Privacy Policy

Website Visitors

When you visit our website, we may collect information to improve your experience and provide our services.

Newsletter Subscription

When you subscribe to our newsletter, we collect:

• Your email address
• Your consent timestamp and preferences
• We use this data solely to send you BudoFlow updates and marketing communications.
• You can unsubscribe at any time using the link in every email.
• We retain your email until you unsubscribe, after which it is deleted within 30 days.

Contact Forms

When you contact us through our website:

• We collect your name, email, and message content.
• This data is used only to respond to your inquiry.
• We retain contact form data for up to 12 months.

Analytics and Cookies

We use cookies and analytics tools to understand how visitors use our website. For details, please see our Cookie Policy.

BudoFlow App Users

The following sections apply to dojo owners and their members who use the BudoFlow application.

What Data We Collect

When you use BudoFlow, we process:

• For dojo owners & instructors: account details (name, email, password), dojo information.
• For dojo members: name, contact details, attendance records, payment information.
• For mobile app users: optional profile details (display name, profile photo), chat messages and shared images, and device push-notification tokens.

Mobile App Permissions and Data

• Camera: used only to scan invitation and check-in QR codes. Camera images are processed on your device and are never uploaded or stored.
• Push notifications: with your permission, we store a device push token to deliver chat messages and notifications. The token is deleted when you sign out or disable notifications.
• Profile photo: optional. It is stored until you replace or remove it, or your account is deleted, and it never replaces the photo your dojo keeps on record.
• Chat: messages and images you send are stored so conversation participants can read them. Dojo staff may moderate conversations connected to their dojo.

Purpose of Processing

We process this data solely for providing dojo management services:

• Membership management
• Attendance tracking
• Payment records
• In-app messaging between dojos and their members
• Delivering push notifications you have enabled
• We do not sell or share personal data with third parties for marketing.

Legal Basis

• Dojo owners are the data controllers. BudoFlow acts as a data processor.
• It is the dojo's responsibility to ensure they have a lawful basis (such as consent or contract) for entering their members' data.

Your Rights

Individuals whose data is processed in BudoFlow have the right to:

• Access their data
• Correct inaccuracies
• Request deletion
• Request data export
• Requests should be directed to the dojo (controller). We support the dojo in fulfilling these requests.

Security

• Data is encrypted in transit and at rest.
• Access is restricted and protected with authentication and role-based permissions.

Data Retention

• Data is kept as long as the dojo maintains an active account.
• Upon termination, all data is deleted within 90 days.
• Push-notification tokens are deleted when you sign out or disable notifications; your app profile data is deleted with your account.

Children

If a dojo enters data of members under 16, it is their responsibility to obtain parental consent.

Contact

For privacy questions, contact us at: