Privacy policy

Who operates BrawlSociety

InkLink ApS · CVR 41677333
Regenburgs Plads 1, kl. th., 8000 Aarhus C, Denmark
Contact: info@brawlsociety.com

Our role and your club’s role

This notice covers BrawlSociety’s website and member and studio apps. InkLink ApS is responsible for platform accounts, security, support and our business administration. Clubs and sellers are responsible for the personal information they use to provide their memberships, teaching, events and courses. Where we store and manage club records on their instructions, the club determines their purposes. Ask your club for its own privacy notice; we can help direct a request to the appropriate party.

Information we use and why

• Accounts: name, email, phone number, password hash and verification records let us register you, authenticate access and provide support. We use this information to perform our agreement with you.
• Optional Google or Apple sign-in: we receive a provider account identifier, email address, verification status and name where supplied. Apple may supply a private relay address. We use these to authenticate and link your account at your request. We do not request access to your Gmail, calendars or contacts.
• Club services: memberships, bookings, attendance, training progress, purchases and staff roles let the platform deliver the services you and your club request.
• Notifications: inbox updates, notification preferences, device push tokens and delivery status let us send the club and account updates you choose. Push notifications use Apple Push Notification service on Apple devices, Firebase Cloud Messaging on Android, and your browser’s push service on the web. You can change categories in notification settings and disable device permission in your system settings. Message previews are off by default.
• Encouragement messages: if your club switches it on, we use your attendance at that club to notice when you train much less than usual and send you one short “we miss you” email with your club’s message, at most once every 30 days. For a child, the email goes to the parent or guardian. Club staff can see that a member’s attendance has dropped. These messages are part of the service you agree to in our terms when you create an account, so we send them to perform our agreement with you. You can switch them off at any time in your notification settings under “Tips & encouragement”, and every such email tells you how.
• Content: we store posts, messages, images, videos and course materials you choose to upload so we can display them to their intended audience.
• Payments: payment references, subscription status, order details and billing records support purchases, reconciliation and legal recordkeeping. Stripe collects card details for website payments. Apple processes Apple in-app purchases. We send Apple a random account-linked purchase identifier and verify signed transaction records to grant or restore courses and process refunds. We retain transaction references and financial facts, not raw signed receipts, in our sales records. BrawlSociety does not store full card numbers or card security codes.
• Technical records: request information, device and network information, errors and security events help operate and protect the service. Our basis is our legitimate interest in preventing abuse and maintaining a reliable platform, balanced against your rights.

Information necessary to create an account or fulfill an order is required for those functions. Optional content is your choice. Please avoid sharing health records, identity documents or other sensitive personal information in community posts or chats.

Who receives information

Club staff can access club records according to their assigned roles. Community content is visible to its club audience. Private messages are accessible to their participants through the platform; they are not end-to-end encrypted. Public club, course and event listings can be viewed publicly. Authorized operational access may be needed to investigate support or security issues.

We use Hostinger for hosting, Cloudflare R2 for uploaded media storage, Bunny Stream (BunnyWay d.o.o., Slovenia, EU) to encode and deliver uploaded videos, Brevo for transactional email, Stripe and Apple for payments, AssemblyAI, DeepSeek and OpenAI for the optional AI video editor described below, and Apple and Google Firebase for device notification delivery. Google or Apple processes authentication when you select that sign-in method. Their own privacy notices explain their separate processing: Hostinger, Cloudflare, Bunny, Brevo, Stripe, AssemblyAI, DeepSeek, OpenAI, Google and Apple.

We may disclose information when legally required or necessary to establish, exercise or defend legal claims. We do not sell your personal information.

Optional AI journal review

When you select your own journal entries, review the exact sanitized notes and dates, and confirm sending them, we send only that selection to an external AI provider. We do not include account identity fields, real entry IDs, unselected entries, messages, club rosters or payment records. Detected contact details and your account name are removed, but free text is not guaranteed anonymous. Remove personal, health or sensitive details before confirming.

Results are transient, editable drafts with links to the selected sources. Our application does not save the prompt or response, publish it or share it with coaches, and it does not update attendance or skill assessments. We retain usage counters and operational outcomes to enforce limits. The external provider processes submitted text; contact info@brawlsociety.com for provider and retention arrangements. You can use journal search without AI.

Optional AI drafting for coaches

When an authorized coach chooses Generate draft, we send the notes they enter and the lesson title to our external AI provider to prepare a lesson-plan or class-recap draft. We do not automatically include member records, private messages, personal journals, attendance lists or payment details. Coaches should enter teaching content only and leave out names, contact details, health information and other personal information about members.

