DOTHAN MARTIAL ARTS BOOSTERS (referred to herein as “DMAB,” “we,” “us,” or “our”) is a non-profit organization deeply dedicated to fostering personal growth, confidence, and community engagement through the art of martial arts. We recognize that our relationship with our members, students, volunteers, donors, and website visitors is built entirely on trust. Central to maintaining this trust is our solemn commitment to protecting the privacy and security of the Personal Information you entrust to us. This comprehensive Privacy Policy outlines the types of information we collect, how we use and safeguard that information, the circumstances under which we may share it, and the rights you have concerning your data. Given our mission involves a significant number of youth participants, we have adopted stringent measures in compliance with applicable privacy regulations, including specific protocols for the collection and processing of children’s data, which are detailed in Section 7. We urge you to read this policy in its entirety to understand our practices. By accessing our services, participating in our programs, or interacting with our websites, communications, or facilities located at 200 ROYAL PKWY, DOTHAN, AL 36305, you acknowledge that you have reviewed and understood the terms of this policy. Should you have any questions about these exhaustive details, please do not hesitate to contact our dedicated Privacy Officer, whose details are provided at the conclusion of this document.

1. Scope and Application of this Policy

The Foundation of Our Data Stewardship

This Privacy Policy applies to all Personal Information collected, processed, and maintained by DOTHAN MARTIAL ARTS BOOSTERS. This encompasses information collected both online—through our website, enrollment portals, donation pages, and email communications—and offline—through in-person enrollment forms, waiver signings, emergency contact documentation, and interactions at our physical facility. We recognize that “Personal Information” is broadly defined as any data that identifies, relates to, describes, is reasonably capable of being associated with, or could reasonably be linked, directly or indirectly, with a particular consumer or household. For the purposes of DMAB’s mission, this includes data collected about: (1) Students (youth and adult participants in training programs), (2) Parents/Guardians (those providing consent and managing student accounts), (3) Volunteers/Staff, and (4) Donors/Supporters. Our commitment is to manage this data with the same rigorous adherence to principle—namely, transparency, integrity, and respect—that we teach on the martial arts mat, ensuring that our data practices embody the core values of our organization. This policy does not apply to data that has been completely aggregated, de-identified, or anonymized such that it can no longer be reasonably associated with a natural person.

2. Information We Collect and the Purpose of Collection

Detailed Categories of Data Necessary for Service Delivery and Safety

The nature of our organization requires us to collect various categories of Personal Information, which are strictly necessary for service delivery, ensuring student safety, maintaining membership status, and fulfilling our fiduciary responsibilities as a non-profit organization. We only collect the minimum amount of data required for these specific purposes.

2.1. Membership and Identity Data

• Data Collected: Full legal name (student, parent/guardian, volunteer), physical address (to confirm community service boundaries and tax documentation), email address (for critical communication), phone numbers (for scheduling and emergencies), date of birth (essential for age-appropriate class placement and safety protocols), and gender (used only for class balance and uniform sizing, never for discriminatory purposes).
• Purpose of Collection: To establish, maintain, and service your membership account; to place students in the correct curriculum track (e.g., Tiny Tigers vs. Junior Program); to verify identity for facility access and rank testing; and to fulfill contractual obligations related to tuition and membership fees.

2.2. Safety and Health Data (Sensitive Information)

• Data Collected: Emergency contact names and phone numbers (mandatory for all student enrollment), known allergies, chronic health conditions (e.g., asthma, diabetes) or physical limitations, and any current medications that may affect training safety or require immediate attention during class.
• Purpose of Collection: This information is collected solely to ensure the immediate safety and well-being of the student while they are under our supervision at 200 ROYAL PKWY. It allows instructors to modify physical activities to prevent injury and enables our staff to communicate necessary, critical information directly to emergency medical professionals or authorized guardians in the event of an accident or health incident during training.

