PRIVACY POLICY
Last updated April 17, 2026
This Privacy Notice for DojoSync, LLC ("we," "us," or "our"), describes how and why we might access, collect, store, use, and/or share ("process") your personal information when you use our Services, including when you:
- Visit our website at https://www.dojosync.com or any website of ours that links to this Privacy Notice
- Download and use our mobile application (DojoSync), or any other application of ours that links to this Privacy Notice
- Use DojoSync. DojoSync is a web and mobile application designed for martial arts schools to coordinate tournament attendance and school management. Specifically, it helps schools:
- Manage tournament RSVPs and attendance tracking
- Collect and track coaching fee payments
- Coordinate travel planning for tournaments
- Communicate via announcements and real-time chat
- Manage student enrollment, belt promotions, and memberships
- Track leads and prospective students
- Coordinate belt testing events
- Engage with us in other related ways, including any marketing or events
Questions or concerns? Reading this Privacy Notice will help you understand your privacy rights and choices. We are responsible for making decisions about how your personal information is processed. If you do not agree with our policies and practices, please do not use our Services. If you still have any questions or concerns, please contact us at support@dojosync.com.
SUMMARY OF KEY POINTS
This summary provides key points from our Privacy Notice, but you can find out more details about any of these topics by clicking the link following each key point or by using our table of contents below to find the section you are looking for.
What personal information do we process? When you visit, use, or navigate our Services, we may process personal information depending on how you interact with us and the Services, the choices you make, and the products and features you use. Learn more about personal information you disclose to us.
Do we process any sensitive personal information? Some of the information may be considered "special" or "sensitive" in certain jurisdictions. We may process sensitive personal information when necessary with your consent or as otherwise permitted by applicable law. Learn more about sensitive information we process.
Do we collect any information from third parties? We do not collect any information from third parties.
How do we process your information? We process your information to provide, improve, and administer our Services, communicate with you, for security and fraud prevention, and to comply with law. Learn more about how we process your information.
In what situations and with which parties do we share personal information? We may share information in specific situations and with specific third parties. Learn more about when and with whom we share your personal information.
How do we keep your information safe? We have adequate organizational and technical processes and procedures in place to protect your personal information. However, no electronic transmission over the internet or information storage technology can be guaranteed to be 100% secure. Learn more about how we keep your information safe.
What are your rights? Depending on where you are located geographically, the applicable privacy law may mean you have certain rights regarding your personal information. Learn more about your privacy rights.
How do you exercise your rights? The easiest way to exercise your rights is by visiting support@dojosync.com, or by contacting us. We will consider and act upon any request in accordance with applicable data protection laws.
Want to learn more about what we do with any information we collect? Review the Privacy Notice in full.
TABLE OF CONTENTS
1. WHAT INFORMATION DO WE COLLECT?
Personal information you disclose to us
In Short: We collect personal information that you provide to us.
We collect personal information that you voluntarily provide to us when you register on the Services, express an interest in obtaining information about us or our products and Services, when you participate in activities on the Services, or otherwise when you contact us.
Personal Information Provided by You. The personal information we collect may include the following:
- Account & Contact Information: We collect your name, email address, phone number, and password when you register for an account. This information is used to identify you, allow you to log in, and communicate with you about your school's tournaments, events, and announcements.
- Student & Competitor Profiles: Parents and guardians may create profiles for their children that include the student's first and last name, date of birth, age, weight class, belt rank, and division. This information is used solely for tournament registration and school management purposes.
- Student Progress & Performance Data: School administrators, coaches, and staff record student data including belt promotion history, class attendance counts, belt test results, and membership enrollment details. This data is used to track student progress and manage school operations.
- Payment Information: When paying coaching fees or tournament registration fees, you will be directed to our secure payment processor, Stripe (https://stripe.com/privacy). We do not store your credit card number or banking information directly. We do retain records of payment status, amount paid, payment method, and transaction identifiers for accounting and record-keeping purposes.
