Privacy Policy

Effective date: 15 February 2026

ZGuy Software Solutions ("we", "our", or "us") respects your privacy and is committed to protecting your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use the IpponBoard platform, mobile application, and related services (the "App").

1. Information We Collect

1.1 Personal Information

We may collect personal information that you voluntarily provide to us, including:

• Full name
• Email address
• Phone number
• Date of birth
• Profile photo
• Emergency contact details
• Medical information relevant to training (e.g. injuries, conditions)

1.2 Membership and Training Information

To provide club management functionality, we collect and process:

• Membership status and history
• Belt rank and grading records
• Training session attendance
• Competition entries and results
• Payment and subscription details
• Club or dojo affiliation

1.3 Communications

When you use in-app messaging or contact support, we may collect:

• Message content
• Sender and recipient details
• Timestamps

1.4 Automatically Collected Information

We may automatically collect certain information when you use the App, including:

• Device type and operating system
• App version
• IP address
• Usage data and interaction logs

2. How We Use Your Information

We use the information we collect to:

• Provide, operate, and maintain the App
• Manage your club membership and subscriptions
• Track attendance and training progress
• Record grading history and achievements
• Process payments and billing
• Send notifications about classes, events, and club updates
• Facilitate communication between members and instructors
• Improve app performance and user experience
• Provide customer support
• Comply with legal obligations

3. Sharing of Information

We do not sell your personal information. We may share your information only in the following circumstances:

• With your club: Your club or dojo administrators can access relevant membership, attendance, grading, and contact information.
• Service providers: Trusted third-party services that help us operate the App (e.g. hosting, analytics, notifications, payment processing).
• Sporting bodies: Where required for competition registration or affiliation with governing bodies, with your consent.
• Legal requirements: If required by law, regulation, or legal process.
• Business transfers: In connection with a merger, acquisition, or sale of assets.

4. Data Storage and Security

We use reasonable administrative, technical, and organisational measures to protect your information against unauthorised access, loss, or misuse. While we strive to protect your data, no system can be guaranteed to be 100% secure.

5. Cookies

5.1 Essential Cookies

The IpponBoard application uses cookies that are strictly necessary for it to function, such as maintaining your login session. These cookies are processed on the basis of contract necessity (GDPR Art. 6(1)(b)) and do not require consent. They are session cookies that expire when you close your browser or after a period of inactivity.

5.2 Analytics Cookies

Our marketing website (ipponboard.com) uses Google Analytics 4, provided by Google Ireland Limited, to understand how visitors interact with the site. These cookies are set only with your explicit consent (GDPR Art. 6(1)(a)). No analytics cookies are used within the IpponBoard application.

Data collected by Google Analytics:

• Pages visited and time spent on each page
• Referral source (how you arrived at the site)
• Device type, browser, and operating system
• Approximate geographic location (country/region level)
• IP address (anonymised before storage)

Cookie durations:

• _ga — used to distinguish visitors (expires after 2 years)
• _ga_* — used to maintain session state (expires after 24 hours)
• cookie_consent — stores your cookie preference (expires after 1 year)

Data transfers: Google Analytics data may be transferred to and processed by Google LLC in the United States. These transfers are protected by Standard Contractual Clauses (SCCs) approved by the European Commission. For more information, see Google's Privacy Policy.

5.3 Managing Your Cookie Preferences

You can withdraw your analytics cookie consent at any time by clicking the "Cookie Settings" link in the footer of any page. This immediately stops analytics tracking and re-presents the consent choice.

5.4 Do Not Track / US State Privacy Laws

If you are a resident of California or another US state with consumer privacy legislation, Google Analytics may constitute "sharing" of personal information under those laws. When analytics consent is denied or withdrawn, no data is shared with Google Analytics. We do not sell personal information. You may exercise your privacy rights by contacting us using the details below.

6. Data Retention

We retain personal information only for as long as necessary to fulfil the purposes outlined in this policy, unless a longer retention period is required by law or your club.

When your account is deleted, your personal data will be deleted or anonymised, except where retention is required for legal or operational reasons (e.g. financial records).

7. Your Rights

Depending on your location, you may have the right to:

• Access the personal information we hold about you
• Request correction of inaccurate information
• Request deletion of your personal data
• Object to or restrict certain processing activities
• Withdraw consent where processing is based on consent

Requests can be made by contacting us using the details below.

8. Notifications and Communications

IpponBoard sends notifications related to your membership, training sessions, events, and club activity. You can manage notification preferences through your device or app settings.

9. Children's Privacy

IpponBoard may be used by members under 16 with parental or guardian consent. Personal information for minors is collected and managed by their parent, guardian, or club administrator. We do not knowingly collect personal information directly from children without appropriate consent.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. Changes will be effective when posted within the App or on our website. Continued use of the App constitutes acceptance of the updated policy.

11. Contact Us

If you have questions or concerns about this Privacy Policy or our data practices, please contact us:

IpponBoard
Email: support@ipponboard.com

By using IpponBoard, you acknowledge that you have read and understood this Privacy Policy.