2.3. Financial and Transactional Data

• Data Collected: Payment card details (last four digits, expiration date, tokenized data only, never full card numbers), bank account information (if using ACH auto-pay), tuition history, donation history, and financial aid application details (where applicable).
• Purpose of Collection: To process membership dues and tuition fees; to record tax-deductible donations as legally required for non-profit operations; to manage billing cycles; and to confirm payment authorization for recurring services. Note: Full payment card information is typically processed by a secure, third-party payment gateway, and DMAB does not store the full primary account number on our servers.

2.4. Educational and Progression Data

• Data Collected: Student attendance records, formal assessment results (e.g., test scores for belt promotion), records of character stripes earned, instructor feedback notes, and disciplinary records (when necessary to maintain a safe and respectful environment).
• Purpose of Collection: To track the student’s progress and mastery of the DMAB curriculum; to ensure consistent adherence to our Educational Philosophy of character building; and to provide comprehensive feedback to parents/guardians regarding their student’s development, focus, and discipline.

2.5. Voluntary Content and Engagement Data

• Data Collected: Photos, videos, and testimonials provided by students, parents, and volunteers (often taken during class, events, or demonstrations) and collected through explicit consent (see Section 4.3). This also includes survey responses and feedback forms.
• Purpose of Collection: Used solely for marketing, outreach, celebrating student achievements, and promoting the positive community mission of DMAB (e.g., on the website’s Testimonials section or social media).

2.6. Automatically Collected Data (Website Usage)

• Data Collected: IP addresses, browser type, operating system details, referring website addresses, pages viewed on our site, and time spent on those pages.
• Purpose of Collection: To analyze website traffic, diagnose technical problems, improve the user experience on our online portals, and understand which programs (like Tiny Tigers or Adult Training) generate the most interest, helping us allocate resources effectively.

3. How and Why We Use Your Personal Information

The Lawful Bases for Processing Data

We use the Personal Information we collect for a multitude of specific, legitimate purposes that directly support our non-profit mission and operational requirements. The following describes our primary uses:

3.1. Provision of Services and Contractual Fulfillment

The vast majority of data processing is essential for delivering the core martial arts programs and services you or your child enrolled in. This includes using your name and contact information to enroll you in the correct classes, communicating class cancellations or schedule changes (Daily Activities updates), and using attendance data to monitor eligibility for rank promotion. Without this data, DMAB cannot efficiently or safely provide instruction at 200 ROYAL PKWY. This processing is based on the necessity of performing our contract with you (the membership agreement).

3.2. Safety Assurance and Risk Mitigation

As detailed in Section 2.2, the use of sensitive health and emergency contact information is a non-negotiable requirement for participation. This data is reviewed by instructors before class and is immediately accessible during training sessions. In the event of an emergency (e.g., a student suffering an allergic reaction or requiring an ambulance), this information is used solely to facilitate the quickest possible response from medical personnel and to notify the authorized parent or guardian. This processing is based on the vital interest of protecting the student’s life and physical integrity.

3.3. Communication, Outreach, and Mentorship

We use email addresses and phone numbers to maintain a strong connection with the DMAB community, essential to our Community & Engagement mission. This includes sending out newsletters and updates on events (Events and Activities), sharing character-development themes from the curriculum, and distributing information about fundraising initiatives necessary to support our operations. Instructors may also use parental contact information for direct mentorship feedback sessions, reinforcing the Educational Philosophy taught in class with expectations at home. We always provide clear mechanisms to opt out of non-essential communications, such as fundraising appeals.

3.4. Organizational Improvement and Resource Allocation

Non-profit transparency and effectiveness require continual assessment. We use aggregated and de-identified data (such as anonymized attendance rates, program popularity statistics, and enrollment trends) to evaluate the success of our programs, identify unmet community needs, and strategically plan resource allocation, facility upgrades, and staffing. This data analysis ensures that DOTHAN MARTIAL ARTS BOOSTERS is making the maximum Community Impact by running the most relevant and effective programs possible.

3.5. Compliance with Legal and Regulatory Obligations

As a registered non-profit organization, we are legally required to maintain records related to financial transactions, tax-deductible contributions, and employee/volunteer vetting. Personal Information may be used to satisfy these legal requirements, which include audit compliance, tax filings, and ensuring adherence to local, state, and federal laws governing youth activities and non-profit conduct.

