Privacy Policy
This Privacy Policy explains how NMAO Inc. ("NMAO," "we," "us") collects, uses, shares, and protects information in connection with nmao.us and our accreditation and compliance services, including the online application, document upload, and public school‑verification features (together, the "Services"). Our separate products — the NMAO Member Platform and the NMAO Tournament platform — are governed by their own privacy notices.
Information We Collect
Information you provide
- School and owner details: school name, owner/head‑instructor name, email, phone, and the school's city and state.
- Personnel information for screening: the name and email of each covered person a school submits for background screening, and that person's electronically signed Fair Credit Reporting Act (FCRA) authorization and the record of it (date, disclosure version, and the IP address used to sign).
- Accreditation documents you upload to demonstrate the standards (such as insurance, lineage, and safety materials).
- Support and correspondence you send us.
Payment information
Payments are processed by our payment provider (Stripe). We do not collect or store full payment‑card numbers on our servers; that information is handled by Stripe under its own practices. We retain limited payment records (amount, date, and a reference) for accounting, tax, and dispute purposes.
Information collected automatically
When you use the Services we collect standard technical information such as device and browser type, IP address, and usage and diagnostic logs, used to operate, secure, and improve the Services.
How We Use Information
- Process your accreditation application and review your submitted documents.
- Arrange the background screening your accreditation requires, through our screening partner.
- Communicate with you about your application, status, renewals, and account matters.
- Process payments and maintain compliance and accounting records.
- Operate, secure, and improve the Services, and comply with legal obligations.
Background Screening (FCRA)
Background screening is performed by our vetted, FCRA‑compliant screening partner, an independent consumer reporting agency ("CRA") — not by NMAO. We pass the CRA the information needed to begin screening (the covered person's name and contact details, and the authorization). The CRA, not NMAO, prepares the background report and delivers it to the school (as the employer) and provides each screened individual their copy and a summary of their rights. NMAO receives only confirmation that a person's screening is complete — we do not receive or review the contents of any report. Each individual has rights under the FCRA, which the CRA honors.
How We Share Information
With our screening partner
We share a covered person's name, contact details, and authorization with our CRA screening partner solely so it can perform the required screening, as described above.
With service providers
We share information with vendors that help us operate the Services, only as needed to perform their functions:
| Provider | Purpose |
|---|---|
| Supabase | Database, authentication, application hosting, and secure document storage |
| Stripe | Payment processing |
| Resend | Transactional email (confirmations, status, reminders) |
| Screening partner (CRA) | Background screening required for accreditation |
For legal reasons
We may disclose information if required by law or to protect the safety, rights, or property of the public, our users, or NMAO.
In a business transfer
If NMAO is involved in a merger, acquisition, or sale of assets, information may be transferred as part of that transaction, subject to this Policy.
We do not sell or rent personal information, and we do not use it for cross‑context behavioral advertising.
Data Retention
We retain accreditation and account information for as long as a school is accredited or an application is active, and afterward as needed to comply with legal, tax, and accounting obligations and to resolve disputes. Background‑screening authorizations and completion records are retained as part of the compliance record; the background reports themselves are held by the CRA and the school, not by NMAO.
Security
We use administrative, technical, and organizational safeguards designed to protect information, including access controls, encryption in transit, and restricted access to systems and documents. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.
Your Rights and Choices
Depending on where you live, you may have rights to access, correct, delete, or obtain a copy of your personal information, and to opt out of non‑essential marketing email. To exercise these rights, email support@nmao.us. We may need to verify your identity, and some information must be retained for legal or operational reasons. Requests about a background report itself should be directed to the CRA that prepared it, which we can help identify.
California and Other U.S. State Residents
If you are a California resident, the California Consumer Privacy Act (CCPA/CPRA) provides additional rights, including the right to know what categories of personal information we collect, to request deletion, to correct inaccurate information, and to non‑discrimination for exercising these rights. We do not sell personal information and do not engage in cross‑context behavioral advertising. Residents of other states with comparable laws may have similar rights. To exercise them, contact support@nmao.us.
Children's Privacy
The Services covered by this Policy are directed to martial‑arts schools and adults, not to children, and we do not knowingly collect personal information from children through them. Student and minor information handled by our separate Member Platform and Tournament products is governed by those products' own notices and, where applicable, the Children's Online Privacy Protection Act (COPPA).
Cookies and Tracking
We use only the cookies and similar technologies needed to operate and secure the Services. We do not use third‑party advertising or cross‑site tracking cookies.
International Users
The Services are operated in the United States. If you access them from outside the United States, you understand that your information will be processed in the United States, where privacy laws may differ from those in your country.
Changes to This Policy
We may update this Policy from time to time. When we make material changes, we will update the "Last updated" date above and, where appropriate, provide additional notice.
Contact Us
Questions about this Policy or your information:
NMAO Inc.
376 S Bayview Ave., Freeport, NY 11520
Phone: (516) 303‑6972
Email: support@nmao.us