Privacy Policy

1. Introduction

Acadevo, operated by Holistically Simple PMA ("Acadevo," "we," "us," or "our"), is committed to protecting the privacy of users of our platform. This Privacy Policy explains how we collect, use, disclose, and safeguard information about:

• Business Users — academy owners, operators, and their staff who use the Acadevo platform to manage their business
• End Members — members of those academies who interact with the platform through the member portal

By using the Acadevo platform, you agree to the collection and use of information as described in this Privacy Policy. If you do not agree, please do not use the Platform.

2. Information We Collect

2.1 Information You Provide Directly

Business Account Registration:

• Name, email address, and password
• Business name, type, and location details
• Billing information (processed by Stripe — we do not store full card details)
• Profile photo (optional)
• Phone number (optional)

Member Data (entered by Businesses on behalf of their members):

• Name, email address, phone number, date of birth, gender, address
• Emergency contact information
• Medical notes and health conditions (stored with restricted access)
• Membership information, attendance records, rank and achievement history
• Parent or guardian information for minor members
• Custom fields as configured by the Business

Lead Data:

• Name, email, phone number, source, stage, and notes entered by Businesses about prospective members

2.2 Information Collected Automatically

• IP address, browser type, operating system, and device information
• Pages visited, time spent, and actions taken on the Platform
• Log data including access timestamps and error reports
• Cookies and similar tracking technologies (see Section 8 and our Cookie Policy)

2.3 Information from Third Parties

• Stripe: Payment confirmation and transaction data (not full card numbers)
• GoHighLevel: If you connect your GHL account, we sync contact data between platforms
• Twilio: SMS delivery status and logs
• Firebase: Push notification delivery status

3. How We Use Your Information

We use the information we collect to:

• Provide, operate, and maintain the Platform
• Process your subscription and payment transactions
• Send you account-related notifications, invoices, and support communications
• Enable the features you use, including member management, scheduling, communications, and integrations
• Sync data to connected third-party services as authorized by you (e.g., GoHighLevel)
• Improve, personalize, and expand the Platform
• Monitor and analyze usage patterns and performance
• Detect, investigate, and prevent fraudulent or illegal activities
• Comply with legal obligations

We do not sell your personal data or your members' personal data to third parties. We do not use your data for advertising purposes on behalf of third parties.

4. How We Share Your Information

We share your information only in the following circumstances:

4.1 Service Providers

We share data with trusted third-party service providers who assist us in operating the Platform:

• Stripe — payment processing
• Twilio — SMS delivery
• Firebase (Google) — push notification delivery
• GoHighLevel — CRM sync (only when you explicitly connect your GHL account)
• Server/hosting infrastructure — for platform operation and data storage

All service providers are contractually required to protect your data and use it only for the purposes we specify.

4.2 Business Operators

Member data entered into the Platform is accessible to the Business that manages that member. Acadevo does not share member data across different Business accounts. Each Business operates in a fully isolated database environment.

4.3 Legal Requirements

We may disclose your information if required to do so by law, court order, or government authority, or to protect the rights, property, or safety of Acadevo, its users, or the public.

4.4 Business Transfers

In the event of a merger, acquisition, or sale of all or part of our business, your information may be transferred as part of that transaction. We will notify you of any such change.

5. Data Security

We implement industry-standard technical and organizational security measures to protect your data, including:

• Fully isolated database per Business — your data is never co-mingled with other Businesses
• Encrypted connections (HTTPS/TLS) for all data in transit
• Role-based access controls — staff see only the data they are authorized to access
• Medical data stored with additional access restrictions
• Regular security monitoring and logging

While we take all reasonable precautions, no method of transmission or storage is 100% secure. You use the Platform at your own risk and are responsible for maintaining the security of your account credentials.

6. Data Retention

We retain your account data for as long as your subscription is active and for a reasonable period thereafter to comply with legal obligations and resolve disputes. If you cancel your account, we will retain your data for up to 90 days before deletion, during which you may request an export.

Member data entered by Businesses is retained as long as the Business account is active. Businesses are responsible for managing and deleting member data in accordance with applicable laws.

7. Your Rights

Depending on your location, you may have the following rights regarding your personal data:

• Access: Request a copy of the personal data we hold about you
• Correction: Request correction of inaccurate or incomplete data
• Deletion: Request deletion of your personal data, subject to legal retention requirements
• Portability: Request your data in a portable, machine-readable format
• Objection: Object to processing of your data for certain purposes
• Withdrawal of Consent: Withdraw consent where processing is based on consent

To exercise any of these rights, contact us at hello@getacadevo.com. We will respond within 30 days.

Members of Businesses using Acadevo should contact the relevant Business directly to exercise rights regarding their data, as the Business is the data controller for member data.

8. Cookies

We use cookies and similar tracking technologies to operate and improve the Platform. Please see our Cookie Policy for full details on what cookies we use and how to control them.

9. Children's Privacy

The Acadevo Platform is designed for use by businesses and their adult staff. We do not knowingly collect personal data directly from children under the age of 13.

Businesses may enter data about minor members (e.g., in youth martial arts programmes or children's activity camps) on behalf of their parent or guardian. Businesses are responsible for ensuring they have appropriate consent to process minor members' data and for complying with applicable children's privacy laws such as COPPA.

10. International Data Transfers

The Platform is operated from servers located in the European Union / your region. If you access the Platform from outside this region, your data may be transferred to and processed in a different jurisdiction. We take appropriate safeguards to ensure such transfers comply with applicable data protection laws.

11. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by posting the new policy on this page and, where appropriate, by email. The "Last updated" date at the top of this page indicates when it was last revised. Continued use of the Platform after changes are posted constitutes acceptance of the updated policy.

12. Contact Us

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

Acadevo / Holistically Simple PMA
Email: hello@getacadevo.com
Website: getacadevo.com