- Profile Photo: You may optionally upload a profile photo (avatar). This image is stored securely and displayed only within your school's DojoSync account.
- Travel & Location Preferences: You may optionally provide your home airport, travel preferences, and carpool availability to assist with tournament travel coordination. This information is shared only with other members of your school who are attending the same tournament.
- Communication Preferences: You may opt in to SMS text message notifications. By opting in you confirm you are the authorized user of the provided phone number. You may opt out at any time from your profile page.
Sensitive Information
When necessary, with your consent or as otherwise permitted by applicable law, we process the following categories of sensitive information:
- We collect student performance and progression data including belt rank history, class attendance, belt test results, and membership status. This information is accessible only to the student's parent or guardian and authorized school staff.
Payment Data. All payment data is handled and stored by Stripe. You may find their privacy notice here: stripe.com/privacy.
Online Payments
DojoSync processes online payments for coaching fees, tournament registration fees, school event fees, belt test fees, and school subscription plans. All online payments are processed securely through Stripe, Inc., a PCI DSS Level 1 certified payment processor.
When you make a payment through DojoSync you will be directed to a Stripe-hosted checkout page. Your credit card and banking details are entered directly into Stripe's secure payment environment and are never transmitted to or stored on DojoSync's servers. DojoSync receives only a confirmation of payment success or failure along with a transaction identifier, payment amount, timestamp, and payment method type.
Stripe Connect: DojoSync uses Stripe Connect to route payments directly to your martial arts school's connected Stripe account. Your coaching fees and tournament registration fees are paid directly to your school with DojoSync retaining a small platform service fee.
Payment Records We Retain:
Cash Payments: Some schools may accept cash or check payments. When a cash payment is recorded by a school administrator, the amount, payment notes, and timestamp are logged in DojoSync for record keeping purposes.
Receipts and Payment History: You can view your complete payment history at any time by visiting the My Payments page within your DojoSync account.
Refunds: DojoSync does not automatically issue refunds for coaching fees or tournament registration fees. Refund requests should be directed to your school administrator as refund policies are determined at the school level.
Payment Security: All payment pages use HTTPS encryption. DojoSync is not itself a PCI DSS certified entity as we rely entirely on Stripe's certified infrastructure for all payment card processing.
DojoSync processes online payments for coaching fees, tournament registration fees, school event fees, belt test fees, and school subscription plans. All online payments are processed securely through Stripe, Inc., a PCI DSS Level 1 certified payment processor.
When you make a payment through DojoSync you will be directed to a Stripe-hosted checkout page. Your credit card and banking details are entered directly into Stripe's secure payment environment and are never transmitted to or stored on DojoSync's servers. DojoSync receives only a confirmation of payment success or failure along with a transaction identifier, payment amount, timestamp, and payment method type.
Stripe Connect: DojoSync uses Stripe Connect to route payments directly to your martial arts school's connected Stripe account. Your coaching fees and tournament registration fees are paid directly to your school with DojoSync retaining a small platform service fee.
Payment Records We Retain:
- Transaction identifier
- Payment amount
- Payment status (pending, succeeded, failed)
- Payment method type (Stripe, cash, or other)
- Payment timestamp
- Notes associated with cash payments
Cash Payments: Some schools may accept cash or check payments. When a cash payment is recorded by a school administrator, the amount, payment notes, and timestamp are logged in DojoSync for record keeping purposes.
Receipts and Payment History: You can view your complete payment history at any time by visiting the My Payments page within your DojoSync account.
Refunds: DojoSync does not automatically issue refunds for coaching fees or tournament registration fees. Refund requests should be directed to your school administrator as refund policies are determined at the school level.
Payment Security: All payment pages use HTTPS encryption. DojoSync is not itself a PCI DSS certified entity as we rely entirely on Stripe's certified infrastructure for all payment card processing.