Generated text stays an editable draft until the coach chooses to apply and save it. Publishing a member recap remains a separate action. We keep usage counters and request outcome records to limit abuse; our application does not store the AI prompt or generated response in those logs. Saved lesson text follows the normal club-content retention rules. AI drafting is optional: coaches can continue writing and editing lessons without it. AI generation uses an external service; contact us at info@brawlsociety.com with questions about the provider arrangements applicable to this feature.

Optional AI video editing for course creators

When a creator starts the AI editor on a video they uploaded, we process that recording to suggest chapters and cuts:

• Transcription: AssemblyAI (EU region) receives a short-lived link to the video and returns the spoken words with timings. We delete the transcript from AssemblyAI once we have received it.
• Suggestions: the transcript text, split into numbered lines with start times, is sent to DeepSeek to suggest chapter titles and parts to cut. No account details are included.
• Looking at the footage: where enabled, a few low-resolution still frames around each suggested cut, with the words spoken there, are sent to OpenAI to check whether a technique is being shown before we suggest cutting it.

The sound waveform and the finished lessons are produced on our own servers; the finished lessons are then encoded and delivered by Bunny Stream like any uploaded video. The transcript, suggestions and job details stay in the creator’s account so they can review and finish the edit; they are removed when the account is deleted, or earlier on request. Nothing is published until the creator reviews the edit and creates the lessons. Creators are responsible for having the permission of anyone who appears or speaks in their recordings. The AI editor is optional: creators can upload and publish lessons without it. Contact info@brawlsociety.com for details of the provider arrangements.

Storage and retention

We retain account and club information while needed to provide the service. After closure, retention depends on outstanding purchases, club instructions, accounting obligations, disputes and security needs. Uploaded content, messages and backups may have different retention needs; closing an account does not automatically erase records a club or seller must lawfully keep. Contact us to request deletion or details about retention for your records.

Our providers operate internationally and may process information outside your country, including outside the EEA. Where an international transfer requires safeguards, the applicable provider arrangement must provide an appropriate transfer mechanism, such as an adequacy decision or standard contractual clauses. Contact us for information about the arrangements applicable to your data.

Cookies, app storage and email

We use session cookies and local app storage to authenticate you and remember necessary settings. Verification, security, booking and purchase messages are service communications. Creating an account does not by itself give permission for unrelated marketing. Club encouragement messages, including the “we miss you” email, are described above and can be switched off at any time.

Deleting your account

Open your profile and choose Delete your account in either app, or use the account deletion page. Our team processes the request. The screen shows its status and lets you cancel before processing starts. Club owners choose an existing owner to keep the club running, or close a club they solely own. Accounts linked to Apple require Apple verification so we can revoke sign-in access.

Submitting a request does not stop billing immediately. Before confirming completion, we check recurring memberships, stop their renewals, remove personal profile and training data, remove your posts and messages, and end your sessions. Deletion does not automatically issue refunds. Necessary transaction records remain without your profile details; shared club materials, records a club or seller must retain, and protected backups may follow separate retention requirements. We email confirmation once processing completes. You can also contact us below for help.

Your rights

You may request access, correction, deletion, restriction or portability of your information, and object to processing where applicable. Where processing relies on consent, you may withdraw it without affecting earlier lawful processing. Email info@brawlsociety.com. We may need to verify your identity, and will explain any legal limits on a request. For club-controlled records, we will direct or assist your request to that club.

You can complain to the Danish supervisory authority, Datatilsynet, or your relevant local data protection authority.

Children and family accounts

A parent or guardian can add a child to their own account to book classes and pay for the child’s membership. Children do not get a login of their own. For each child we store their name, date of birth, club, belt and stripes, bookings, attendance and membership status, and, only if the guardian adds them, an emergency contact and medical notes.

The guardian can see and change this information in the member app. Club staff who are allowed to view member details see the child’s details, including date of birth, emergency contact and medical notes, and contact the guardian rather than the child. A coach running a class sees the child’s name and belt on the class list. Members booked into the same class may see the child’s name and belt on the class list, as they do for any member. Payments for a child are made by the guardian; the payment provider receives the guardian’s details and an internal reference to the child, not the child’s name.

The guardian can remove a child at any time, which erases the child’s details (attendance stays in the club’s totals without a name). Deleting the guardian’s account also deletes the child’s information. Parents or guardians should arrange participation in youth programs with the relevant club, and clubs are responsible for appropriate permissions for their programs. Contact us if you believe a child’s information has been supplied without necessary authorization.

Changes

We date changes to this notice and will provide additional notice when a material change requires it.