uses.
• Error monitoring and background tasks: Sentry, Upstash and Inngest.

Some of these providers store information outside your country, including in the United States. We may also share information if the law requires it, or to protect the safety of people or the security of Gradia.

How long we keep it

We keep information for as long as the school uses Gradia, or as long as you keep your account. When a school closes its Gradia account, or asks us to delete a record, we delete or anonymise it, except for records we or the school must keep by law, such as payment history and signed waivers.

Your choices and rights

• You can ask to see, correct or delete your personal information.
• You can unsubscribe from marketing emails using the link in any email.
• You can delete your Gradia login yourself. Signed-in users can do this from their account, in the website or the app.

To make a request, contact your school, or email us at hello@gradiaapp.com. We will reply within 30 days.

Security

Information is encrypted when it travels over the internet and when it is stored. Each school can only see its own records, and staff only see what their role allows. No system is perfectly secure, so if we learn of a breach that affects you, we will tell you and your school as the law requires.

Changes to this policy

If we make important changes, we will update the date at the top of this page and let schools know.

Contact us

Questions about privacy? Email hello@gradiaapp.com.