Who we are
ClassAiX is studio management software for martial arts schools, yoga and Pilates studios and other class-based businesses. It is operated by [LEGAL ENTITY NAME], [REGISTERED ADDRESS] ("ClassAiX", "we", "us").
Studios use ClassAiX to run their business. For information a studio keeps about its members and families, the studio decides what is collected and why, and ClassAiX processes it on the studio's behalf. For information about our own customers (studio owners and staff) and visitors to classaix.com, ClassAiX decides how it is used. [COUNSEL: confirm controller/processor wording for each jurisdiction served.]
Information we handle
Depending on how a studio uses ClassAiX, this can include:
- Account details: name, email address, phone number and a securely hashed password.
- Family and student records entered by the studio or a parent: names, dates of birth, contact details, guardians, emergency contacts and any medical or allergy notes the studio chooses to record.
- Class activity: bookings, attendance and check-ins (including kiosk check-ins with a student PIN or card), ranks, belt tests and progress notes.
- Billing records: memberships, invoices, payments, refunds and a label for the saved card (for example "Visa •••• 4242").
- Documents: waivers and agreements with the signer's name, the time of signing and the version signed.
- Messages: emails, texts and in-app messages a studio sends, with their delivery status, and your contact preferences.
- Staff time-clock entries, if the studio uses the time clock.
- Technical information: the IP address and time of sign-ins and security-relevant actions, kept in an audit log.
Card payments
Card numbers are entered on pages hosted by our payment processor, Stripe, and are never stored on ClassAiX servers. ClassAiX keeps only references (tokens) to saved cards and the record of each charge. When a studio connects its own Stripe account, its payments are processed under that studio's Stripe agreement.
How information is used
- To provide the service: scheduling, attendance, progress tracking, billing, documents and messaging for the studio.
- To send the messages the studio sets up (for example class reminders, receipts and payment notices) and the account emails we send ourselves (for example subscription and security notices).
- To keep the service secure, prevent misuse and keep an audit history of sensitive actions.
- To bill studios for their ClassAiX subscription.
- To provide support when you or your studio ask us for help.
We do not sell personal information, and we do not use studio, family or student data for advertising.
Text messages (SMS)
Studios can send text messages such as class reminders, booking and payment notices. Message frequency varies with your bookings and your studio's settings. Message and data rates may apply. Reply STOP to any message to stop receiving texts from that number, and START to receive them again; reply HELP for help. Parents and members can also turn texts off in the family portal under Messages.
Mobile numbers and text-message consent are not shared with third parties or affiliates for their own marketing purposes. [COUNSEL: confirm this statement matches the 10DLC campaign registration.]
Service providers
We use these providers to run ClassAiX. They process information only to provide their service to us:
- Stripe: card payments.
- 312VOIP: sending text messages and receiving opt-out (STOP) replies.
- [EMAIL PROVIDER]: sending email.
- Railway: application hosting and databases ([HOSTING REGION]).
- Cloudflare: domain name service and network delivery for classaix.com.
Cookies and tracking
The classaix.com website runs no analytics, advertising or tracking scripts and sets no tracking cookies. When you sign in to the ClassAiX portal, your browser stores a sign-in token in local storage so you stay signed in; signing out removes it.
Search engines
Studio portals, family and student information, and the kiosk are never published to search engines. A studio may choose to publish a public page with its own business information (such as its description, programs and address); that page contains no information about members.
Children
Students may be children. Information about a child is provided by the child's studio or parent or guardian, not collected from the child. Parents and guardians can review and update their family's information in the family portal or by asking their studio. [COUNSEL: review COPPA and state-law obligations for under-13 and under-18 students.]
Keeping information
We keep information for as long as the studio's account is active and for [RETENTION PERIOD] afterwards, unless the law requires us to keep it longer (for example financial records). Audit history, payments and signed documents are kept as permanent records while the account exists. [COUNSEL/OWNER: set retention and deletion periods.]
Security
Information is sent over encrypted connections. Passwords are stored as one-way hashes, and payment-processor keys are encrypted. Access within a studio is limited by role, and each studio's information is kept separate from every other studio's.
Your choices and rights
You can update your contact details and message preferences in the portal. To access, correct or delete information a studio holds about you or your family, contact the studio; we will help the studio respond. You can also contact us at [PRIVACY CONTACT EMAIL]. Depending on where you live, you may have additional rights under local law. [COUNSEL: add state-specific disclosures as needed.]
Changes and contact
If we change this policy we will post the new version here and update the date above, and tell studios about material changes. Questions: [PRIVACY CONTACT EMAIL], [MAILING ADDRESS].