Privacy policy

1. Who is responsible

For school, studio and club accounts and for using the platform itself, the controller is Arts Martiaux by Tara Kuijpers, 67 chemin Bonvard, 1244 Choulex, Switzerland, genevekungfu@gmail.com.

For member data (members, students, learners), the school, studio or club you join is the controller. Tribvo processes that data on the school’s behalf as a processor under our Data Processing Agreement. Please contact your school first for questions about your membership data; we will forward any request we receive.

EU representative (Art. 27 GDPR), if required: [EU REPRESENTATIVE]. Data protection contact: genevekungfu@gmail.com.

2. What data we collect

We only collect what is needed to run memberships:

• Account: name, email address, password (stored hashed), chosen language, date of consent to these terms.
• Membership: school, plan, start and end dates, status, automatic-renewal choice, optional phone number if your school provides it.
• Members under 16: only a yes/no flag, plus the name and email of a parent or guardian and the date they consented. We do not ask for a birth date.
• Payments: amount, currency, date, plan, method (card, TWINT, cash), status, refunds. Card and TWINT details are handled by Stripe; we never see full card numbers.
• Emails we sent you (type, date, delivery status) so we never send a reminder twice.
• Technical data needed for security (e.g. sign-in time, IP address in server logs for a short period).

3. Why we use it and legal basis

• To provide your account and membership (performance of a contract, Art. 6(1)(b) GDPR).
• To send transactional emails: renewal reminders, overdue notices, invitations, receipts (contract). We never send marketing or newsletters.
• To keep accounting records for 10 years (legal obligation, Art. 6(1)(c) GDPR; Art. 958f Swiss Code of Obligations).
• To keep the service secure and prevent abuse (legitimate interest, Art. 6(1)(f) GDPR).
• For members under 16: consent of a parent or guardian (Art. 8 GDPR).

4. Who receives your data

Your school sees the data of its own members. We use these subprocessors:

• Lovable Cloud / Supabase (database, sign-in, file storage) — database hosted in [DATABASE REGION, e.g. EU – Frankfurt]
• Lovable (application hosting, delivered through a global edge network operated by Cloudflare, Inc.) — worldwide edge, origin [HOSTING REGION]
• Stripe Payments Europe Ltd., Ireland, and Stripe, Inc., USA (card and TWINT payments, connected school accounts) — EU/USA
• [EMAIL PROVIDER] (transactional emails such as renewal reminders and invitations) — [EMAIL REGION]
• Google Ireland Ltd. (only if you choose “Continue with Google”) — EU/USA

5. Transfers abroad

Some subprocessors may process data outside Switzerland and the EEA (in particular the USA). Where the destination has no adequacy decision, we rely on the Swiss–US Data Privacy Framework / EU–US Data Privacy Framework where the recipient is certified, or on the EU Standard Contractual Clauses with the Swiss amendments.

6. How long we keep it

• Membership data: until the end of the membership plus the retention period chosen by your school (default 24 months, between 12 and 120 months). After that, it is anonymised automatically.
• Payment records: 10 years for Swiss accounting law. When you delete your account, your name is removed from them (“Former member”).
• Accounts with no school, no membership and no sign-in for 24 months are deleted automatically.

7. Your rights

You can request access, a copy of your data (data portability), correction, deletion, restriction, or object to processing, and withdraw consent at any time. In “My space” you can download your data and delete your account yourself.

To exercise these rights (access, correction, deletion, objection and the others above), email genevekungfu@gmail.com. We reply within 30 days and may ask you to confirm your identity. Requests about member data are passed on to your school, which is the controller.

You may complain to the Swiss Federal Data Protection and Information Commissioner (FDPIC/EDÖB) or to the data protection authority in your EU country.

8. Cookies and local storage

We only use technically necessary storage. See the Cookie notice.

9. Security

Data is encrypted in transit, access is restricted per school by database rules, and passwords are stored hashed.

10. Changes

We will tell you about material changes by email or in the app before they apply.

11. Optional club features

Clubs decide which features they switch on. Depending on the club, we also process:

• Family accounts: which account manages which family member, the family member’s name, the under-16 flag, and the date the managing parent or guardian gave consent.
• Belts / grades: the grade, the date, the name of the staff member who recorded it, and an optional short note.
• Product orders: product, quantity, price, discount, payment method and status, and collection details.
• Promo codes and sibling discounts: which code or discount was used, on which payment, and when.
• Trial classes: trial start and end dates, number of classes offered, and whether it became a membership.
• Announcements: which announcements you can see, the email log for announcements, and your optional consent to club news (with the date you gave it).
• Milestones: membership anniversaries are calculated from your start date; nothing extra is collected.