Application Data. If you use our application(s), we also may collect the following information if you choose to provide us with access or permission:
- Geolocation Information. We may request access or permission to track location-based information from your mobile device to provide certain location-based services. If you wish to change our access or permissions, you may do so in your device's settings.
- Mobile Device Access. We may request access to certain features from your mobile device, including:
- Push Notifications: Used to alert you about new tournament announcements, payment confirmations, chat messages where you are mentioned, and other school activity. You can disable push notifications at any time through your device settings.
- Camera & Photo Library: Accessed only when you actively choose to upload a profile photo or share an image in a tournament chat room. We do not access your camera or photos in the background.
- Biometric Authentication (Face ID / Touch ID): If you enable biometric login, your biometric data is processed entirely by your device's operating system and is never transmitted to or stored by DojoSync.
- Network Status: We monitor your device's network connection to detect when you are offline and display an appropriate notice.
- Keyboard & Display: We access keyboard and status bar settings to optimize the app's layout in chat rooms.
- Mobile Device Data. We automatically collect device information such as your mobile device ID, model, manufacturer, operating system, version information, browser type and version, and Internet Protocol (IP) address.
- Push Notifications. We may request to send you push notifications regarding your account or certain features. You may turn them off in your device's settings.
This information is primarily needed to maintain the security and operation of our application(s), for troubleshooting, and for our internal analytics and reporting purposes.
All personal information that you provide to us must be true, complete, and accurate, and you must notify us of any changes to such personal information.
Information automatically collected
In Short: Some information — such as your Internet Protocol (IP) address and/or browser and device characteristics — is collected automatically when you visit our Services.
We automatically collect certain information when you visit, use, or navigate the Services. This information does not reveal your specific identity but may include device and usage information. The information we collect includes:
- Device & Technical Information. We automatically collect your device type (iOS or Android) when you enable push notifications, and your IP address when you send messages in tournament chat rooms. This information is used for security monitoring, content moderation, and to deliver push notifications to your device.
- Login & Security Data. We automatically record login activity including successful and failed login attempts, timestamps, and IP addresses. This data is used to protect your account from unauthorized access. Repeated failed login attempts will temporarily lock your account as a security measure.
- Activity & Audit Records. Certain actions within the app are automatically logged for security and accountability purposes, including role changes, payment events, and administrative actions.
- Payment Events. When a payment is processed through Stripe, we automatically receive and store confirmation data including transaction identifiers, payment timestamps, and payment status. We do not automatically collect or store your card number or banking details.
- Push Notification Tokens. If you enable push notifications, your device's unique push notification token is automatically captured and stored to enable delivery of alerts. You can disable push notifications at any time through your device settings.
- IP Address Logging in Chat. When you send a message in a tournament chat room, we automatically record your IP address alongside that message. This information is retained for content moderation and accountability purposes. IP addresses are never displayed to other users.
2. HOW DO WE PROCESS YOUR INFORMATION?
In Short: We process your information to provide, improve, and administer our Services, communicate with you, for security and fraud prevention, and to comply with law.
We process your personal information for a variety of reasons, depending on how you interact with our Services, including:
- To facilitate account creation and authentication and otherwise manage user accounts. We may process your information so you can create and log in to your account, as well as keep your account in working order.
- To respond to user inquiries/offer support to users. We may process your information to respond to your inquiries and solve any potential issues you might have with the requested service.
- To send administrative information to you. We may process your information to send you details about our products and services, changes to our terms and policies, and other similar information.
- To enable user-to-user communications. We may process your information if you choose to use any of our offerings that allow for communication with another user.
- To protect our Services. We may process your information as part of our efforts to keep our Services safe and secure, including fraud monitoring and prevention.
- To evaluate and improve our Services, products, marketing, and your experience. We may process your information when we believe it is necessary to identify usage trends and evaluate and improve our Services.
- To Provide and Operate the Service. We use your account information to create and maintain your account, authenticate your identity when you log in, and provide you with access to DojoSync's features appropriate to your role.
