Safeguarding
Last updated 25 October 2026.
1. Why a martial arts club needs this
Clubs hold information about children that most small organisations never handle: dates of birth, home addresses, emergency contacts, photographs, and health conditions that matter during physical training. Traditionally that lives in a folder of paper forms in a sports bag. Putting it in software should make it safer, not just more convenient.
2. What the software actually does
- Least access by default. A helper taking the register sees names and attendance. They do not see health records or addresses unless the club gives them a Safeguarding role.
- Health access is logged. Opening a student's full health and licence record records who opened it and when, and the club owner can read that log.
- Photos are a separate, explicit choice. Permission for a child's photograph to be used is its own consent, asked separately, and can be withdrawn without affecting membership.
- A parent controls their child's record. The parent, not the club, completes and confirms the details, and can correct them at any time.
- Leaving actually removes data. A student who leaves is archived with a retention period, and then genuinely deleted by an automated job — not left in the system indefinitely.
3. What the software does not do
It does not vet instructors, hold DBS checks, or verify anyone's qualifications. It does not monitor messages for concerning content. It does not assess risk, and it does not replace your club's or governing body's safeguarding policy, designated safeguarding lead, or reporting procedures.
If you are a parent with a safeguarding concern, raise it with your club and its governing body. EveryDojo is not a route for reporting concerns about a club.
4. Messaging
Clubs can message members through EveryDojo. Those messages are stored and are visible to the club. They are not end-to-end encrypted and should not be treated as private from the club. Instructors should follow their governing body's guidance on communicating with young members — in practice, that usually means communicating with the parent rather than the child.
5. Reporting a problem with EveryDojo itself
If you believe EveryDojo is handling a child's information wrongly — the wrong person can see something, data is wrong and will not correct, or something looks broken in a way that matters — email hello@everydojo.com and say so plainly. That goes directly to the person who builds it.