Privacy Policy

Last updated: 9 August 2026

This Privacy Policy explains how Dojo Circle ("we", "us", "our") collects, uses, and protects information through the Dojo Circle service (the "Service").

1. Information We Collect

• Account information: name, email, phone number, role, and password (stored hashed, never in plain text).
• Student & family information (entered by a Dojo, not collected directly from children): date of birth, belt rank, class enrollment, attendance and check-in times, guardian relationships, technique progress, and tournament results.
• Payment information: processed directly by Stripe. We store payment status and amounts, never full card numbers.
• Communications: messages sent through the Service, and email campaign delivery/open status where applicable.
• Basic usage data: login timestamps and, if you use it, your Google account email/name for sign-in.

2. How Accounts Get Created

Most accounts are created by an Organization's admin (for staff, students, and parents) or through self-service organization signup. Where an account belongs to a child, it's created and managed by their Dojo or parent/guardian on the child's behalf — children don't register their own accounts.

3. How We Use Information

To provide the Service: running classes and attendance, tracking belt progression, processing membership payments, sending the communications an Organization sends its own members, and billing Organizations for their Dojo Circle subscription. We don't use your data for advertising, and we don't sell it.

4. Where Data Is Stored

Data is hosted on Supabase infrastructure in the Sydney, Australia region.

5. Who We Share Data With

Only the service providers needed to run Dojo Circle:

• Stripe — subscription billing and (for Dojos that enable it) membership fee payments.
• Amazon Web Services (SES, Sydney region) — sending emails on an Organization's behalf.
• Google — only if you choose "Sign in with Google", to verify your identity.

Within an Organization, data is visible according to each user's role (e.g. a parent sees their own children; a dojo admin sees their dojo).

6. Cookies

We use a single session cookie to keep you signed in. No advertising or cross-site tracking cookies.

7. Data Retention

We retain data for as long as an Organization's account is active, and for a reasonable period after to allow export or reactivation, unless an Organization requests earlier deletion or the law requires otherwise.

8. Children's Privacy

Dojo Circle is a tool used by Dojos on behalf of their members, including children. We rely on each Dojo (and, in turn, the child's parent/guardian) to have the appropriate basis and consent for the information they enter about a child. If you're a parent with concerns about your child's data, please contact your Dojo directly, or us using the details below.

9. Your Rights

You can ask to access, correct, or delete your personal information at any time — contact your Organization's admin (who controls your account data) or contact us directly and we'll help route the request.

10. Security

Passwords are hashed, data is encrypted in transit, and database access is restricted. No system is 100% secure, but we take reasonable steps to protect your information.

11. Changes to This Policy

We may update this policy from time to time; material changes will be notified via the Service or by email.

12. Contact Us

Questions or requests regarding your data: privacy@dojocircle.com.