- To Manage Tournament Coordination. We use your RSVP information, competitor profiles, and travel preferences to help school administrators and coaches coordinate tournament attendance, track registrations, manage coaching fee payments, and organize travel arrangements.
- To Process Payments. We use your payment information to process coaching fees and tournament registration fees through our payment processor Stripe (https://stripe.com/privacy).
- To Send Notifications and Communications. We use your email address, phone number, and push notification token to send you tournament announcements, payment confirmations, RSVP confirmations, belt test scheduling and results notifications, membership status reminders, and administrative communications. You can manage your notification preferences on your Profile page.
- To Track Student Progress. For schools using our Student CRM features, we use student profile data to help school administrators and coaches track student progress, schedule belt tests, manage memberships, and generate school performance reports. This information is accessible only to authorized school staff and the student's parent or guardian.
- To Manage Leads and Prospective Students. For schools using our Lead Management features, we use contact information provided about prospective students to manage the enrollment pipeline and track trial class attendance and conversion to membership.
- To Ensure Platform Security. We use IP addresses, login timestamps, failed login attempt records, and audit logs to protect your account from unauthorized access and detect suspicious activity.
- To Moderate Content. We use chat message content, IP addresses associated with messages, and content reports submitted by users to review reported content and maintain a safe communication environment.
- To Improve the Service. We use aggregated and anonymized usage data to understand how the platform is being used and develop new features.
- To Comply with Legal Obligations. We may use or retain your information as required by applicable law, court order, or government regulation.
- To Support School Administration. School administrators and superadmin platform operators use collected information to manage school configurations, monitor platform health, generate reports, manage subscriptions, and provide customer support.
- What we do NOT do with your information: DojoSync does not sell your personal information to third parties. We do not use your personal information for targeted advertising. We do not share your information with data brokers, marketing companies, or advertising networks.
3. WHEN AND WITH WHOM DO WE SHARE YOUR PERSONAL INFORMATION?
In Short: We may share information in specific situations described in this section and/or with the following third parties.
Vendors, Consultants, and Other Third-Party Service Providers. We may share your data with third-party vendors, service providers, contractors, or agents ("third parties") who perform services for us or on our behalf and require access to such information to do that work. We have contracts in place with our third parties, which are designed to help safeguard your personal information.
The third parties we may share personal information with are as follows:
- Payment processing — Stripe (stripe.com/privacy)
- Email delivery — Resend (resend.com/legal)
- SMS notifications — Twilio (twilio.com/legal/privacy)
- iOS push notifications — Apple APNs (apple.com/privacy)
- Android push notifications — Google FCM (policies.google.com/privacy)
- Travel pricing — SerpAPI (serpapi.com/privacy)
- Drive time calculation — OSRM (openrouteservice.org)
We also may need to share your personal information in the following situations:
- Business Transfers. We may share or transfer your information in connection with, or during negotiations of, any merger, sale of company assets, financing, or acquisition of all or a portion of our business to another company.
- Other Users. When you share personal information or otherwise interact with public areas of the Services, such personal information may be viewed by all users. Other users will be able to view descriptions of your activity, communicate with you within our Services, and view your profile.
4. HOW LONG DO WE KEEP YOUR INFORMATION?
In Short: We keep your information for as long as necessary to fulfill the purposes outlined in this Privacy Notice unless otherwise required by law.
We will only keep your personal information for as long as it is necessary for the purposes set out in this Privacy Notice, unless a longer retention period is required or permitted by law (such as tax, accounting, or other legal requirements). No purpose in this notice will require us keeping your personal information for longer than the period of time in which users have an account with us.
When we have no ongoing legitimate business need to process your personal information, we will either delete or anonymize such information, or, if this is not possible, then we will securely store your personal information and isolate it from any further processing until deletion is possible.
5. HOW DO WE KEEP YOUR INFORMATION SAFE?
In Short: We aim to protect your personal information through a system of organizational and technical security measures.
