Terms of Service

Jitsunami+ is operated by Aptitude Agency Ltd (company number 06922078), a company registered in England and Wales whose registered office is at Unit 5, Avenue Business Park, Brockley Road, Elsworth, Cambridge, CB23 4EY, United Kingdom. Our VAT registration number is 175581971. In this document, "we", "us", "our" and "Jitsunami+" mean Aptitude Agency Ltd.

Jitsunami+ is software that helps Brazilian Jiu-Jitsu academies run their operations: managing members, schedules, attendance, belt progression, payments, communications, and an optional AI Assistant. We provide the software. We do not run any academy, deliver any classes, or supervise any training.

• "Academy" (or "Club") means a martial arts business that subscribes to the Platform to manage its operations.
• "Customer" means the Academy that holds the paid subscription. The Customer is responsible for its own use of the Platform and for the people it gives access to.
• "User" means any person who accesses the Platform, including Academy owners, staff, coaches, reception, members, and the parents or guardians of members.
• "Member" means a person who trains at, or is enrolled with, an Academy and whose details are managed on the Platform.
• "Content" means any data, text, images, files, or other material uploaded to or generated on the Platform.
• "Subscription" means a paid plan that gives an Academy access to the Platform.

We grant each User a limited, non-exclusive, non-transferable, revocable right to access and use the Platform for its intended purpose: running or participating in a Brazilian Jiu-Jitsu academy, in accordance with these Terms.

The Platform is for Brazilian Jiu-Jitsu academy management. It is not designed for, and we do not support, use as a general-purpose payment processor, a marketing or lead-generation tool, a point-of-sale or merchandise system, a video curriculum library, or for any non-martial-arts business. We may add, change, or remove features at any time.

To use most features you need an account. You agree to provide accurate information and to keep it up to date. One person should hold one account, which may carry roles at one or more Academies.

You are responsible for keeping your login details confidential and for everything that happens under your account. Tell us promptly (through our contact form, or a support ticket if you run an Academy) if you believe your account has been accessed without your permission.

You must be old enough to enter into a contract to hold your own account. Children below an Academy's age threshold do not hold their own login; a parent or guardian manages their participation and accepts these Terms on their behalf. By accepting these Terms as a parent or guardian, you confirm you have authority to do so for the child concerned.

Where you are an Academy (or act for one), you are responsible for how you use the Platform and for the people you give access to. In particular, you agree that:

• You are the data controller for the personal data of your Members and staff that you collect, enter, or manage on the Platform. We act as a data processor, processing that data on your instructions to provide the Platform. This is explained further in our Privacy Policy.
• You are responsible for having a lawful basis to collect and use your Members' data, for giving your Members any privacy information they are entitled to, and for obtaining any consents you need (including for minors and for any medical information).
• You are responsible for the accuracy of the data you enter, for your own waivers, codes of conduct, and policies, and for your own decisions about belts, gradings, bookings, and discipline.
• You are responsible for your own payment, pricing, and refund arrangements with your Members, and for any tax you owe.
• You will not use the Platform in any way that breaks the law, infringes anyone's rights, or breaches the Acceptable Use Policy.

If you are a Member, parent, or guardian, your relationship for training, fees, medical matters, and discipline is with your Academy, not with us. We provide the software the Academy uses; we are not a party to your membership.

Access to the Platform for an Academy is provided on a subscription. The price, billing frequency, and any free-trial period are those shown to you at the point of sign-up or as we otherwise notify you. We may offer a free trial; at the end of the trial your Subscription continues at the then-current fee unless you cancel before the trial ends.

Unless stated otherwise:

• Subscription fees are billed in advance for each billing period and are payable through the payment method you provide.
• You can cancel at any time. Cancellation takes effect at the end of your current paid period, and you keep access until then.
• Fees already paid are non-refundable, and we do not give refunds or credits for partial periods, downgrades, or unused time, except where the law requires otherwise.
• AI credits. Use of the AI Assistant is measured in AI credits. Each plan includes a monthly allowance, which is renewed on the first day of each calendar month and does not carry over. The owner of an Academy can buy extra credits as a one-off top-up, charged straight away to the payment method on the Subscription, including during a free trial. The price of a top-up, and whether it includes tax, is shown before you buy. Bought credits are used after the monthly allowance and do not expire while the Academy's account exists, but they have no cash value, cannot be transferred or exchanged, and are non-refundable, except where the law requires otherwise. They are deleted with the Academy's other data if its account is deleted. We may change the monthly allowance and the price or size of a top-up at any time; a change never removes credits you have already bought.
• We may change our fees. If we do, we will give you reasonable notice, and the change will apply from your next billing period. If you do not agree to a change, your remedy is to cancel before it takes effect.
• If a payment fails or is overdue, we may suspend or limit your access until it is paid.

