Privacy Policy — Aikido Kalamata Dojo

Last updated: October 8, 2026

This Privacy Policy explains how Aikido Kalamata Dojo / Aikido Kalamata Association (“we”, “us”, “our”) collects, uses, stores, shares, and protects personal information when you use the Aikido Kalamata Dojo mobile application.

By using the application, you acknowledge that your personal information may be processed as described in this Privacy Policy.

1. Who We Are

The Aikido Kalamata Dojo application is operated for the activities and administration of Aikido Kalamata Dojo / Aikido Kalamata Association, based in Kalamata, Greece.

For privacy-related questions, support, or requests concerning your personal information, you may contact us at:

Email: aikidokalamata@gmail.com

2. Information We Collect

Depending on how you use the application, we may collect or process the following categories of information.

Account Information

When you create or use an account, we may process:

• Full name

• Email address

• Telephone number

• Authentication identifier

• Profile photograph

• Account role and status

• Linked dojo member identifier

Authentication may be provided through Google Sign-In or Sign in with Apple, depending on the platform and available sign-in options.

If you use Sign in with Apple and choose to hide your email address, Apple may provide us with a private relay email address instead of your personal email address.

Dojo Membership Information

The application may store information related to your participation in the dojo, including:

• Member category, such as Adults, Teens, or Children

• Current Aikido rank

• Rank type and level

• Membership status

• Subscription and payment-related records where applicable

Attendance Information

The application may record information about participation in classes, including:

• Attendance dates

• Class or schedule information

• Check-in records

• QR-based attendance information

• Monthly and total attendance statistics

Rank, Examination, and Progress Information

The application may store information related to Aikido grading, examinations, and student progress, including:

• Rank

• Promotion or examination date

• Examiner name

• Evaluation scores

• Examiner comments

• Rank history

• Progress information

Some of this information may be entered directly by the user or by authorized dojo administrators.

Photos and Images

The application may allow users or authorized administrators to select or upload images, including:

• Profile photographs

• Member photographs

• Images used in dojo announcements

Access to the camera or photo library is requested only when required for a feature that uses it.

Conversations and Messages

The application may provide group conversations between dojo members and administrators.

When these features are used, we may process:

• Message content

• Sender identity

• Date and time of messages

• Conversation or group information

• Read status

The application also includes safety and moderation functionality that may involve processing message and sender information for purposes such as reporting inappropriate content, blocking users, reviewing reports, and administering conversations.

Blocking and Reporting Information

If you use the application's safety features, we may process information such as:

• The identifier of a user you block

• The display name of a blocked user

• Reports submitted about messages

• The reported message and its sender

• The reason selected for a report

• Report status and moderation actions taken by an administrator

Blocking another user affects your chat experience only and does not delete that user's account or content for other users.

Notification Information

To deliver push notifications, the application may process:

• Firebase Cloud Messaging device tokens

• Device platform

• User or member association for the token

• Notification routing information, such as conversation identifiers

Notifications may be used for chat messages, dojo announcements, and other operational information.

Device and Technical Information

Our service providers may automatically process certain technical information necessary to operate and secure the application, including:

• Device type

• Operating system

• Application instance identifiers

• Network and technical request information

• Authentication and security information

We do not sell user data or use the application for third-party behavioral advertising.

3. How We Use Personal Information

We may use personal information to:

• Create and manage user accounts

• Authenticate users

• Verify and link users to dojo member records

• Provide personalized member information

• Manage attendance and check-in

• Display class schedules

• Maintain rank, examination, and progress history

• Manage subscriptions and membership information

• Deliver dojo announcements

• Enable group conversations

• Send push notifications

• Provide QR-based functionality

• Provide educational and informational features

• Moderate user-generated content

• Process reports of inappropriate content

• Support user blocking and safety features

• Maintain application security

• Prevent misuse, abuse, or unauthorized access

• Provide technical and operational support

• Improve the reliability and functionality of the application

• Comply with applicable legal obligations

4. Third-Party Service Providers

The application relies on third-party services to provide some of its functionality.

Google Firebase

We use Firebase services that may include:

• Firebase Authentication

• Cloud Firestore

• Firebase Storage

• Firebase Cloud Messaging

• Firebase Cloud Functions

These services may process authentication information, member-related information, application data, uploaded images, notification tokens, and technical information necessary to provide the service.

Google Sign-In

If you choose to sign in using Google, Google may provide us with information such as:

• Your name

• Your email address

• Your Google account identifier

• Your profile photograph, where available

We use this information only to authenticate you and provide the application's account functionality.

Sign in with Apple

If you choose to sign in using Apple, Apple may provide us with information such as:

• Your name

• Your email address

• A unique Apple account identifier

The information provided depends on what you choose to share.

If you choose Hide My Email, Apple may provide a private relay email address instead of your personal email address.

We use this information only to authenticate you, associate the account with the appropriate dojo member record, and provide account functionality.

5. Legal Bases for Processing

Where the General Data Protection Regulation (“GDPR”) applies, we process personal information only where an appropriate legal basis exists.

Depending on the circumstances, this may include:

• Performance of a service requested by the user

• Legitimate interests in operating and administering the dojo and application

• The user's consent

• Compliance with legal obligations

• Protection of the security, integrity, and safety of users and the service

Where processing relies on consent, you may withdraw your consent where applicable.

6. Children and Minors

The application may be used by dojo members who are minors.

Where required by applicable law, use of the application by a minor must take place with the knowledge or consent of a parent or legal guardian.

We do not knowingly use children's personal information for advertising or behavioral profiling.