4. Data Sharing and Disclosure to Third Parties

Maintaining Integrity While Partnering for Efficiency

DOTHAN MARTIAL ARTS BOOSTERS does not sell, rent, or lease any Personal Information to any third parties for their independent marketing or solicitation purposes. We only share or disclose information under the following limited and necessary circumstances, ensuring all recipients are contractually bound to maintain confidentiality and security standards equivalent to our own.

4.1. Service Providers and Business Partners

We use trusted external vendors to help us operate our facility and deliver core services. These vendors act strictly under our instructions and include:

• Payment Processors: To securely handle tuition and donation transactions (Section 2.3). They receive tokenized financial data and necessary transactional information.
• Customer Relationship Management (CRM) and Scheduling Software: To manage class schedules, attendance, member accounts, and email communications (Section 3.3). They receive names, contact information, and student progression data.
• Website Hosting and IT Support: To maintain the security and functionality of our online platforms (Section 2.6).

4.2. Safety and Emergency Situations

In the event of an immediate medical emergency at 200 ROYAL PKWY, DMAB staff is authorized to disclose a student’s necessary Personal Information (Emergency Contact, Health/Safety Data) to paramedics, emergency responders, or medical facilities to facilitate immediate care. This disclosure is done based on the vital interests of the student.

4.3. Explicit Consent (Media and Promotion)

Any sharing of recognizable images, videos, or detailed Testimonials of a student or participant for public-facing purposes (such as our website or social media) is done only after obtaining explicit, written consent from the individual (or the parent/guardian if the individual is a minor, as described in Section 7). This media release consent is entirely optional and can be withdrawn at any time.

4.4. Legal Compliance and Law Enforcement

We may disclose Personal Information if required to do so by law or in the good faith belief that such action is necessary to (a) comply with a legal obligation, subpoena, or valid governmental request; (b) protect and defend the rights or property of DMAB; (c) act in urgent circumstances to protect the personal safety of students, staff, or the public; or (d) protect against legal liability.

5. Data Security and Retention Measures

Safeguarding Your Trust with Technical and Physical Discipline

DOTHAN MARTIAL ARTS BOOSTERS employs a multi-layered approach to data security, combining technical safeguards with strict physical and administrative discipline, mirroring the rigor we apply to our martial arts training.

5.1. Technical Security

All digital data, including membership records and online forms, is stored on secure, encrypted servers provided by our reputable vendors (Section 4.1). We use industry-standard SSL/TLS encryption for data transmission whenever you interact with our website or enrollment portals. Access to all sensitive databases is restricted via multi-factor authentication and is granted only to specific DMAB staff members who require it to perform their official duties (e.g., the Operations Manager for billing).

5.2. Physical and Administrative Security

Physical enrollment forms, health waivers, and confidential financial aid applications are securely stored in locked cabinets within the administrative office at 200 ROYAL PKWY. Our staff is trained in privacy protocols and the secure handling of Personal Information during the Application Process. Access to the administrative area where these files are kept is strictly limited to authorized personnel.

5.3. Data Retention Policy

We retain Personal Information only for as long as is strictly necessary to fulfill the purposes outlined in this Privacy Policy, including for the duration of your active membership and for a reasonable period thereafter to facilitate account reactivation and provide necessary documentation. Financial and transactional records are typically retained for a minimum of seven years to comply with tax and audit requirements. Health and safety information is purged shortly after a student’s departure, unless legally required to be maintained longer. Upon request, we will responsibly destroy or de-identify any non-essential data, subject to legal and operational constraints.

6. Your Data Rights and Choices

Empowerment Through Control Over Your Information

We are committed to empowering our community, and this extends to giving you control over your own Personal Information. You, as a member, guardian, or user, have specific rights concerning the data DMAB holds.

6.1. Right to Access and Correction

You have the right to request access to the specific pieces of Personal Information we have collected about you or your minor student. Furthermore, we rely on the accuracy of your information (especially emergency contacts and health data) to ensure safety. You have the right and the ability to request that we correct any inaccurate or incomplete Personal Information we hold. Requests for correction of vital information (such as contact numbers) should be submitted immediately via the contact email below.