We have implemented appropriate and reasonable technical and organizational security measures designed to protect the security of any personal information we process. However, despite our safeguards and efforts to secure your information, no electronic transmission over the Internet or information storage technology can be guaranteed to be 100% secure, so we cannot promise or guarantee that hackers, cybercriminals, or other unauthorized third parties will not be able to defeat our security and improperly collect, access, steal, or modify your information. Although we will do our best to protect your personal information, transmission of personal information to and from our Services is at your own risk. You should only access the Services within a secure environment.
6. DO WE COLLECT INFORMATION FROM MINORS?
In Short: We do not knowingly collect data from or market to minors.
Our app is intended for use by adults (parents, coaches, and school administrators). However, our users may submit information about minor children in their care as part of managing student and competitor profiles. We do not knowingly allow minors to create accounts directly.
7. WHAT ARE YOUR PRIVACY RIGHTS?
In Short: You may review, change, or terminate your account at any time, depending on your country, province, or state of residence.
Withdrawing your consent: If we are relying on your consent to process your personal information, you have the right to withdraw your consent at any time by contacting us using the contact details provided in the section HOW CAN YOU CONTACT US ABOUT THIS NOTICE? below.
However, please note that this will not affect the lawfulness of the processing before its withdrawal.
Account Information
If you would at any time like to review or change the information in your account or terminate your account:
- To update your account information, log in and navigate to your Profile page, where you can edit your name, phone number, notification preferences, and avatar photo. To permanently delete your account, log in and go to Profile → Danger Zone → Delete Account. Your personal information (name, email, phone, avatar) is removed immediately. Some records are retained in anonymized form ("Deleted User" attribution) where required: payment history (for tax and financial compliance), chat messages and announcements you sent (so threads remain coherent for other school members), and attendance records you created on behalf of others. If you cannot access your account, you may also email us at support@dojosync.com and we will process the deletion within 30 days.
Upon your request to terminate your account, we will deactivate or delete your account and information from our active databases. However, we may retain some information in our files to prevent fraud, troubleshoot problems, assist with any investigations, enforce our legal terms and/or comply with applicable legal requirements.
If you have questions or comments about your privacy rights, you may email us at support@dojosync.com.
8. CONTROLS FOR DO-NOT-TRACK FEATURES
Most web browsers and some mobile operating systems and mobile applications include a Do-Not-Track ("DNT") feature or setting you can activate to signal your privacy preference not to have data about your online browsing activities monitored and collected. At this stage, no uniform technology standard for recognizing and implementing DNT signals has been finalized. As such, we do not currently respond to DNT browser signals or any other mechanism that automatically communicates your choice not to be tracked online. If a standard for online tracking is adopted that we must follow in the future, we will inform you about that practice in a revised version of this Privacy Notice.
California law requires us to let you know how we respond to web browser DNT signals. Because there currently is not an industry or legal standard for recognizing or honoring DNT signals, we do not respond to them at this time.
9. DO UNITED STATES RESIDENTS HAVE SPECIFIC PRIVACY RIGHTS?
In Short: If you are a resident of California, Colorado, Connecticut, Delaware, Florida, Indiana, Iowa, Kentucky, Maryland, Minnesota, Montana, Nebraska, New Hampshire, New Jersey, Oregon, Rhode Island, Tennessee, Texas, Utah, or Virginia, you may have the right to request access to and receive details about the personal information we maintain about you.
