Privacy Policy

This Privacy Policy explains how BudoHQ LLC, an Arizona limited liability company (“BudoHQ,” “we,” “us”), handles information in connection with our websites and software (the “Service”). By using the Service you agree to this Policy.

1. Two roles: our customers vs. their members

BudoHQ sells software to martial arts schools (“Customers”). When a Customer uses BudoHQ to manage information about its own students, families, and prospects (“Member Data”), the Customer is the controller of that data and BudoHQ acts as a service provider/processor on the Customer’s behalf. If you are a student or parent of a school that uses BudoHQ, please contact that school directly about your information; their own privacy notice governs how they use it.

2. Information we collect

• Account information — name, email, phone, school/business details you provide when you sign up or request a demo.
• Payment information — processed by our payment processor, Stripe. We do not store full card numbers.
• Member Data — information a Customer enters about its students and families (which may include minors’ names, contact details, ranks, attendance, and billing).
• Usage & device data — log data, IP address, browser type, and how the Service is used, collected via standard web technologies.
• Communications — messages you send us (e.g., support requests, demo inquiries).

3. How we use information

To provide, secure, and improve the Service; process payments; respond to inquiries and provide support; send service and (with consent where required) marketing communications; prevent fraud and abuse; and comply with legal obligations.

4. Service providers we share with

We share information with vendors who help us run the Service, under contracts that limit their use of it, including: Stripe (payments), Twilio (SMS), Resend (email), hosting and database providers (e.g., Vercel, Supabase), and AI model providers (e.g., Anthropic) used to power optional AI features. We do not sell personal information. We may also disclose information to comply with law or protect rights and safety.

5. SMS / text messaging

Schools that use BudoHQ can send text messages to members, parents, and prospective students who have opted in — through a form on the school’s website, in person at sign-up, on a paper sign-up form, or by texting the school directly. By opting in you agree to receive messages such as class and appointment reminders, account and billing notices, schedule changes, and occasional promotions.

• Message frequency varies by school and by the messages you opt into.
• Message and data rates may apply.
• Reply STOP at any time to opt out, or HELP for help.
• Your mobile opt-in information is never shared. Phone numbers and SMS consent are not sold or shared with third parties or affiliates for their own marketing; they are used only to deliver the messages you requested, through our messaging provider (Twilio).

Text messages from BudoHQ

Separately, BudoHQ may send text messages to school owners and prospective owners who opt in — on our sign-up page (budohq.com/sms-optin), our signup and demo forms, or by texting us. You choose, with separate optional checkboxes, whether to receive: (1) account & onboarding messages (setup steps, account notifications, and support), and/or (2) promotional messages (product updates, offers, tips, and reminders to finish setting up). Opting in is never required to sign up or use BudoHQ.

• Message frequency varies.
• Message and data rates may apply.
• Reply STOP at any time to opt out, or HELP for help.
• BudoHQ does not sell or share your phone number or SMS consent with third parties or affiliates for their own marketing purposes. Numbers are used only to deliver the messages you requested, via our messaging provider (Twilio).

6. Children’s information

The Service is intended for school owners and staff, not for use directly by children. Some Member Data entered by our Customers may relate to minors. Customers are responsible for obtaining any parental consent required by law (such as COPPA) before entering or processing children’s information in BudoHQ. We process that information only to provide the Service to the Customer.

7. Data retention

We retain account and Member Data for as long as a Customer’s account is active and as needed to provide the Service, then delete or anonymize it within a reasonable period, unless a longer period is required by law. Customers can request export or deletion of their data.

8. Security

We use reasonable administrative, technical, and organizational safeguards to protect information. No method of transmission or storage is completely secure, so we cannot guarantee absolute security.

9. Your choices & rights

Depending on where you live, you may have rights to access, correct, delete, or port your personal information, or to object to certain processing. To exercise these rights for information we hold as a controller (e.g., your account), email us below. If your request concerns Member Data held on behalf of a school, we will refer you to, or assist, that school. You can opt out of marketing emails using the unsubscribe link, and reply STOP to opt out of text messages.

10. Cookies

We use cookies and similar technologies to operate the site, remember preferences, and understand usage. You can control cookies through your browser settings.

11. Changes to this Policy

We may update this Policy from time to time. We will update the date above and, where appropriate, provide additional notice.

12. Contact

Questions or requests? Email support@budohq.com.