Legal Notice

This notice explains who is responsible for this website, what personal data it collects, why, how long it is kept, and what rights you have. It is written to serve as the notice at collection required by privacy laws such as the EU/UK GDPR and U.S. state privacy laws.

1. Who is responsible

Grappling DFW is the party responsible for this website and decides why and how personal data here is used. The underlying website platform is built and operated by VirtuAmerica LLC. When the platform provider is a separate organization, it processes data only on Grappling DFW’s instructions as a service provider.

Questions, privacy requests, and data-rights requests: contact@grapplingdfw.com.

2. What we collect

Forms and messages. When you submit a form, we receive the fields you complete. Depending on the form, that may include your email address, name, phone number, country, preferences, and message.

Accounts and sign-in, when available. We process the email address or external-provider identity you use to sign in, basic profile details the provider returns, account and organization identifiers, session records, and authentication or account-security events.

Appointments, when available. A booking may include the requested service, location, staff member, date and time, party size, name, email address, phone number, preferences or accessibility needs, notes, booking status, confirmations, changes, cancellations, and feedback.

Search and AI tools, when available. We process the question or prompt you submit, recent conversation context, relevant excerpts retrieved from this site’s content, the generated response, and usage records. The query and response may be recorded for service quality and abuse prevention. Do not put confidential or sensitive personal information into a search or AI tool unless the page clearly asks for it.

Files, service, and transaction records, when available. A feature may process files you upload and their metadata, reactions or other content interactions, support history, organization and site configuration, subscription or order details, transaction identifiers, amounts, and payment status. When hosted payment is offered, the payment provider receives the payment-card details directly; this site receives the result and transaction references, not the full card number.

Information collected automatically. Normal web requests carry technical data such as your IP address, browser user-agent, requested page, referring page, language, request time, response status, and service and security identifiers. A form submission can also include an approximate country and city derived from the IP address and how long the page was open. These records operate the site, diagnose failures and prevent abuse.

Public pages offer optional measurement through Google Tag Manager, Google Ads, and Google Analytics to measure visits and interactions, including visits to the thank-you page after a free-week request. Google scripts and measurement requests stay blocked unless you permit Analytics or Ads measurement. If you grant permission, the data sent can include your IP address, browser and device details, page address, referring page, request time, event information, and consent status. The site’s forms do not send your submitted name, email address, phone number, or other form fields to these Google services.

We do not ask you to include health, financial, government-identifier, or other sensitive information in an open text field unless a specific service clearly requires it. Because an open field can still contain information you choose to provide, submit only what is needed for your request.

3. Why we use it, and our legal basis

We use this information to answer requests; provide forms, accounts, search or AI responses, appointments, subscriptions, orders, and support; send confirmations and service messages; record consent; administer transactions; support advertising measurement; measure feature reliability; detect and block abuse; secure the site; and comply with legal obligations.

Where the GDPR or a similar law applies, the legal basis depends on the feature: your consent for optional communications and optional measurement storage; steps at your request or performance of a contract for bookings, accounts, orders, and services; our legitimate interests in answering enquiries and operating a reliable, secure service; and compliance with legal obligations.

4. Email confirmation and opting out

If you sign up to hear from this site, we send a confirmation email first and record nothing as confirmed until you click the link. That double opt-in is your consent record. You can withdraw consent at any time by contacting contact@grapplingdfw.com, and we will stop sending and remove you from the list. Service messages that answer a request you made are not marketing and may still be sent.

For a contact or free-week request, you receive an acknowledgment. The submitted details are also emailed to contact@grapplingdfw.com with a copy to the authorized lead-coordination contact at info@brainsandgainz.fit so they can respond to your request.

5. Cookies and browser storage

This site offers Google Tag Manager, Google Ads, and Google Analytics as optional measurement. On your first visit, Google advertising, advertising-user-data, personalization, and analytics storage default to denied, and Google remains unloaded. The banner lets you reject, accept, or choose Analytics and Ads measurement separately. Ads personalization remains disabled. Your choice is stored in this browser and can be changed or withdrawn by reopening Privacy choices. If the browser cannot save the choice, it applies only to the current page.