Categories of Personal Information We Collect
| Category | Examples | Collected |
|---|---|---|
| A. Identifiers | Contact details, such as real name, alias, postal address, telephone or mobile contact number, unique personal identifier, online identifier, Internet Protocol address, email address, and account name | YES |
| B. Personal information as defined in the California Customer Records statute | Name, contact information, education, employment, employment history, and financial information | YES |
| C. Protected classification characteristics under state or federal law | Gender, age, date of birth, race and ethnicity, national origin, marital status, and other demographic data | YES |
| D. Commercial information | Transaction information, purchase history, financial details, and payment information | YES |
| E. Biometric information | Fingerprints and voiceprints | NO |
| F. Internet or other similar network activity | Browsing history, search history, online behavior, interest data, and interactions with our and other websites, applications, systems, and advertisements | NO |
| G. Geolocation data | Device location | YES |
| H. Audio, electronic, sensory, or similar information | Images and audio, video or call recordings created in connection with our business activities | NO |
| I. Professional or employment-related information | Business contact details in order to provide you our Services at a business level or job title, work history, and professional qualifications if you apply for a job with us | NO |
| J. Education Information | Student records and directory information | YES |
| K. Inferences drawn from collected personal information | Inferences drawn from any of the collected personal information listed above to create a profile or summary about, for example, an individual's preferences and characteristics | NO |
| L. Sensitive personal Information | Account login information | YES |
We only collect sensitive personal information, as defined by applicable privacy laws or the purposes allowed by law or with your consent. We do not collect or process sensitive personal information for the purpose of inferring characteristics about you.
We will use and retain the collected personal information as needed to provide the Services or for as long as the user has an account with us (Categories A, B, C, D, G, J).
Sources of Personal Information
Learn more about the sources of personal information we collect in WHAT INFORMATION DO WE COLLECT?
How We Use and Share Personal Information
Learn more about how we use your personal information in the section HOW DO WE PROCESS YOUR INFORMATION?
Will your information be shared with anyone else? We may disclose your personal information with our service providers pursuant to a written contract between us and each service provider. Learn more about how we disclose personal information in the section WHEN AND WITH WHOM DO WE SHARE YOUR PERSONAL INFORMATION?
We have not sold or shared any personal information to third parties for a business or commercial purpose in the preceding twelve (12) months. We have disclosed the following categories of personal information to third parties for a business or commercial purpose in the preceding twelve (12) months:
- Category A. Identifiers
- Category B. Personal information as defined in the California Customer Records law
- Category C. Characteristics of protected classifications under state or federal law
- Category D. Commercial information
- Category G. Geolocation data
- Category J. Education information
The categories of third parties to whom we disclosed personal information for a business or commercial purpose can be found under WHEN AND WITH WHOM DO WE SHARE YOUR PERSONAL INFORMATION?
Your Rights
You have rights under certain US state data protection laws. These rights include:
- Right to know whether or not we are processing your personal data
- Right to access your personal data
- Right to correct inaccuracies in your personal data
- Right to request the deletion of your personal data
- Right to obtain a copy of the personal data you previously shared with us
- Right to non-discrimination for exercising your rights
- Right to opt out of the processing of your personal data if it is used for targeted advertising, the sale of personal data, or profiling
How to Exercise Your Rights
To exercise these rights, you can contact us by visiting support@dojosync.com, by emailing us at info@dojosync.com, or by referring to the contact details at the bottom of this document.
Under certain US state data protection laws, you can designate an authorized agent to make a request on your behalf. We may deny a request from an authorized agent that does not submit proof that they have been validly authorized to act on your behalf in accordance with applicable laws.
Request Verification
Upon receiving your request, we will need to verify your identity to determine you are the same person about whom we have the information in our system. We will only use personal information provided in your request to verify your identity or authority to make the request.
Appeals
Under certain US state data protection laws, if we decline to take action regarding your request, you may appeal our decision by emailing us at support@dojosync.com. We will inform you in writing of any action taken or not taken in response to the appeal. If your appeal is denied, you may submit a complaint to your state attorney general.
California "Shine The Light" Law
California Civil Code Section 1798.83, also known as the "Shine The Light" law, permits our users who are California residents to request and obtain from us, once a year and free of charge, information about categories of personal information (if any) we disclosed to third parties for direct marketing purposes. Please submit your request in writing to us by using the contact details provided in the section HOW CAN YOU CONTACT US ABOUT THIS NOTICE?