Fees are stated exclusive of any applicable taxes unless we say otherwise, and you are responsible for any such taxes.

Where Members pay an Academy through the Platform, those payments are processed by the Academy's own connected payment provider (for example, Stripe) and flow directly to the Academy. We are not the merchant, seller, or recipient of those payments, and we do not hold Members' money.

Any dispute about a membership fee, drop-in fee, refund, chargeback, or other Member payment is between the Member and the Academy. We are not responsible for it and are not obliged to refund or resolve it. The Academy's chosen payment provider has its own terms, which apply to those payments.

We never see or store full card numbers. Card details are handled by the payment provider's secure systems.

You must use the Platform lawfully and decently. Our Acceptable Use Policy sets out what is not allowed and forms part of these Terms. Breaking it is a breach of these Terms and may lead to suspension or termination.

The Platform may include an AI Assistant. It is a convenience tool that generates responses automatically and can be wrong, incomplete, or out of date.

• AI responses are not professional advice. Do not rely on them for legal, medical, financial, safety, or other important decisions. Always use your own judgement and check anything that matters.
• We are not liable for any decision you make, or action you take or do not take, based on AI output.
• You must not use the AI Assistant to try to access data outside your own permissions, to extract another Academy's data, or in any way that breaches the Acceptable Use Policy.

We (and our licensors) own the Platform and all intellectual property rights in it, including the software, design, and branding. Nothing in these Terms transfers those rights to you. You may not copy, modify, reverse-engineer, resell, or create derivative works from the Platform except to the limited extent the law does not allow us to prevent.

You keep ownership of your Content. By using the Platform, you grant us a worldwide, non-exclusive, royalty-free licence to host, store, copy, transmit, display, and process your Content as needed to provide, secure, and improve the Platform and to comply with the law. You confirm you have the rights needed to upload your Content and to grant this licence.

The Platform is provided "as is" and "as available". To the fullest extent the law allows, we make no warranties, conditions, or representations of any kind, whether express or implied, including any implied warranties of satisfactory quality, fitness for a particular purpose, accuracy, or non-infringement.

We do not warrant that the Platform will be uninterrupted, timely, secure, error-free, or free of viruses or other harmful components, that any defect will be corrected, or that the Platform will meet your requirements. Jitsunami+ is an evolving, early-stage service, and features may change, be suspended, or be discontinued at any time.

We do not guarantee any level of availability or uptime. We may carry out maintenance, updates, or changes that make the Platform temporarily unavailable, and we will try, but are not obliged, to give notice.

We take reasonable technical and organisational measures to protect the Platform and the data on it. However, no system, network, or method of transmission or storage is completely secure or guaranteed against failure, and we cannot and do not guarantee that data will never be lost, corrupted, accessed without authorisation, or destroyed.

You are responsible for keeping your own independent copies of any data that is important to you. Where the Platform offers an export feature, you should use it regularly. To the fullest extent the law allows, we are not liable for any loss, corruption, or unauthorised access to data, beyond the protections that data protection law does not allow us to exclude.

Nothing in this section reduces the data protection obligations we owe under applicable law, which are explained in our Privacy Policy.

Nothing in these Terms limits or excludes our liability where it would be unlawful to do so. This includes liability for death or personal injury caused by our negligence, for fraud or fraudulent misrepresentation, and for anything else that cannot be limited or excluded under the law (including certain rights you may have under data protection law).

Subject to that, and to the fullest extent the law allows:

• We are not liable for any indirect, special, or consequential loss, or for any loss of profits, revenue, business, anticipated savings, goodwill, opportunity, or data, however it arises and even if we were told it might happen.
• We are not liable for any loss or damage arising from: any unavailability, interruption, delay, or failure of the Platform; any loss, corruption, or unauthorised access to data, except as set out in section 12; your reliance on the Platform or on AI output; the acts or omissions of any Academy, Member, or other User; or any third-party service.
• Our total liability to you for all claims arising out of or connected with the Platform and these Terms, whether in contract, tort (including negligence), breach of statutory duty, or otherwise, is limited in aggregate to the greater of: (a) the total fees you paid to us in the 12 months before the event giving rise to the claim; or (b) 100 pounds sterling (GBP 100).