12. Legal bases for the club features

• Family accounts, trials, products, promo codes, grades and service announcements: performance of the membership or purchase contract (Art. 6(1)(b) GDPR). Grade records may also rest on the club’s legitimate interest in documenting progress (Art. 6(1)(f) GDPR).
• Club news by email: your consent (Art. 6(1)(a) GDPR; Art. 3 lit. o Swiss UWG). The box is never pre-ticked and you can switch it off at any time in My space; service messages about your membership are not affected.
• Anniversary emails are short service messages about your membership and contain no advertising.

13. Minors and guardian access

A parent or guardian who manages a family member under 16 acts on the basis of parental authority and gives consent for them (Art. 8 GDPR; Art. 304 Swiss Civil Code). They can see the child’s membership, payments, trials, grades and orders, download this data and delete it in My space.

Family members aged 16 or over can only be added if they have agreed to being managed. They can ask the club at any time to end the family link and manage their own data.

14. Attendance, grading and J+S

• If your club switches on attendance tracking, we process which classes you attended (present, absent or excused), the time, how it was recorded (staff roll call or QR self check-in) and who recorded it. QR check-in only saves that you checked in; no location, camera image or device data is stored.
• Purpose and legal basis: running the training and the membership, counting trial classes and preparing gradings (Art. 6(1)(b) GDPR; for documenting training progress also the club’s legitimate interest, Art. 6(1)(f) GDPR). Grade requirements and the “ready for grading” list are worked out from this data; no decision is taken automatically — staff decide who grades.
• J+S (Jugend+Sport): only if the club offers a J+S course and switches on the J+S export, the club may add date of birth, sex and nationality. These are used only to report attendance to J+S (Federal Office of Sport, BASPO) in line with the Swiss Sport Promotion Act and its ordinances. Tribvo never sends anything to J+S: the club downloads the file and submits it itself. No AHV/social security number is collected.
• Minors: attendance and J+S details of members under 16 are visible to the managing parent or guardian in My space and included in the data export.
• Retention: attendance is kept for the life of the membership and then follows the club’s retention setting. When a member is anonymised, their J+S details and name are removed; anonymous attendance counts may remain for statistics. J+S records may need to be kept longer under J+S rules [J+S RETENTION PERIOD — TO BE CONFIRMED].

15. Club staff access and activity log

• If a club invites staff (admin, coach, treasurer), each person gets their own login and sees only what their role needs: coaches see member names, attendance, grades and J+S details but not payments; treasurers see payments and billing but cannot change members; admins manage members and settings but not payments or the team. Children’s data is visible to staff only in that scope.
• Staff are bound by the club to keep member data confidential. The club owner can change or remove access at any time; removed staff lose access immediately.
• For security and accountability (Art. 8 nFADP; Art. 5(2) and 32 GDPR), we log which staff member changed which record and which fields, and when — not the values themselves. Only the club owner can see this log. [STAFF LOG RETENTION PERIOD — TO BE CONFIRMED]
• Staff invitations store the invited email address, role and dates. Invitation emails are queued until email sending is switched on; until then the club shares the link itself.

16. Membership pauses

• If your club allows pauses, we store the pause dates, a reason category (holiday, work or studies, personal reasons, other), an optional short note, and who recorded it. Your end date moves back by the pause length.
• We deliberately do not ask for health reasons. Clubs are told not to write health details in the note; health data is sensitive personal data (Art. 5 lit. c nFADP; Art. 9 GDPR) and would need your explicit consent. Notes are deleted when a member is anonymised.

17. Invoices, bank files and accounting

If a club uses QR-bills, instalments, payment reminders or accounting exports, we process on its behalf:

• The club’s own account details (account holder, address, IBAN/QR-IBAN) to print them on its invoices. Only the club owner, admins and treasurers can see or change them.
• Invoices: number, payment reference, amount, due dates, instalment number, amounts received, late fee if any, and status. The invoice names the member and, for members under 16 or family members, the paying parent or guardian. We do not ask for your postal address; the “payable by” box is left blank for you.
• Bank files (camt.053/054) uploaded by the club: for incoming payments only, we keep the booking date, amount, reference, payer name and payment message so payments can be matched to invoices. Outgoing payments and account balances in the file are not stored.
• Payment reminders: which reminder was created for which invoice and when, and the email address it is sent to.
• Who can see payment data: you (or your parent/guardian) for your own invoices; in the club, only the owner, admins and treasurers — coaches cannot.
• Legal basis: performance of the membership or purchase contract (Art. 6(1)(b) GDPR) and the club’s legal duty to keep accounting records (Art. 6(1)(c) GDPR; Art. 957 ff. Swiss Code of Obligations).
• Retention: invoices, payment records, reminders and matched bank bookings are accounting records and are kept for 10 years (Art. 958f Swiss Code of Obligations), then deleted. If you ask for deletion earlier, your name is removed from reminders and the membership is anonymised where possible, but invoices and bookings needed for the accounts remain until the end of that period.

