An instructor's guide to your club's money and data

When a parent pays by card, the payment is created on your own Stripe account, not ours. Stripe deducts its processing fee and pays the rest into your bank account. EveryDojo is not in that chain at any point. We do not hold your money, we do not pass it on to you, and we take no percentage of it.

This is deliberate. A platform that collected your fees and forwarded them to you would be handling other people's money, which is a regulated activity. We built it so that never happens.

Stripe is legally required to verify who is receiving money. That means your business details, bank account and usually a photo ID. Although that form appears inside EveryDojo, what you type and photograph goes from your browser directly to Stripe. It does not pass through our servers and is not stored in our database. We could not show you your own passport photo back if you asked us to, because we have never had it.

The one exception is verification. If you choose to send us a licence, DBS, insurance or first aid certificate, or photo ID with a selfie, to earn the Verified badge, those images do reach our servers so a person can look at them. They are deleted the moment the decision is made, whatever it is. What stays is the decision, the licence number and the expiry dates, nothing else.

When you provide personal data in connection with card payments on EveryDojo, Stripe receives that personal data and processes it in accordance with Stripe's Privacy Policy. Your agreement for that is with Stripe directly, under the Stripe Connected Account Agreement you accept at the end of setting card payments up.

In our own database we hold, for your club:

• Your Stripe account reference, and whether Stripe has approved you to take payments.
• For each student, how much they pay, how often, by which method, and whether it succeeded.
• Your bank transfer reference, if you use bank transfer.

We keep that because it is what makes the roster useful to you: knowing who has paid and who has not is the point of the software. We do not keep card numbers, bank account numbers or statements.

We should be straight with you about this rather than let you assume otherwise. Because EveryDojo is the platform that created your Stripe account, our software key is technically able to read your payment history, payouts and balance. That capability cannot be removed without also removing the ability to show you your own payments inside EveryDojo.

What we have done about it instead:

• There is no screen anywhere in EveryDojo that lets us browse a club's transactions. The capability exists in the platform; we have deliberately not built an interface to it.
• Every time the software opens a session onto your Stripe data, it is written to an audit log with the date and the account it was for.
• You can download the log entries relating to your club at any time from your Activity log, and you can ask us for them and we will send them.

We think a promise not to look is worth very little on its own. A record of who looked is worth something.

• Your members' data — you decide what is held and why. You are the controller, EveryDojo is your processor, and the Data Processing Agreement sets out the terms.
• Your identity and bank details — between you and Stripe. We are neither controller nor processor of those.
• Your own EveryDojo account and subscription — EveryDojo is the controller, because you are our customer.

Your Stripe account is yours. If you stop using EveryDojo, you keep it, along with your payment history and your relationship with Stripe. Ask us and we will disconnect it from the platform so our key can no longer reach it at all.

Email hello@everydojo.com. You can also complain to the Information Commissioner's Office at ico.org.uk.