Where you use the Platform as a business, you also agree that the implied terms and remedies of consumer law do not apply to you, to the extent the law allows. These limits reflect the price of the Platform and the allocation of risk between us, and you agree they are reasonable.

You understand and accept, as a condition of using the Platform, that:

• the Platform may at times be unavailable, fail, or contain errors;
• data may be lost, corrupted, or become inaccessible despite our safeguards;
• security incidents, including unauthorised access or "hacking", can happen to any online service despite reasonable measures; and
• you use the Platform on this basis and accept these risks.

You agree that, in return for being able to use the Platform on these terms and at this price, you accept the limitations of liability and the allocation of risk set out in these Terms.

You agree to indemnify and hold us harmless from and against any claims, demands, losses, liabilities, damages, costs, and expenses (including reasonable legal fees) arising out of or connected with: your use of the Platform; your Content; your breach of these Terms or of any law; and, where you are an Academy, your handling of your Members' data and your dealings with your Members.

We may suspend, limit, or terminate your access to the Platform, with or without notice, if you breach these Terms, if your payment is overdue, if we reasonably believe your use is unlawful or harmful, or if we are required to by law.

You may stop using the Platform at any time and, if you are an Academy, cancel your Subscription as set out in section 6. On termination, your right to use the Platform ends, except as set out below for an Academy's owner. Sections that by their nature should survive (including sections 10 to 15, 17, and 19) continue after termination.

When an Academy leaves. When an Academy stops using the Platform and we close (archive) its account, we keep the Academy's data for two years from the date it is archived, so that the Academy can come back or take a copy of its data. During those two years:

• the Academy's owner can still sign in, see the Academy's records and download its data, unless we suspended the Academy's access under this section before it was archived. The Academy's other staff, coaches and Members can no longer use it on the Platform;
• the Academy can come back by restarting its Subscription, and its account is then restored as it was, unless we suspended the Academy's access under this section before it was archived; and
• about two weeks before the two years end, we email the Academy's owner to explain what will happen and when, and how to come back or download the data.

At the end of the two years, the Academy's data is permanently deleted, including its Members' records, attendance, notes, medical information, bookings, payment records, and uploaded files. We keep only the records we need about the Academy's own Subscription with us (such as invoices and other billing and tax records) and a minimal record that the Academy existed. Deletion cannot be undone, so download anything you want to keep before then. Deleted data leaves our backups as they are replaced in the ordinary course, as described in our Privacy Policy. All of this is subject to our legal obligations.

Deleting an Academy's data never deletes the Jitsunami+ accounts of the people who belonged to it. Each person keeps their login and a short history of the Academy: its name, their role, the dates they joined and left, the belt they held there, and a note that the Academy has been removed from Jitsunami+. The rest of the data that Academy held about them is deleted with the Academy's data.

The Platform relies on third-party services (for example, payment providers, hosting, email, and AI providers). Those services have their own terms and privacy policies, and we are not responsible for them or for any act or omission of those providers. Your use of a feature that depends on a third party may be subject to that third party's terms.

We may update these Terms from time to time, for example when we change the Platform, when the law changes, or to make them clearer. The current version is always on this page, with the date it was last updated at the top, and it applies from that date. If you keep using the Platform after an update, you accept the updated Terms. If you do not agree with them, stop using the Platform and, if you run an Academy, cancel your Subscription as set out in section 6.

These Terms, together with the documents they refer to, are the entire agreement between you and us about the Platform and replace any earlier agreement on the same subject.

If any part of these Terms is found to be invalid or unenforceable, the rest continues to apply. If we do not enforce a right, that is not a waiver of it. You may not transfer your rights or obligations under these Terms without our consent; we may transfer ours as part of a reorganisation, sale, or similar event.

We are not liable for any failure or delay caused by events beyond our reasonable control. We may give you notices through the Platform, in-app, or by post. These Terms are governed by the law of England and Wales, and the courts of England and Wales have exclusive jurisdiction, except that if you deal with us as a consumer you may also have the benefit of mandatory protections of the country where you live.

You can reach us in any of these ways:

• Contact form. Anyone can send us a message through the contact form at app.jitsunami.com/contact, with or without an account. Use it for questions about your personal data.
• Support tickets. If you run an Academy on the Platform, as its owner or an administrator, open a support ticket from within the Platform. This lets us link your request to your Academy.
• By post. Write to us at Aptitude Agency Ltd, Bedford iLab, Stannard Way, Bedford, MK44 3RZ, United Kingdom.

We do not provide support by email. Please use the contact form, a support ticket or the post so that we can handle your request properly.