Device recovery, when available. A writing or offline feature may keep unsynced drafts and information needed to save them in this site’s browser storage until they are successfully saved to your account or you clear the site’s browser data. This storage is not used for advertising or tracking. Signing out or deleting your account does not remove an unsynced copy from an offline or disconnected browser. Clearing browser data before your work is saved can permanently remove that copy.

The listed cookies are first-party and essential. Not every cookie applies to every page: a cookie is set only when the feature that needs it is present. Google’s measurement requests are separate from these cookies.

You can block or delete cookies in your browser settings. Blocking essential cookies may prevent the features you request from working.

6. Who else sees your data

Location maps. Our academy maps load satellite imagery and map labels from Esri. Loading a map sends Esri your IP address, browser information and the requested map area. The maps show the academy addresses; they do not request your device location. Directions links open Google Maps when you choose them.

We do not sell personal data and we do not share it for cross-context behavioural advertising. Your data is shared only as needed with:

• VirtuAmerica LLC, which hosts and operates the site platform;
• cloud hosting and email-delivery services needed to store data and send you email;
• Google, which provides Tag Manager, Google Ads, and Google Analytics and receives the permitted request and measurement data described above;
• Esri, which supplies the map imagery and labels described above;
• the authorized lead-coordination contact at info@brainsandgainz.fit, which receives submitted contact details to help respond to your request;
• an external identity provider when you choose that sign-in method;
• an AI or model provider when you use a search or AI feature;
• calendar, communications, appointment, or hosted-payment providers when the corresponding feature is enabled and you use it;
• authorized personnel of the responsible party who need the information to fulfil your request; and
• professional advisers, or authorities, where the law requires it.

Each provider receives only the information needed for its role and is subject to its service and data-protection terms. Google’s handling of information is also described in its Privacy Policy.

Data may be stored or processed in the United States and in other countries where these providers operate. Where required, transfers rely on an approved safeguard such as the European Commission’s standard contractual clauses.

7. How long we keep it

We keep form submissions and support messages while the request is active and for a reasonable recordkeeping period. Subscription and consent records remain until you unsubscribe, plus the period needed to demonstrate the request and consent. Account, appointment, order, and transaction records remain while the service is active and afterward for operational, dispute, tax, or other legal requirements. Search or AI queries and generated responses may remain in service-quality records. Technical and security records are kept for a limited operational period. Google’s service terms and the responsible party’s Google product settings govern retention of permitted request and measurement records.

We then delete or anonymise records unless a legal obligation, active dispute, fraud-prevention need, or backup cycle requires a longer period. You may ask contact@grapplingdfw.com for the current retention period that applies to a particular feature.

8. Your rights

Depending on where you live, you may have the right to access the personal data we hold about you, to correct it, to delete it, to object to or restrict how we use it, to receive a copy in a portable format, to withdraw consent, and to complain to a privacy regulator.

• EEA and UK: you may complain to your national data protection authority, or to the UK Information Commissioner’s Office.
• California and other U.S. states: you may request access, correction, or deletion, and you will not be treated differently for exercising those rights. We do not sell or share personal data.
• Costa Rica: you have rights of access, rectification, cancellation, and objection under Law 8968.

To exercise any right, contact contact@grapplingdfw.com. We may need to confirm your identity, and we respond within the period the applicable law allows.

9. Security

We use appropriate safeguards to protect personal data. No system can guarantee absolute security. We will notify affected people and authorities of a personal-data breach when required by law.

10. Children

This site is not directed at children and we do not knowingly collect data from them. If you believe a child has given us personal data, contact contact@grapplingdfw.com and we will delete it.

11. Changes

We may update this notice as the site or the law changes. The date at the top shows when it was last revised; the current version is always the one published here.

12. Contact

Privacy questions and data-rights requests: contact@grapplingdfw.com.

© 2026 Grappling DFW.

Accessibility

We want everyone to be able to use this site. Our accessibility target is WCAG 2.2 Level AA.

An evaluation of every page and connected service has not yet been completed.

To report a barrier or request assistance, include the page address and the task you were trying to complete. Please do not send passwords or sensitive personal information. Contact: contact@grapplingdfw.com.