1. Purpose
Entropy Jiu Jitsu LLC respects the privacy of its members, parents, guardians, visitors, staff applicants, and website or platform users. This Privacy Policy explains how personal data is collected, used, stored, disclosed, and protected when you interact with Entropy.
This policy is intended to operate in alignment with applicable UAE data protection requirements, including the federal personal data protection framework in force in the United Arab Emirates.
2. Data Controller
Entropy Jiu Jitsu LLC, 14 D67, Al Quoz Industrial Area 1, Warehouse 05, Dubai, United Arab Emirates, is the data controller for the purposes of this policy unless another party is expressly identified at the point of collection.
Contact for privacy matters: info@entropyjiujitsu.com · +971 4 323 8902
3. Categories of Personal Data We May Collect
Depending on the relationship with the data subject, Entropy may collect:
- full name, nationality where reasonably required, date of birth, gender where relevant to service allocation, and parent or guardian details for minors;
- phone number, email address, emergency contact details, and communication preferences;
- attendance records, booking history, membership data, and customer support communications;
- payment and transaction records necessary to complete or evidence a purchase or contractual relationship;
- identity information where reasonably required for verification, safeguarding, compliance, or dispute handling;
- CCTV footage or still imagery recorded on-site for safety, security, incident review, or facility management purposes;
- injury information, medical restrictions, or health-related documents voluntarily submitted or reasonably required for safe participation or cancellation assessment;
- photographs or videos taken during academy activities where permitted by law, contract, legitimate interest, or applicable consent.
4. How We Collect Personal Data
Entropy may collect personal data directly from the individual, from a parent or legal guardian, through membership forms and waivers, through our booking or CRM systems, through website and lead forms, through email or WhatsApp communications, through payment processors, through CCTV systems, and through official or medical documents submitted to support a request.
5. Purposes of Processing
Entropy may process personal data for the following purposes:
- to create and manage memberships, bookings, events, and private sessions;
- to process payments, issue invoices, and maintain business and accounting records;
- to deliver classes, support academy operations, and communicate service updates;
- to maintain health, safety, safeguarding, and incident-response procedures;
- to assess cancellation, refund, freeze, complaint, and dispute requests;
- to comply with legal, regulatory, tax, insurance, and audit obligations;
- to improve service quality, operations, member experience, and internal reporting;
- to send marketing communications where permitted and, where required, based on consent.
6. Lawful Basis · Permitted Grounds
Entropy processes personal data only where there is an appropriate lawful or permitted basis under applicable UAE law, including where processing is necessary to perform a contract, comply with a legal obligation, protect health and safety, support legitimate and proportionate business operations, or rely on the individual's consent where consent is required.
7. Health Data and Medical Documents
Because martial arts training is a physical activity, Entropy may need limited health-related information that is relevant to training safety, emergency response, injury management, or membership administration.
Where health-related information is collected, Entropy will seek to limit collection to what is reasonably necessary, restrict access internally, and treat such information with heightened confidentiality.
If a medical suspension, freeze, or cancellation request is made, Entropy may request a medical report or certificate issued by a UAE-licensed healthcare provider and, where applicable, attested or verifiable through the relevant UAE health authority.
8. Children's Data
Where a child is enrolled, personal data may be processed through the child's parent or legal guardian for registration, attendance, welfare, emergency contact, safeguarding, and service delivery purposes.
Parents or legal guardians are responsible for ensuring that the information they provide is accurate and that they are authorized to provide it.
9. Marketing Communications
Entropy may send updates, offers, event notices, academy announcements, and service-related messages through email, SMS, WhatsApp, or social platforms where permitted by law.
You may opt out of marketing communications at any time. Operational, safety, billing, legal, or service notices are not marketing messages where they are necessary to administer the membership or protect legitimate operational interests.
10. Sharing of Personal Data
Entropy does not sell personal data.
Entropy may share personal data only where reasonably necessary and proportionate, including with payment processors, CRM and booking platform providers, cloud or software service providers, professional advisers, insurers, auditors, medical or emergency responders in urgent situations, and legal or regulatory authorities where required or permitted by law.
Any such sharing shall be limited to what is reasonably necessary for the purpose concerned.
11. International Transfers
Where service providers store or process personal data outside the UAE, Entropy will take reasonable steps to ensure appropriate protections are applied in light of the nature of the data, the destination, and the applicable legal requirements.
12. Data Retention
Entropy retains personal data only for as long as reasonably necessary for the purpose for which it was collected, including membership administration, safeguarding, accounting, incident review, complaint handling, dispute management, and compliance with legal, regulatory, or audit obligations.
When personal data is no longer required, Entropy will delete, anonymize, or securely archive it as appropriate.
13. Security Measures
Entropy implements reasonable technical, organizational, and administrative measures designed to protect personal data from unauthorized access, misuse, alteration, disclosure, loss, or destruction.
While Entropy seeks to maintain appropriate safeguards, no electronic system or transmission method can be guaranteed to be completely secure.
14. Data Subject Rights
Subject to applicable law and any lawful exceptions, individuals may request access to their personal data, correction of inaccurate data, deletion or erasure in applicable cases, restriction of processing in applicable cases, objection to certain processing including direct marketing, and withdrawal of consent where processing relies on consent.
Requests may be submitted to info@entropyjiujitsu.com. Entropy may require identity verification before acting on a request.
15. CCTV and On-Site Monitoring
Entropy may use CCTV in parts of its premises for safety, security, incident review, and facility protection purposes. CCTV will not be used in areas where privacy is reasonably expected.
16. Third-Party Platforms
If you interact with Entropy through Instagram, WhatsApp, Meta lead forms, payment gateways, booking systems, or other third-party tools, your data may also be processed under those providers' own terms and privacy policies. Entropy is not responsible for third-party privacy practices outside its direct control.
17. Cookies and Website Tools
If Entropy operates a website, it may use cookies, analytics tools, and lead or booking integrations for functionality, performance, security, and business administration. A separate cookie notice may be published where appropriate.
18. Policy Updates
Entropy may update this Privacy Policy from time to time to reflect changes in law, guidance, systems, or business practices. The latest version shall apply from its stated effective date.
19. Governing Law and Contact
This Privacy Policy shall be governed by the laws of the United Arab Emirates and the applicable laws and regulations of the Emirate of Dubai.
For privacy questions or requests, please contact Entropy Jiu Jitsu LLC at info@entropyjiujitsu.com or +971 4 323 8902.