The application includes moderation, reporting, and blocking tools intended to help maintain an appropriate environment for users.

Parents or legal guardians who have questions regarding a minor's information may contact us using the contact details provided in this Privacy Policy.

7. Push Notifications

The application may request permission to send notifications.

Notifications may include:

• New chat messages

• Dojo announcements

• Operational information

• Class-related information

Notification permission is controlled by your operating system.

You may disable notifications at any time through your device settings.

Blocking a user in the application's chat may also prevent chat notifications generated by that blocked user from being delivered to you.

Disabling notifications does not prevent you from using the application's core functionality.

8. Camera and Photo Library

The application may request access to the following device features.

Camera

Camera access may be used for functionality such as QR-code scanning and attendance check-in.

Photo Library

Photo-library access may be used when you choose to select an image, such as a profile or member photograph.

The application does not access your camera or photo library unless you use a feature requiring that access and grant the required permission.

9. User-Generated Content and Moderation

The application may allow users to participate in group conversations.

Users must not use the service to publish unlawful, abusive, threatening, discriminatory, harassing, sexually inappropriate, or otherwise seriously harmful content.

The application includes safety and moderation mechanisms that may include:

• Automated checks intended to prevent clearly objectionable content from being posted

• The ability to report messages

• Administrative review of reported content

• Removal of individual messages by authorized administrators

• The ability to block another chat user

• Suppression of messages and chat notifications from blocked users

Automated moderation is intended to target clearly serious objectionable content and is not designed to prohibit ordinary conversation merely because it contains informal or offensive language.

We may moderate, restrict, remove, or preserve content where reasonably necessary to:

• Protect users

• Investigate reports of abuse

• Enforce application rules

• Maintain a safe community

• Prevent misuse

• Comply with legal obligations

A report does not automatically result in deletion of a message. Authorized administrators may review reports and decide whether further action is appropriate.

10. How We Share Information

We do not sell personal information.

Personal information may be shared only where reasonably necessary:

• With technology and service providers used to operate the application

• With authorized dojo administrators where required for dojo administration

• With authentication providers when you choose to use their sign-in services

• Where required by law, court order, or competent authority

• Where necessary to protect the security, rights, or safety of users or the service

Information is not shared with advertisers for behavioral advertising.

11. International Data Processing

Some technology providers used by the application may process information on servers located outside Greece or the European Economic Area.

Where applicable, such processing is subject to safeguards and data-protection mechanisms required by applicable law.

12. Data Security

We use reasonable technical and organizational measures intended to protect personal information.

These measures may include:

• Firebase Authentication

• Firestore security rules

• Server-side authorization checks

• Role-based access restrictions

• Member ownership controls

• Restricted access to administrative functionality

• Moderation and user-safety controls

• Secure communication with backend services

However, no electronic system can guarantee absolute security.

Users are also responsible for protecting access to their device and account.

13. Data Retention

We retain personal information only for as long as necessary to provide the application's services, administer the dojo, protect the service, or comply with applicable legal obligations.

While your account remains active, relevant account, membership, attendance, rank, progress, subscription, chat, and other information may remain stored as necessary to provide the application's functionality.

If you permanently delete your account through the application, personal data associated with your account is deleted as described in the Account and Data Deletion section below.

Certain shared, administrative, financial, accounting, security, or legally required records may be retained where necessary even after account deletion.

Information that is no longer required may be deleted or, where appropriate, anonymized.

14. Account and Data Deletion

You can permanently delete your account directly from within the application.

To delete your account, open your Profile and select Delete Account.

You will be asked to confirm the action before deletion begins.

When account deletion is successfully completed, the application deletes personal account information associated with the account, including, where applicable:

• The Firebase Authentication account

• The application's user account record

• Linked current and legacy member records associated with the account

• Member-owned subcollections and records

• Attendance history

• Rank and progress information

• Subscription records stored as part of the member profile

• Registration and account-linking request records

• Chat messages authored by the user

• Chat read receipts

• Device notification tokens associated with the account

• The user's blocked-users list

For accounts using Sign in with Apple, the application also performs the required Apple authorization credential revocation process before completing deletion where applicable.

Account deletion cannot be undone.

Deleting your account does not necessarily delete shared information belonging to other users or shared dojo records.

Certain administrative, financial, accounting, legal, security, or record-keeping information may be retained where necessary or required by applicable law.

15. Your Data Protection Rights

Where applicable under the GDPR and other relevant laws, you may have the right to:

• Request access to your personal information

• Request correction of inaccurate information

• Request deletion of your information

• Request restriction of processing

• Object to certain processing

• Request data portability where applicable

• Withdraw consent where processing is based on consent

• Lodge a complaint with a competent data-protection authority

These rights may be subject to applicable legal limitations or exceptions.

To exercise your rights, contact:

aikidokalamata@gmail.com

16. Links to External Services

The application may contain links to external websites or services.

We are not responsible for the privacy practices, content, or security of third-party websites or services.

Users should review the privacy policies of external services before providing personal information to them.

17. Changes to This Privacy Policy

We may update this Privacy Policy when:

• Application functionality changes

• New services or features are introduced

• Legal requirements change

• Our data-processing practices change

• Safety or moderation functionality changes

The updated version will display a revised Last updated date.

Where required, users may also be informed of significant changes through the application or another appropriate method.

18. Contact

For privacy questions, support, data-protection requests, account-related concerns, or questions regarding this Privacy Policy, please contact:

Aikido Kalamata Dojo / Aikido Kalamata Association
Kalamata, Greece
Email: aikidokalamata@gmail.com