Effective date: 04/04/2026
Last updated: 04/04/2026
1. Who we are
Yuki Judo Dojo (“we”, “us”, “our”) provides software and related services for martial arts clubs, dojos, and similar organisations (the Services).
Our contact details are:
Business name: Yuki Judo Dojo
Email: info@yukijudo.com.au
Postal address: 1 Boeing St, Strathmore Heights VIC 3041
Website: www.yukijudo.com.au
2. What this policy covers
This Privacy Policy explains how we collect, hold, use, disclose, and protect personal information when we provide our Services, including when:
- martial arts clubs use our software,
- end users interact with features connected to messaging channels such as WhatsApp,
- you visit our website,
- you contact us for support, sales, or other enquiries.
3. The kinds of personal information we may collect
Depending on how the Services are used, we may collect and hold personal information such as:
- identity information, such as name;
- contact information, such as email address and phone number;
- account and organisation information, such as dojo/club name, user role, and login-related details;
- student, family, guardian, contact, and membership-related information entered into the platform by our customers;
- communications data, such as messages, message metadata, webhook event data, and support enquiries;
- billing and transaction information;
- technical information, such as IP address, browser type, device information, logs, and usage data;
- any other personal information you or our customers choose to provide through the Services.
We may also collect limited sensitive information where our customers choose to store it in the platform and where permitted by law. We do not intentionally seek sensitive information unless it is reasonably necessary for providing the Services.
4. How we collect personal information
We may collect personal information:
- directly from you;
- from our customer organisations that use our Services;
- from users interacting with connected communication channels, including WhatsApp;
- through forms, account registration, onboarding, support requests, and other direct interactions;
- automatically through website and application usage, logs, cookies, and similar technologies;
- from third-party service providers and platform integrations used to operate the Services.
5. Why we collect, hold, use, and disclose personal information
We collect, hold, use, and disclose personal information for purposes including:
- providing, operating, maintaining, and improving the Services;
- onboarding and supporting customer organisations;
- enabling messaging and communication workflows, including webhook-based integrations;
- processing and storing inbound and outbound communication records;
- authenticating users and securing access to the Services;
- responding to enquiries, issues, and support requests;
- billing, payments, and account administration;
- monitoring performance, reliability, and security;
- complying with legal obligations;
- enforcing our terms and protecting our rights, users, and systems.
6. Messaging and WhatsApp-related information
Where our Services are connected to messaging channels such as WhatsApp Business Platform:
- we may receive and process message content, sender identifiers, metadata, delivery/status information, and related webhook payload data;
- we may store structured ingress/audit records and related technical payload information for security, troubleshooting, compliance, and service operation;
- our customer organisations are generally responsible for deciding what end-user information is entered into or processed through the Services in connection with their club operations.
If you message a club that uses our Services, your message and related metadata may be processed by us on behalf of that club in order to provide the service.
7. Disclosure of personal information
We may disclose personal information to:
- our related entities, contractors, and service providers;
- cloud hosting, infrastructure, analytics, support, and communication providers;
- payment processors and business operations providers;
- third-party integration providers, including messaging/platform providers such as Meta/WhatsApp, where required for the Services to function;
- professional advisers;
- regulators, law enforcement, courts, or government agencies where required or authorised by law;
- another party in connection with a business restructure, sale, merger, or acquisition.
We do not sell personal information.
8. Overseas disclosure
Some of our service providers or platform providers may store or process personal information outside Australia.
Where practicable, those countries may include: USA, Europe, Asia, South America, and Oceania.
Where we disclose personal information overseas, we take reasonable steps to ensure it is handled in a manner consistent with applicable privacy law.
9. Cookies, analytics, and technical data
Our website and Services may use cookies, logs, and similar technologies to:
- keep services secure,
- remember preferences,
- analyse performance and usage,
- improve user experience.
You can usually control cookies through your browser settings, though some parts of the Services may not function properly if cookies are disabled.
10. How we store and protect personal information
We take reasonable steps to protect personal information from misuse, interference, loss, and unauthorised access, modification, or disclosure.
These steps may include:
- access controls,
- authentication controls,
- encryption in transit and, where appropriate, at rest,
- audit logging,
- role-based permissions,
- monitoring and security review processes,
- secure cloud hosting and vendor controls.
No method of transmission or storage is completely secure, so we cannot guarantee absolute security.
11. How long we keep personal information
We keep personal information for as long as reasonably necessary for the purposes described in this Privacy Policy, including to provide the Services, comply with legal obligations, resolve disputes, and enforce agreements.
Retention periods may vary depending on the type of information, the customer configuration, legal requirements, and operational/security needs.
12. Access and correction
You may request access to personal information we hold about you, and request correction of inaccurate, out-of-date, incomplete, irrelevant, or misleading information.
If we hold personal information only on behalf of one of our customer organisations, we may refer your request to that customer where appropriate.
To request access or correction, contact us using the details in section 1.
13. Complaints
If you believe we have mishandled your personal information, you can make a complaint by contacting us at:
Email: info@yukijudo.com.au
Please include enough detail for us to investigate. We will review your complaint and respond within a reasonable period.
If you are not satisfied with our response, you may be able to contact the Office of the Australian Information Commissioner (OAIC).
14. Third-party services and customer responsibilities
Our Services may integrate with third-party products and services. Those third parties may have their own privacy policies and practices.
Where we provide Services to a customer organisation, that organisation may separately collect and manage personal information in connection with its own operations. In those cases, that organisation may also need its own privacy policy and notices for its members, leads, students, parents, or guardians.
15. Children and minors
Our Services may be used by martial arts clubs to manage information relating to children and minors. Where this occurs, the relevant customer organisation is responsible for ensuring it has an appropriate lawful basis and notices for collecting that information from or about minors and their parents/guardians.
We process such information as part of providing the Services to our customers.
16. Changes to this policy
We may update this Privacy Policy from time to time to reflect changes to our Services, practices, or legal obligations. The latest version will be made available at [PRIVACY POLICY URL].
17. Contact us
If you have questions about this Privacy Policy or our privacy practices, contact:
Yuki Judo Dojo
Email: info@yukijudo.com.au
Postal address: 1 Boeing St, Strathmore Heights VIC 3041
Website: www.yukijudo.com.au