Dojo Forge Privacy Policy

Who we are, and whose data this is

Each dojo that uses Dojo Forge is the controller of its own membership records: rosters, attendance, belt ranks, instructor notes, billing status, and family contact details. Dojo Forge processes that information on the dojo’s behalf to run the product. Questions about a specific school’s records are best directed to that school; questions about the platform go to support@dojoforge.app.

What we collect

• Account information: name, email address, username, and a hashed password (or a Google sign-in identity for staff who use it). Optional two-factor authentication secrets are stored encrypted.
• Membership records entered by dojo staff: student profiles, rank history, class enrollment, attendance (including absences), instructor notes, waivers and signatures, events and exam entries, and membership/dues status.
• Payment information: payments are processed by Stripe. Card numbers never touch our servers; we store Stripe customer and subscription identifiers and payment status.
• Communications: announcements sent by your dojo and your notification preferences, including SMS consent (which we record only when you explicitly opt in with your phone number).
• Device and technical data: in the mobile apps, a push-notification registration token so notifications can be delivered; standard server logs (IP address, timestamps) kept for security and abuse prevention. The mobile apps include no advertising or analytics SDKs.

How we use it

• Operating the product: rosters, attendance, belt progress, scheduling, billing.
• Sending the messages your dojo asks us to send (announcements, class updates, receipts) over email, push, or SMS where you have consented.
• Security: sign-in protection, rate limiting, audit of authentication events.
• Support, when you or your dojo ask for help.

We do not sell personal information, and we do not share it with third parties for their own advertising or marketing.

Service providers

We rely on a small set of processors to run the platform: cloud hosting (Vercel), a managed database (Neon), payments (Stripe), email delivery (Resend, or the school’s own Gmail when it connects one), SMS delivery (when a dojo enables it), and Google Firebase Cloud Messaging for mobile push notifications. Each receives only what its function requires.

Gmail, when a school connects it

A school can connect its Gmail or Google Workspace account so the emails it sends its families and leads through Dojo Forge (trial confirmations, follow-ups, announcements, receipts) come from its own address. For that, Dojo Forge asks Google for one permission only: to send email on the school’s behalf (gmail.send). We cannot read, search, delete, or organize anything in the mailbox, and we never do.

• We store the connected email address and Google’s access tokens, encrypted, and use them only to send the messages the school’s own Dojo Forge account generates.
• Nothing received from Google is used for advertising, sold, transferred to others, or used to train AI models, and no person at Dojo Forge reads it.
• The school can disconnect at any time from Settings, which revokes our access with Google and deletes the stored tokens. Access can also be removed from the Google account’s security settings.

Dojo Forge’s use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

Retention and deletion

Records are retained while a dojo’s account is active, because they are the school’s operating history. When a family’s or staff member’s access is revoked, their login stops working; the dojo may also ask us to delete personal records outright. Signing out of a mobile app unregisters that device’s push token. To request deletion of your personal information, contact your dojo or email support@dojoforge.app.

Children

Dojo Forge accounts belong to adults: dojo staff and parents/guardians. Student records for minors are entered and controlled by the dojo with the family relationship managed through a parent’s account; children do not create accounts in the apps.

Security

All traffic is encrypted in transit (TLS). Passwords are stored hashed with bcrypt, sessions are short-lived tokens, and staff accounts can enable two-factor authentication. Access to production data is limited to what operating the service requires.

Changes and contact

If this policy changes materially we will update this page and the effective date above. Contact: support@dojoforge.app.