Privacy policy

This is a plain-language account of what we keep about your family, why, who can see it, and what you can ask us to do. If anything here is unclear, email [email protected] or call (602) 622-7662.

What we collect

When you enroll, we keep what we need to run a class safely and bill it correctly:

• Parent and guardian details: names, email addresses, mobile numbers and a mailing address.
• Child details: name and date of birth (to place your child in the right age group), the location they attend and their uniform size.
• Care notes you give us: allergies, medications we should know about, emergency contacts and who is authorized to pick up.
• Attendance: which days your child was here.
• Payment status: whether tuition is paid, which program it covers, and whether you pay by card or bank account, through Arizona ESA (ClassWallet), or a mix.
• Agreements: the waiver, photo release and policies, with the date each was signed.
• Messages: emails and, if you opt in, text messages we send you, and your replies.

Card and bank details never come to us. Payments are entered only on Stripe's own secure pages, and Stripe keeps those details. We see the payment outcome and the last digits of a card, nothing more. We don't store bank account numbers or tax forms in our systems.

Why we collect it

• To run classes safely: age groups, allergies, pickups and emergency contacts.
• To bill tuition and uniforms, and to send Arizona ESA invoices for ClassWallet.
• To reach you about your child's class: reminders, closures and account notices.
• To keep the records a business must keep for its books and taxes.

Who sees it

Our staff see family information by role, and only what their job needs:

• Owners and office staff see family, billing and care records.
• Site leads see their location's roster, attendance and care notes on class days.
• Trainers see the roster for their own classes and care notes on the day of class.

Every staff sign-in needs a password and a two-step code, and every change to a family's record is logged with who made it and when.

We share information with the services that help us run HERO, and only what each needs: Stripe for payments and invoices, Supabase for our database, Resend and Twilio for the emails and texts we send, and ClassWallet when an ESA family pays through it. We also share information when the law requires it, or in an emergency to protect a child.

We never sell family information and never use it for advertising. Our website has no tracking scripts, no advertising cookies, and no third-party embeds.

Children's privacy

Children have no accounts with us and we collect nothing from children online. Everything we hold about a child comes from a parent or guardian, at enrollment or at the desk. Photos and video of children are taken only with the photo release a parent signs, and a parent can withdraw it at any time by telling us. We follow the Children's Online Privacy Protection Act (COPPA).

Arizona ESA and ClassWallet

For ESA families we create an invoice naming the student and the class month, as the program requires, and you submit it in ClassWallet. ClassWallet pays us; it doesn't share your ESA account details with us, and we don't share your family records with ClassWallet beyond what's on the invoice.

Email and text messages

We email every enrolled family about their class and account. Text messages are sent only to parents who opt in; you can stop at any time by replying STOP, and our text message policy explains what we send and how often. We never send marketing messages to children.

How long we keep records

We keep family records while your family is enrolled and for three years afterwards, so a returning family picks up where it left off and so care notes and agreements are available if a question comes up. Billing records are kept for seven years, as tax law requires. A parent can ask us to delete their family's records sooner; we will do so except for the billing records we must keep.

What you can ask us

• To see what we hold about your family.
• To correct anything that's wrong.
• To delete your family's records, as described above.
• To stop texts (reply STOP) or withdraw a photo release.

Email [email protected] from the address on file, or ask at the desk. We'll answer within a few days.

Changes to this policy

If we change this policy, we'll post the new version here with a new effective date and tell enrolled families by email.

Contact

HERO HQ LLC
14426 W Evans Dr, Surprise, AZ 85379
(602) 622-7662 · [email protected]

See also the terms of enrollment and the text message policy.