Privacy Policy
Your privacy is important to us
Last updated: 25 January 2026
1. Introduction
Japan Karate Academy Shitokai ("we", "us", or "our") is committed to protecting the privacy of our members and website visitors. This Privacy Policy explains how we collect, use, disclose, and safeguard your personal information when you use our website and services.
By using our website or becoming a member, you consent to the data practices described in this policy. If you do not agree with our policies and practices, please do not use our services.
2. Information We Collect
We collect several types of information from and about users of our website and services:
Personal Information
- Full name (first name and last name) - required for membership
- Email address - required for account creation and communications
- Phone number - optional, for contact purposes
- Date of birth - optional, for age-appropriate class placement
- Profile photo - optional, for member identification
Emergency Contact Information
- Emergency contact name
- Emergency contact phone number
- Relationship to member (e.g., parent, spouse, sibling)
This information is collected solely for safety purposes in case of an emergency during training.
Training & Membership Information
- Belt rank and promotion history
- Class level and attendance records
- Membership type and status
- Training session participation
Payment Information
- Payment history and transaction records
- Subscription and membership fee details
Payment processing is handled securely by Stripe. We do not store your full credit card details on our servers.
Technical Information
- Account login timestamps
- Notification preferences
- Browser type and device information (via standard web technologies)
3. How We Use Your Information
We use the information we collect for the following purposes:
- Membership management: To create and manage your account, track belt progression, and maintain attendance records
- Communication: To send you important updates about classes, schedule changes, events, and dojo announcements
- Safety: To contact your emergency contact in case of an incident during training
- Payment processing: To process membership fees and maintain payment records
- Class organisation: To assign members to appropriate classes based on age and skill level
- Legal compliance: To comply with applicable laws, regulations, and sporting body requirements
4. Information Sharing and Disclosure
We do not sell, trade, or rent your personal information to third parties. We may share your information only in the following circumstances:
- Service providers: With trusted third-party service providers who assist us in operating our website and processing payments (e.g., Stripe for payment processing, Supabase for data storage)
- Karate organisations: With Karate Queensland or the World Karate Federation for grading registrations, competition entries, or affiliation requirements
- Legal requirements: When required by law, court order, or government regulation
- Safety emergencies: To protect the safety of our members or others in emergency situations
5. Data Security
We implement appropriate technical and organisational security measures to protect your personal information:
- Encrypted password storage using industry-standard hashing
- Secure HTTPS connections for all data transmission
- Access controls limiting data access to authorised personnel
- Regular security reviews and updates
- Secure hosting infrastructure via reputable cloud providers
While we strive to protect your personal information, no method of transmission over the internet or electronic storage is 100% secure. We cannot guarantee absolute security.
6. Data Retention
We retain your personal information for as long as your membership is active and for a reasonable period afterwards to:
- Maintain your belt rank and training history should you return
- Comply with legal and regulatory requirements
- Resolve disputes and enforce our agreements
If you request deletion of your account, we will remove your personal information within a reasonable timeframe, except where retention is required for legal purposes.
7. Your Rights
You have the right to:
- Access: Request a copy of the personal information we hold about you
- Correction: Update or correct your personal information through your member profile
- Deletion: Request deletion of your personal information (subject to legal retention requirements)
- Opt-out: Manage your notification preferences for non-essential communications
To exercise these rights, please contact us using the details provided below.
8. Children's Privacy
Our dojo welcomes members aged 7 and above. For members under 18 years of age:
- Parental or guardian consent is required for membership and data collection
- Emergency contact information for a parent or guardian is required
- Parents or guardians may request to access, correct, or delete their child's information
9. Cookies and Tracking
Our website uses essential cookies for authentication and session management. These cookies are necessary for the website to function properly and cannot be disabled.
We do not use advertising cookies or third-party tracking for marketing purposes.
10. Changes to This Policy
We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new policy on this page and updating the "Last updated" date.
We encourage you to review this Privacy Policy periodically to stay informed about how we protect your information.
11. Contact Us
If you have any questions about this Privacy Policy or our data practices, please contact us:
Japan Karate Academy Shitokai
Email: tinasensei@outlook.com
Address: Lakefield Drive & Endeavour Blvd, North Lakes QLD 4509