Privacy Policy

Last updated: 12/6/2025

This page explains how Kitsap Martial Arts collects and uses personal data when you visit:

kitsapmartialarts.com
shop.kitsapmartialarts.com
kitsapmartialarts.sparkuniversity.co (for membership and online training)

We wrote this with visitors from the European Union and United Kingdom in mind, so it follows the main ideas in the GDPR. It also applies to all visitors, wherever you live.

If you have questions, you can reach us at:

Kitsap Martial Arts
19351 8th Ave NE S-173
Poulsbo, WA 98370
United States

Email: [email protected]
Phone: 360-626-1344

For this policy, Kitsap Martial Arts is the “data controller.” That means we decide how and why your personal data is used.

1. What this policy covers

This policy covers:

Visits to kitsapmartialarts.com
Visits to our online shop at shop.kitsapmartialarts.com
Use of our Spark Membership portal at kitsapmartialarts.sparkuniversity.co
Messages you send through our contact form or email
Questions about free trials, events, and memberships
Traffic and usage data collected through cookies and similar tools

This policy does not cover how other companies handle your data on their own sites.
That includes Spark Membership, Facebook, Instagram, Bluesky, YouTube, and any print on demand or payment services.
Those services have their own privacy policies.

2. Personal data we collect

We collect personal data in three main ways.

2.1 Data you give us

You may share personal data when you:

Fill out our contact form
Request a free trial or information about classes
Sign up for a membership, camp, seminar, or event
Place an order in our online shop
Email, call, or message us on social media

This can include:

Contact details

Name
Email address
Phone number

Student and enquiry details

Your child’s name and age
Which program you are interested in
Questions or comments you write in a form or email

Membership and training details

Collected mainly inside our Spark portal at kitsapmartialarts.sparkuniversity.co:

Address
Emergency contact details
Student profile and program
Attendance records
Notes related to training, progress, and safety

Order details for the online shop

Collected mainly through shop.kitsapmartialarts.com:

Name
Email address
Shipping address
Billing address where needed
Products ordered, sizes, and quantities
Order history and status

Payment details are handled by payment processors. Your full card number is sent to the payment processor and is not stored on our own servers.

2.2 Data we collect automatically

When you visit our sites, we collect some data automatically through cookies and similar tools.

This can include:

Technical data

IP address
Browser type and version
Device type
Operating system
Time zone

Usage data

Pages you visit
How long you stay on each page
Links you click
Which site or ad sent you to us

This information is mainly collected through our cookie consent tool and Google Analytics.

2.3 Data from other sources

We may also receive:

Basic profile or contact data if you message us through social media
Membership and attendance data from Spark Membership tools
Payment status information from payment gateways
Order status and shipping information from ecommerce or print on demand services

3. Legal bases under GDPR

If you are in the EU or UK, we rely on these legal bases to process your personal data.

Consent

For non essential cookies and analytics
For optional marketing emails, texts, and notifications sent through Spark and related tools

Contract

When we need your data to provide a service you asked for, such as a free trial, membership, event, or product order

Legitimate interests

To run and improve our sites and services
To protect our business, students, and systems from abuse and fraud
To follow up on reasonable enquiries from you

Legal obligations

To keep records for tax, accounting, and safety
To respond to lawful requests from public authorities when required

You can withdraw your consent at any time where consent is the legal basis, for example by changing your cookie settings or opting out of marketing emails.

4. How we use your data

4.1 Providing our services

We use your data to:

Answer questions that you send through forms, email, or social media
Book free trials and classes
Manage memberships, attendance, and grading through Spark
Provide access to online training and resources in our Spark portal
Process payments for memberships, events, and shop orders
Send important service messages about classes, schedule changes, and events

4.2 Running our websites

We use your data to:

Keep our sites working and secure
Protect forms and logins with tools such as Google reCAPTCHA
Measure traffic, page views, and site performance with Google Analytics
Manage search engine settings using Rank Math SEO inside WordPress

Rank Math SEO helps us set titles, descriptions, and structured data for search engines. It does not collect contact details or payment details from site visitors for separate use by us.

4.3 Marketing and communication

We may use your data to:

Send emails about camps, events, offers, and dojo news through Spark Membership tools
Track which pages, posts, and ads bring visitors to our sites through Google Analytics and related tools

You can opt out of marketing emails at any time by clicking the unsubscribe link in those messages or by contacting us.