6.2. Right to Deletion (Right to be Forgotten)

You may request the deletion of your Personal Information, or the information pertaining to your minor student, subject to certain legal limitations. Please understand that DMAB cannot delete information required to: (a) complete a transaction or fulfill a service obligation (e.g., processing a final payment); (b) comply with legal, tax, or regulatory obligations (e.g., retaining financial records); or (c) maintain security or prevent fraudulent activity. Deleting essential data, such as your contact information and health/safety waivers, may necessitate the immediate termination of your or your child’s membership, as we cannot operate without the necessary safety information required under Section 3.2.

6.3. Right to Opt-Out of Communications

You have the right to opt out of receiving non-essential communications, such as our organizational newsletters, promotional materials, or general fundraising appeals (Section 3.3). Every marketing email we send includes a clear and functional “unsubscribe” link. However, you cannot opt out of essential service-related communications, such as tuition billing reminders, safety notices, or required legal updates to this Privacy Policy.

6.4. Exercising Your Rights

To formally exercise any of these rights (access, correction, or deletion), please submit a verifiable request to our Privacy Officer via the dedicated email address provided in Section 8. We require you to provide sufficient information to verify your identity as the person about whom we collected the Personal Information, and you must describe your request with enough detail for us to properly understand, evaluate, and respond to it. We will respond to all verifiable requests within the timeframe mandated by applicable law.

7. Children’s Privacy (COPPA Compliance)

Our Dedicated Commitment to Our Youngest Students

The programs at DOTHAN MARTIAL ARTS BOOSTERS serve a large population of minors, primarily in our Tiny Tigers (ages 4-6) and Juniors (ages 7-12) programs. We are strictly committed to complying with the U.S. Children’s Online Privacy Protection Act (COPPA) and other applicable laws protecting children’s privacy.

7.1. Parental Consent Requirement

We do not knowingly collect, use, or disclose Personal Information directly from children under the age of 13 without verifiable parental consent. All enrollment forms, including the collection of the child’s name, age, and health/safety data, must be completed and submitted by a parent or legal guardian. The parent or guardian is responsible for providing and maintaining all emergency contact information.

7.2. Collection of Minors’ Information

Information about minors is collected strictly for the purpose of safe participation in our programs and for necessary educational tracking (Educational Curriculum). This includes:

• Child’s Name and Date of Birth (for appropriate class placement).
• Health and Safety Information (for emergency response, Section 3.2).
• Attendance and Progression Data (for mentorship and belt ranking, Section 2.4).

7.3. Media Consent for Minors

For any photos, videos, or testimonials featuring a minor that we wish to use on our public platforms (social media, website), we obtain a separate, explicit written media release form signed by the parent or guardian. This consent is revocable at any time by the parent or guardian, and upon revocation, we will cease using the media prospectively. We ensure that any publicly posted media featuring minors is used respectfully and focuses only on their achievement and positive participation.

8. Updates to this Privacy Policy and Contact Information

Transparency and Future Communication

8.1. Policy Updates

DOTHAN MARTIAL ARTS BOOSTERS reserves the right to update this Privacy Policy periodically to reflect changes in our practices, our services, or legal requirements. When we make material changes to this policy, we will notify you by revising the “Effective Date” at the top of this document, and, where appropriate, we will notify members directly via email or through a prominent notice posted in our facility at 200 ROYAL PKWY. We encourage you to review this policy frequently to stay informed about how we are protecting your information.

8.2. Contact Information for Privacy Concerns

Your privacy concerns are taken with the utmost seriousness, reflecting the integrity that is central to our mission. If you have any questions, comments, or concerns about this Privacy Policy, our data practices, or wish to exercise your data rights (Section 6), please contact our designated Privacy Officer directly:

Privacy Officer DOTHAN MARTIAL ARTS BOOSTERS Address: 200 ROYAL PKWY, DOTHAN, AL 36305 Dedicated Email: info@dmab.site

Thank you for entrusting DOTHAN MARTIAL ARTS BOOSTERS with your Personal Information. We view this trust as the foundation of our community.