Kotai BJJ | Privacy Policy

Who we are

Kotai BJJ is the data controller for the Kotai BJJ website and member app. That means we decide why and how personal data is used for academy enquiries, memberships, waivers, schedules, purchases, member access, and day-to-day communication.

Email team@kotaibjj.co.uk

Phone 07356 240740

Address 2 Church Road, Downham Market, PE38 9HQ

What this policy covers

This policy applies when you:

browse the Kotai BJJ website or use embedded schedule, membership, purchase, or map content;
create or use a Kotai BJJ member account in the app;
buy a membership, join a waiting list, or register interest before or after launch;
sign a digital waiver or provide permissions and consents;
contact us by email, phone, social media, or through connected forms.

Most of the data we use comes directly from you. In some cases it may come from a parent or guardian, an account holder purchasing on someone else’s behalf, payment providers, or trusted app and platform services that help us deliver the service.

The personal data we collect

Identity and contact

Names, email addresses, phone numbers, and contact preferences.

Account and profile data

Login details, member type, device name, and profile information such as date of birth.

Junior and guardian details

Child names and dates of birth, plus guardian names, emails, and phone numbers where needed.

Membership and booking data

Chosen plans, purchase status, class access, attendance-related details, and linked member records.

Waivers and consents

Signed waiver content, signature image data, timestamps, IP address, device user-agent, and photo or video consent choices.

Payment and billing data

Transaction references and subscription or checkout identifiers from payment providers such as Stripe. We do not store full card details on the Kotai website.

Technical and app data

IP address, browser or device information, app platform, push notification token, and security logs needed to run the service safely.

Communications

Messages, launch updates, purchase confirmations, waiver confirmations, and support conversations with us.

How we use your data

to create and manage member accounts;
to set up, confirm, and administer memberships, bundles, purchases, and access rights;
to manage digital waivers, permissions, and required safety records;
to send important service emails, confirmations, reminders, and updates you expect from us;
to deliver app features such as member access and push notifications if you enable them;
to respond to enquiries and help you choose the right class, plan, or next step;
to keep records accurate, prevent misuse, secure the service, and resolve issues;
to meet legal, tax, accounting, safeguarding, and regulatory responsibilities.

We do not sell your personal data.

Our lawful bases

Contract

We use personal data where it is necessary to provide memberships, member accounts, bookings, waivers, and purchases you ask us for.

Legitimate interests

We use data to run the academy effectively, communicate clearly, protect the service, and keep our records current and reliable.

Consent

We rely on consent where the choice should genuinely be yours, such as certain updates, permissions, or optional communications.

Legal obligation

Some data must be kept or disclosed to comply with accounting, tax, safeguarding, or other legal duties.

Who we share data with

We only share data where it is necessary to run Kotai BJJ properly, including with:

payment providers such as Stripe so memberships and purchases can be processed securely;
member platform, hosting, storage, and email delivery providers who help us operate the app and website;
push notification and cloud messaging services, including Firebase Cloud Messaging, if notifications are enabled;
embedded service providers such as schedule, membership, purchase, or map providers when you load those features;
professional advisers, regulators, law enforcement, or insurers where disclosure is legally required or necessary to protect rights or safety.

Children and guardian information

Kotai BJJ offers junior training, so some data will relate to children. Where a junior member is involved, we may collect the child’s details together with parent or guardian contact details, purchase details, permissions, and waiver information.

We expect a parent or guardian to provide and review this information on the child’s behalf where appropriate. If a child uses the app or connected services, we aim to keep the information clear, prominent, and easy to understand.

Cookies, embeds, and external services

The website may use essential cookies, local storage, or similar technologies so embedded schedules, memberships, purchase flows, maps, or app-linked services can load and function properly. Those providers may also receive limited technical information such as IP address, browser details, and device information when the content is loaded.

If you use push notifications in the app, we may store a device token, device platform, and device name so notifications can be sent to your device. You can disable notifications through your device settings at any time.

How long we keep personal data

We keep personal data only for as long as we reasonably need it for the purpose it was collected for, unless a longer period is required by law or for a legitimate safeguarding or legal reason.

account, membership, and purchase records are usually kept for the life of the relationship and then for a limited period afterwards;
financial and payment-related records may be kept for up to 7 years to meet tax and accounting requirements;
waivers and related signature records may be kept for longer where needed to evidence permissions, safeguarding, or legal position;
mailing-list or launch-update records are kept until you unsubscribe, ask us to remove them, or we no longer need them;
push tokens and similar technical identifiers are refreshed or removed when they are no longer active or needed.

Security and international transfers

We take reasonable technical and organisational steps to protect the data we hold. That includes access controls, service-level security, and limiting access to people who need it to do their work.

Some of our service providers may process data outside the UK. Where that happens, we expect appropriate safeguards to be in place, such as approved contractual protections or equivalent lawful transfer mechanisms.

Your rights

You may have the right to ask us for:

access to the personal data we hold about you;
correction of inaccurate or incomplete information;
erasure of data in certain circumstances;
restriction of processing in certain circumstances;
objection to processing based on legitimate interests;
transfer of certain data to you or another provider where applicable;
withdrawal of consent where we rely on consent.

We do not currently use solely automated decision-making that produces legal or similarly significant effects about you.

Contact and complaints

If you want to ask a privacy question, update your information, or exercise your rights, please email team@kotaibjj.co.uk.

If you are unhappy with how your data has been handled, we would appreciate the chance to put it right first. You also have the right to complain to the Information Commissioner’s Office (ICO): ico.org.uk/make-a-complaint.

We may update this page from time to time. The latest version will always stay available at https://kotaibjj.co.uk/privacy.

Privacy policy for the Kotai app and website