18. App installation and push notifications

• Installing Tribvo on your device is optional. The installed app stores a copy of the app’s files and recently opened pages on your device (a “service worker” cache) so it opens quickly and with a weak connection. This is strictly necessary for the service you asked for (Art. 45c lit. b Swiss Telecommunications Act; Art. 5(3) ePrivacy Directive). You can remove it by uninstalling the app or clearing site data.
• Push notifications are off by default. We only ask your browser for permission after you press “Turn on notifications” and after explaining what we send. You choose the topics (classes and bookings, payments and invoices, renewals, club announcements). Club news and offers need a separate, optional tick.
• We store your choices and a consent record (date and time, topics, news yes/no, a short device description such as “Safari on iOS”) to prove your consent (Art. 7(1) GDPR). If push delivery is used, we also store the device’s push token, which Firebase Cloud Messaging (FCM) of Google LLC, USA / Google Ireland Limited needs to deliver the message. Google processes the device token, the notification content (club name and a short text such as “Class cancelled”) and technical metadata (time, delivery status, browser/IP data) only to deliver notifications, as our subprocessor. The browser’s own push service (Apple, Google or Mozilla) then hands it to your device. Legal basis: your consent (Art. 6(1)(a) GDPR; Art. 6(6) and 31 nFADP). Data may be transferred to the USA; Google is certified under the EU-US Data Privacy Framework and the Swiss-US DPF, and Standard Contractual Clauses apply as a fallback. Push only exists if your club has switched it on. Withdraw your consent at any time by turning push off in “My space → Notifications” or by blocking notifications in your browser; this does not affect earlier sending. Device tokens are deleted when you turn push off, sign out on that device, delete your account, or when FCM reports them as invalid; inbox messages are kept for up to 12 months.
• You can change your choices or turn push off at any time in “My space → Notifications”. Turning it off takes effect immediately: queued notifications are cancelled and your device tokens are deleted. The consent record is kept as long as your account exists, to document your choices, and then deleted.
• Notifications always also appear in the app inbox. Inbox entries are deleted when your account is deleted. [INBOX RETENTION PERIOD — TO CONFIRM]
• Children under 16: notifications about a child go to the parent or guardian account. They reach the child’s own account only if the club allows it and the parent switches it on; the parent can switch it off at any time.
• Legal basis: your consent (Art. 6(1)(a) GDPR; Art. 31 Swiss FADP), which you can withdraw at any time without affecting earlier processing.

19. Timetable, bookings and waitlists

• If your club uses online booking, we store which class dates you (or your parent for you) booked, cancelled or waited for, when, your waitlist position and any offered spot with its deadline.
• Coaches only see the class list (names and booking status) of the classes assigned to them; the club owner and admins see all class lists.
• Purpose and legal basis: organising classes under your membership (Art. 6(1)(b) GDPR). Booking history is kept as long as attendance data (see section on attendance) and is removed or anonymised with your membership.

20. Enquiries, trial leads and follow-up emails

• When you send an enquiry or book a trial, the club stores your name, email, optional phone, message, the source (trial, enquiry), the status of your enquiry, short staff notes and the language.
• Transactional emails about a booked trial (confirmation, reminder) are part of the service you asked for (Art. 6(1)(b) GDPR).
• Follow-up or offer emails are sent only if you ticked the optional, unticked box. We record when you gave that consent. Every such email has an unsubscribe link that works without logging in (Art. 3(1)(o) Swiss UWG; Art. 7 GDPR). Clubs cannot give marketing consent on your behalf.
• Retention: if you do not become a member, your details are anonymised automatically after the period set by the club (default 6 months, maximum 24 months) after the last activity. You can ask the club to delete them earlier at any time; staff can delete a lead immediately.
• Emails are queued in the app and only sent once the email service is connected. [EMAIL PROVIDER AND REGION — TO CONFIRM]