4.4 Safety and legal reasons

We may use your data to:

Protect our students, parents, staff, and property
Investigate and reduce spam, fraud, or misuse of our sites
Keep records that we must keep under tax and other laws
Handle disputes and legal claims

5. Cookies and similar technologies

Our sites use cookies and similar technologies. Some cookies are needed so the sites work correctly. Others are used for analytics and marketing.

You can view a list of cookies, with names and durations, in the cookie banner or cookie settings panel on our site.

From that panel you can:

Accept all cookies
Reject all non essential cookies
Adjust your preferences by category, such as “Statistics” or “Marketing”

You can also control cookies through your browser settings. Blocking some cookies may affect how the sites work.

6. Analytics and advertising

6.1 Google Analytics and Google Tag Manager

We use Google Analytics, sometimes through Google Tag Manager, to understand how visitors use our sites.

Google Analytics sets cookies such as:

_ga and related IDs
_gid, _gali, _gat
__utma, __utmb, __utmc, __utmt, __utmz, __utmv, __utmx

These cookies help us:

Count how many visitors we have
See which pages are most visited
See how visitors move between pages

Where GDPR requires it, we ask for your consent before Analytics cookies are set. You can change your choice later in the cookie settings panel.

6.2 Google Ads and remarketing

Some cookies, such as _gac_, relate to Google Ads.
These help us measure which ads bring visitors to our sites.
They may also support remarketing features, depending on how the Google accounts are set up.

You can turn this off by disabling statistics and marketing cookies in our cookie settings panel, or by using Google’s own ad settings and browser tools.

7. Google reCAPTCHA

Our contact forms use Google reCAPTCHA to help block spam and automated abuse.

To do this, reCAPTCHA collects some technical and usage data and sets a cookie such as _GRECAPTCHA.

Google acts as a separate controller for reCAPTCHA data.
You can read more in Google’s privacy policy and terms.

We use reCAPTCHA based on our legitimate interest in keeping our sites and inbox safe.

8. Spark Membership, CRM, email, and payments

We use Spark Membership LLC as our main platform for:

Student and membership management
CRM and contact records
Email and text marketing
Payment processing for memberships, events, and some offers

This runs through our portal at kitsapmartialarts.sparkuniversity.co.

When you sign up or log in through Spark, that system collects and processes:

Your name and contact details
Student and family member details
Program and attendance information
Email and text message preferences
Payment details and billing history

Spark Membership LLC provides the software and acts as our data processor in most cases. Kitsap Martial Arts remains the data controller that decides how this data is used.

Payment processing inside Spark is handled through integrated payment gateways.
These processors receive your card details directly and process payments on our behalf.

Spark Membership LLC is based in the United States.
This means your data may be transferred outside the EU or UK.
Spark uses its own contracts and security controls, described in its own policies.

9. Online shop at shop.kitsapmartialarts.com

Our online shop at shop.kitsapmartialarts.com lets you order shirts, hoodies, mugs, and other items with Kitsap Martial Arts branding.

When you place an order in the shop, we collect:

Name
Email address
Shipping address
Billing address where needed
Products ordered, sizes, and quantities
Order history and status

Payment processing in the shop is handled by ecommerce and payment providers.
Your full card details are handled by those services and are not stored on our own servers.

We may work with print on demand or fulfillment partners to produce and ship products.
In those cases, we share only the information needed to complete your order, usually:

Your name
Shipping address
The items and quantities in your order

We use order data to:

Process and ship your order
Contact you if there is a problem with your order
Handle returns, exchanges, or refunds
Keep sales records for tax and accounting purposes

If you create an account in the shop, your login details and order history are stored in the shop system so you can view past orders and speed up future checkouts.

10. Events and calendars

Our events pages use a WordPress events plugin to display information about upcoming events, camps, and seminars.

If we add direct event registration on the site in the future, we will update this policy and event forms to explain what additional data is collected.

11. Contact forms and email

When you submit a form on our site, we receive:

The information you enter in the form
The time and date of submission
In some cases, your IP address and browser details for spam detection

We use this information to respond to your enquiry and to keep a record for follow up.

