Data Privacy Policy

Introduction

This Data Privacy Policy outlines how our organization collects, uses, protects, and manages personal information provided by users, instructors, and other stakeholders interacting with our website. We are committed to ensuring the privacy and security of all personal data in compliance with applicable laws and regulations.

Collection of Personal Data

We may collect the following types of personal data:

• Users: Names, contact details, date of birth, and assignment to a dojo.
• Instructors: Names, qualifications, contact details, and hierarchical assignments.
• Administrators: Names and contact details for managing website operations.

Personal data is collected through:

• User registrations
• Instructor or administrator input
• Feedback forms or correspondence with the organization

Purpose of Data Collection

The personal data collected will only be used for the following purposes:

1. Managing user and instructor relationships.
2. Assigning users to instructors and maintaining hierarchy.
3. Facilitating communication between users, instructors, and administrators.
4. Ensuring operational efficiency within the club.
5. Enhancing user experience and website functionality.

Data Sharing

Personal data will not be shared with third parties except:

• As required by law.
• To trusted service providers assisting with website maintenance, who are bound by confidentiality agreements.
• Within the hierarchy defined by the club for operational purposes. More information on this can be found in our Data Access Policy.

Data Access Rights

• Users: Access to the names of other users directly assigned to the same dojo.
• Instructors: Access as detailed in the organization's data access policy.
• Administrators: Access to all personal data for management purposes.

Data Protection Measures

To protect personal data, we implement the following measures:

1. Encryption: All personal data is encrypted during transmission.
2. Access Control: Access to data is role-based and strictly monitored.
3. Regular Audits: Data access logs are reviewed periodically.
4. Secure Storage: Data is stored in secure servers with restricted access.

User Rights

Users have the following rights regarding their personal data:

• Access: Request access to the personal data we hold about them.
• Correction: Request correction of inaccurate or incomplete data.
• Deletion: Request deletion of their data, subject to organizational needs.
• Withdrawal of Consent: Withdraw consent for specific uses of their data.

Data Retention Policy

Personal data is retained only as long as necessary for operational purposes or as required by law. Once data is no longer needed, it will be securely deleted.

Updates to the Privacy Policy

We reserve the right to update this privacy policy periodically. Users will be notified of significant changes through the website or other appropriate channels.

Contact Information

For any questions or concerns about this privacy policy or the handling of personal data, please contact the organization’s administration team. By using our website and services, you agree to the terms of this Data Privacy Policy.