10. MARTIAL ARTS SCHOOL PLATFORM CLARIFICATION
DojoSync is a software platform provided to martial arts schools and their administrators. When you use DojoSync your relationship involves two parties: DojoSync as the platform provider, and your martial arts school as the organization that has subscribed to use our platform to manage their members and activities.
Your school administrator is responsible for inviting you to the platform, managing your account access, and determining what school-specific features and communications you receive. DojoSync provides the technology infrastructure but your school controls how the platform is configured and used within their organization.
If you have questions about how your specific school uses DojoSync or wishes to exercise rights regarding school-managed data please contact your school administrator directly in addition to contacting DojoSync at support@dojosync.com.
Your school administrator is responsible for inviting you to the platform, managing your account access, and determining what school-specific features and communications you receive. DojoSync provides the technology infrastructure but your school controls how the platform is configured and used within their organization.
If you have questions about how your specific school uses DojoSync or wishes to exercise rights regarding school-managed data please contact your school administrator directly in addition to contacting DojoSync at support@dojosync.com.
11. SCHOOL ADMINISTRATOR DATA RESPONSIBILITIES
Martial arts schools that subscribe to DojoSync ("school administrators") are responsible for their own compliance with applicable privacy laws in connection with their use of our platform. This includes obtaining appropriate consent from members and parents before collecting personal information, ensuring that staff members access only information necessary for their role, managing member account access and deactivation appropriately, and complying with applicable laws regarding the collection and use of student data.
DojoSync provides tools to help schools manage data responsibly including role-based access controls, staff location scoping, and audit logging. However DojoSync is not responsible for how individual schools configure or use these tools within their organizations.
DojoSync provides tools to help schools manage data responsibly including role-based access controls, staff location scoping, and audit logging. However DojoSync is not responsible for how individual schools configure or use these tools within their organizations.
12. MINOR ATHLETES AND PARENTAL CONSENT
Many DojoSync users register competitor and student profiles for their minor children. By creating a student or competitor profile for a minor child you represent that you are the parent or legal guardian of that child and that you consent to the collection and use of that child's information as described in this privacy policy.
Student and competitor profiles for minors include information such as name, date of birth, age, weight class, belt rank, class attendance, and tournament participation history. This information is:
Student and competitor profiles for minors include information such as name, date of birth, age, weight class, belt rank, class attendance, and tournament participation history. This information is:
- Visible only to the parent or guardian who created the profile and authorized school staff
- Never shared with other parents, tournament organizations, or third parties beyond our operational service providers
- Retained as described in our Data Retention section
- Available for deletion upon request by the parent or guardian
13. TOURNAMENT COORDINATION DATA SHARING
DojoSync's core function includes coordinating tournament attendance among members of the same martial arts school. To facilitate this coordination certain information about tournament attendees is visible to other members of the same school who are also attending that tournament.
By submitting an RSVP for a tournament you acknowledge and consent to your name, RSVP status, and any travel coordination preferences you choose to provide being visible to other members of your school in connection with that tournament. You may choose not to provide travel preference information if you prefer to keep those details private.
DojoSync does not share your tournament attendance information with tournament organizers, competing schools, or any party outside your martial arts school except as required by law.
By submitting an RSVP for a tournament you acknowledge and consent to your name, RSVP status, and any travel coordination preferences you choose to provide being visible to other members of your school in connection with that tournament. You may choose not to provide travel preference information if you prefer to keep those details private.
DojoSync does not share your tournament attendance information with tournament organizers, competing schools, or any party outside your martial arts school except as required by law.