If you email us directly, our email provider stores those messages as part of normal email operations.

We may later add your details to our Spark CRM and email lists if there is a clear legal basis, such as a direct relationship as a student or parent.
You can opt out of marketing emails at any time.

12. Social media and external links

Our sites link to Facebook, Instagram, Bluesky, YouTube, and other external sites.

When you click those links, you visit external platforms that have their own cookies and privacy policies.

If we embed content such as a YouTube video or social feed in the future, those services may set their own cookies once the embedded content loads.
We will update this policy and our cookie banner if we add that kind of content.

13. Sharing your data

We share personal data with a small group of service providers, including:

Website hosting and technical support providers
Cookie consent and analytics providers, including Google
Spark Membership LLC and its payment processors
Ecommerce and print on demand services for the shop
Our email provider and Spark’s messaging tools

These providers act under contracts that limit how they can use your data.
They may process personal data only to provide services to us and must protect it.

We may also share personal data with public authorities or advisers if the law requires it, for example for tax or legal matters.

We do not sell your personal data.

14. International transfers

Some of our service providers are based in the United States or other countries outside the EU and UK.
This includes Google LLC and Spark Membership LLC, and may also include ecommerce or print partners.

When personal data is transferred outside the EU or UK, we rely on safeguards allowed by the GDPR, such as:

Standard Contractual Clauses approved by the European Commission
Other contractual terms and security measures that protect personal data

You can contact us if you want more detail about these safeguards.

15. Data retention

We keep personal data only as long as needed for the purposes in this policy.

As a general guide:

Enquiry emails and contact form submissions
- Kept for up to 2 years, unless needed for legal or safety reasons
Membership records in Spark
- Kept while you are an active student
- Some records may be kept for up to 7 years after that to meet tax and legal duties
Order records in the online shop
- Kept for as long as needed for tax, accounting, and customer service, often up to 7 years
Analytics and cookie data
- Kept based on the durations listed in the cookie banner and settings panel

We may keep information longer if needed for legal claims, investigations, or safety issues.

16. Your rights under GDPR

If you are in the EU or UK, you have rights over your personal data, within the limits of the law.

These include:

Right of access
You can ask for a copy of the personal data we hold about you.
Right to rectification
You can ask us to correct inaccurate or incomplete data.
Right to erasure
You can ask us to delete your data in some situations.
Right to restrict processing
You can ask us to limit how we use your data in some situations.
Right to data portability
You can ask for your data in a structured digital format so you can move it to another service, where the law applies.
Right to object
You can object to some processing that is based on our legitimate interests.
You can object to direct marketing at any time.
Right to withdraw consent
Where we rely on your consent, you can withdraw that consent at any time.

To use these rights, contact us using the details at the top of this policy.
We may need to confirm your identity before we act on your request.

You also have the right to complain to your local data protection authority.
If you are in the EU, you can find your authority through the European Data Protection Board.
If you are in the UK, the authority is the Information Commissioner’s Office (ICO).

17. Children’s data

Many of our students are children.
Parents or legal guardians provide most of the child’s data during signup.

We use children’s data to:

Provide classes, camps, and related services
Track attendance, progress, and grading
Communicate with parents or guardians
Meet safety, child protection, and legal duties

We do not knowingly use children’s data for interest based advertising.

If you believe a child has given us personal data directly without a parent or guardian, please contact us so we can review and handle it.

18. Security

We take steps to protect personal data, including:

Using reputable hosting, Spark Membership, ecommerce, and payment providers
Limiting access to staff and contractors who need it to do their jobs
Using login protection and spam filters such as Google reCAPTCHA
Keeping our systems and plugins reasonably up to date

No online service is perfectly secure, but we work to reduce risks to a reasonable level for a small local dojo.

If we learn about a data breach that creates a high risk to your rights and freedoms, and GDPR requires it, we will inform you and the relevant authority as soon as we can.

19. Changes to this policy

We may update this privacy policy from time to time, for example if:

We add new tools or service providers
We change how we use personal data
The law or guidance changes

When we update the policy, we will change the “Last updated” date at the top of this page.
For important changes, we may also highlight them on our site or in an email.

If you keep using our sites after we post updates, that will mean you accept the updated policy.