Privacy Policy
Effective date: 11/01/2026
Valhalla Fencing Club, LLC (“Valhalla Fencing Club”, “the club”, “we”, “us”) runs a fencing club at 112 East Ave Unit 9, Hackettstown, NJ 07840. This policy explains what personal information we collect through our website and our member app, how we use it, and the choices you have. Many of our members are children, so we collect only what we need to run the club safely.
What we collect
- Account and contact details: names, email addresses, mobile phone numbers, home address, and dates of birth.
- Household details: who belongs to a household, who the parent or guardian is, and who pays.
- Club activity: bookings, lessons, classes, camps, memberships and lesson plans, equipment rentals, shop orders, and attendance.
- Payments: amounts charged, paid, owed, refunded or credited, and receipts. When you pay by card, the card is handled by our payment processor (Stripe). We never see or store full card numbers; we keep only the card brand and last four digits.
- Signed documents: the waiver, medical authorization (including allergy notes you give us), code of conduct, photo release and text message consent, with who signed, when, and which version.
- USA Fencing membership details you give us, such as your member number and expiry date.
- Photos and videos taken at the club, used only as the member’s signed photo release allows.
- Safety records: if an incident happens at the club (for example an injury), staff write a report. Reports are kept private and are seen only by the club’s coaches who need them.
- For our coaches: safety training and background check dates.
- Messages: a record of the emails and text messages we send you (kept for 12 months).
Children
Children under 18 do not have their own login. A parent or guardian creates and manages the child’s record, signs for the child, and makes the child’s choices. We collect only what we need to run lessons and keep children safe. We do not knowingly collect information directly from children under 13. When a member turns 18, they get their own login and sign the club’s documents again as an adult.
How we use your information
- To run the club: bookings, schedules, lessons, camps, memberships, rentals, the shop, and payments.
- To keep people safe: medical information, emergency needs, and incident records.
- To contact you about your account: confirmations, reminders, receipts, schedule changes, and club notices, by email and (only if you agree) by text message.
- To meet our legal and insurance duties.
We do not sell your personal information, and we do not use it for advertising.
Who we share it with
We share information only with the companies that run our systems for us, and only so they can do that work:
- Fencing Front Desk: our club management software.
- Google Cloud and Firebase: secure hosting, sign-in and file storage for the app.
- Twilio SendGrid: sends our emails.
- Twilio: sends our text messages (only to people who agree).
- Stripe: processes card payments.
We may also share information when the law requires it, or to protect someone’s safety. For example, we may report to SafeSport, child protection authorities, the police or our insurer when we must. All the above categories exclude text messaging originator opt-in data and consent; this information won’t be shared with any third parties.
Text messages
If you agree to receive text messages from Valhalla Fencing Club, we use your mobile number only to send you the messages you agreed to (booking and lesson reminders, schedule changes, gear due dates and club notices). We do not sell, rent or share mobile numbers or text-message opt-in information with third parties or affiliates for marketing or promotional purposes. Our text messages are sent through our software provider, Fencing Front Desk, and its messaging service, Twilio, only to deliver our messages. You can stop at any time by replying STOP.
Your choices
- Text messages are optional. You can opt in or out in the app (Profile > Documents), or reply STOP to any text.
- You can turn off reminder emails in the app (Profile > Reminders).
- You can ask to see or correct the information we hold about you or your child. Contact us using the details below.
- You can ask us to delete information the club doesn’t need to keep. Contact us using the details below.
How long we keep it
We keep your records while you are a member. When someone leaves the club, their account is archived rather than deleted. Signed documents, payment records and safety reports are kept because the law, our insurer or the sport’s rules may require them. Our log of emails and texts sent is kept for 12 months.
How we protect it
Information is stored with Google Cloud in the United States, with access limited to the people who need it. Sign-in is required to use the app. Payments are handled by Stripe. No system is perfectly secure, but we take care to protect your information.
Our website
Our website may use basic cookies to work properly and to count visits. The member app uses your sign-in session so you stay logged in.
Changes to this policy
If we change this policy, we will post the new version on this page with a new effective date.
Contact us
Valhalla Fencing Club, 112 East Ave Unit 9, Hackettstown, NJ 07840
Phone: (833) 825-5973 Email: info@valhallafencingclub.com