Last updated: September 1, 2026

Promar Karate (“we,” “us,” “our”) is committed to protecting the privacy of our students, parents, and guardians. This policy explains what personal information we collect, why we collect it, and how it’s handled.

Information We Collect

When you register a student for our program, we collect:

• Contact information: student and parent/guardian name, address, phone number, and email address
• Emergency contact information: name, relationship, and phone number for at least one emergency contact
• Medical information: any medical conditions, allergies, or physical limitations relevant to safe participation in training. This information is shared only with instructors and staff directly responsible for the student’s safety during class, and is not used for any other purpose.
• Registration details: preferred training days, participation background, and reasons for joining, used to help place students in the right class and tailor their experience
• Payment information: processed through ZENPLANNER or SQUARE at the time of enrollment; we do not store full credit card numbers on our own systems

We only collect what we need to run the program safely and communicate with you about it.

How We Use Your Information

We use the information above to:

• Register and enroll students in classes
• Contact you about schedules, closures, events, and billing
• Respond appropriately in a medical or safety situation
• Improve how we place and support students based on their goals and experience

We do not sell or rent your personal information to third parties.

Email and SMS Communications

If you opt in to email or text (SMS) updates during registration, we’ll use that contact information to send class reminders, schedule changes, and program news. You can opt out of SMS at any time by replying STOP, and out of email using the unsubscribe link in any message. Opting out of marketing messages doesn’t affect essential communications about your enrollment (e.g., a class cancellation).

Consent for Minors

Most of our students are minors. All personal information about a minor is provided and consented to by a parent or legal guardian at the time of registration — not by the child. Parents/guardians may review, correct, or request deletion of their child’s information at any time by contacting us directly (see below).

Who Has Access to Your Information

Access to registration and medical information is limited to instructors and administrative staff who need it to run the program and respond to safety needs. We do not share this information outside Promar Karate except where required by law (for example, in a medical emergency, or if legally compelled).

How We Protect Your Information

We take reasonable administrative and technical precautions to protect personal information from unauthorized access, loss, or misuse, both in our records and on our website.

How Long We Keep Your Information

We retain enrollment and medical records for “the duration of a student’s active enrollment plus one year after a student leaves the program, after which records are securely deleted. This retention period allows us to meet insurance, liability, and administrative requirements.

Your Rights

Under Canadian privacy law (PIPEDA), you have the right to:

• Know what personal information we hold about you or your child
• Request a copy of that information
• Request corrections to inaccurate information
• Withdraw consent for non-essential uses (such as marketing communications or photo use), subject to legal or contractual restrictions
• Request deletion of your information, subject to any records we’re required to retain for legal or insurance purposes

To exercise any of these rights, contact us using the information below.

Cookies and Website Data

Our website may use cookies for basic functionality and analytics. These do not collect the personal registration information described above. You can control cookies through your browser settings.

Changes to This Policy

We may update this policy from time to time to reflect changes in our practices or legal requirements. The “last updated” date at the top of this page will reflect the most recent revision.

Contact Us

Questions about this policy or your information? Contact us at:

Promar Karate

help@promarkarate.ca

226-220-8602