14. LEAD MANAGEMENT AND PROSPECTIVE STUDENT DATA
Schools using DojoSync's Lead Management features may collect contact information from prospective students and their families through our embeddable lead capture form or by manual entry. If your information has been entered into DojoSync as a prospective student lead:
- Your information is accessible only to authorized staff of the school whose form you submitted
- Your information is used solely to manage your enrollment inquiry and communicate with you about joining that school
- Automated nurture communications sent to you will always include opt out instructions
- You may request deletion of your information by contacting the school directly or by emailing support@dojosync.com
- If you enroll as a member your lead record is merged into your member account
- If you do not enroll your information is retained for up to 2 years after your last interaction then permanently deleted
15. PLATFORM ADMINISTRATION AND SUPERADMIN ACCESS
DojoSync's platform operators ("superadmins") have administrative access to all school accounts and user data for the purpose of providing technical support, maintaining platform security, investigating reported issues, and ensuring compliance with our terms of service.
All superadmin access to school data is:
All superadmin access to school data is:
- Logged in our persistent audit trail with timestamps and actions taken
- Limited to platform operation and support purposes
- Never used for commercial purposes or shared with third parties
- Subject to the same security measures described in this privacy policy
16. DATA BREACH NOTIFICATION
In the event of a data security incident that affects your personal information we will:
- Notify affected users within 72 hours of becoming aware of the incident where feasible
- Provide notification via email to the address associated with your account
- Post a notice on our platform
- Notify applicable regulatory authorities as required by law
17. CHANGES TO THIS PRIVACY POLICY
We may update this privacy policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. When we make changes we will:
- Update the "Last Updated" date at the top of this policy
- Notify registered users via email for material changes
- Post a notice within the DojoSync application for significant changes
- Where required by law obtain your consent before implementing changes that affect how we process your personal information
18. CONTACT INFORMATION
If you have questions, concerns, or requests regarding this privacy policy or our data practices please contact us:
DojoSync Privacy Team
Email: support@dojosync.com
Website: https://dojosync.com
For privacy rights requests including data access, correction, or deletion requests please email support@dojosync.com with the subject line "Privacy Rights Request" and include your name, email address, and a description of your request. We will respond within 30 days.
For urgent security concerns please email support@dojosync.com with the subject line "SECURITY" for prioritized handling.
For school administrators with questions about data processing agreements or school-level privacy compliance please email support@dojosync.com with the subject line "School Privacy Inquiry."
DojoSync Privacy Team
Email: support@dojosync.com
Website: https://dojosync.com
For privacy rights requests including data access, correction, or deletion requests please email support@dojosync.com with the subject line "Privacy Rights Request" and include your name, email address, and a description of your request. We will respond within 30 days.
For urgent security concerns please email support@dojosync.com with the subject line "SECURITY" for prioritized handling.
For school administrators with questions about data processing agreements or school-level privacy compliance please email support@dojosync.com with the subject line "School Privacy Inquiry."
19. DO WE MAKE UPDATES TO THIS NOTICE?
In Short: Yes, we will update this notice as necessary to stay compliant with relevant laws.
We may update this Privacy Notice from time to time. The updated version will be indicated by an updated "Revised" date at the top of this Privacy Notice. If we make material changes to this Privacy Notice, we may notify you either by prominently posting a notice of such changes or by directly sending you a notification. We encourage you to review this Privacy Notice frequently to be informed of how we are protecting your information.
20. HOW CAN YOU CONTACT US ABOUT THIS NOTICE?
If you have questions or comments about this notice, you may email us at info@dojosync.com or contact us by post at:
DojoSync, LLC
637 Norbury Dr
Hudson, OH 44236
United States
DojoSync, LLC
637 Norbury Dr
Hudson, OH 44236
United States
21. HOW CAN YOU REVIEW, UPDATE, OR DELETE THE DATA WE COLLECT FROM YOU?
You have the right to request access to the personal information we collect from you, details about how we have processed it, correct inaccuracies, or delete your personal information. You may also have the right to withdraw your consent to our processing of your personal information. These rights may be limited in some circumstances by applicable law. To request to review, update, or delete your personal information, please visit: support@dojosync.com.