Security & who can see your data

1. Inside your club

Your club's owner can see everything submitted for membership at that club. They can also give specific helpers narrower access instead of full access:

• Safeguarding — sees contact details, health declarations and licence records. Never sees payment information.
• Finance — sees payment information. Never sees health declarations.
• Register — sees names, classes and attendance only.

Opening a student's full health and licence record is written to an audit log recording who looked and when. Club owners can read and download that log. Audit entries are kept for six years and then deleted.

2. Between clubs

Clubs cannot see each other's members. A club only ever reaches records attached to that club. A public club listing shows what the club chooses to publish about itself — name, location, classes, photos — and never anything about a member.

3. Parents and students

A parent account sees only the members it manages. Other parents' children are never visible. An adult student sees only their own record.

4. EveryDojo itself — the honest part

EveryDojo is built and run by Rondas Exports Ltd. The company can reach the database directly, because someone has to be able to fix a broken page, restore something deleted by accident, or work out why an email did not arrive.

So: yes, EveryDojo can technically read any record in the system, including a child's health declaration. There is no point pretending otherwise, and a privacy notice claiming a lock that does not exist would be worse than saying this plainly.

What is actually true today:

• Access happens for support, maintenance and fixing faults — not to browse.
• Database access is logged.
• An AI assistant is used to build and maintain the product and has been given database access to do that work. It is named on the subprocessor page rather than left unmentioned.
• Member data is never used for marketing, never sold, and never shared for anyone else's purposes.

As EveryDojo grows beyond one club this needs to become a stricter arrangement rather than a promise — narrower production access, and access requested and recorded rather than simply available. That is the direction, and this page will be updated to describe what is actually in place, not what is intended.

5. The technical basics

• All traffic runs over HTTPS.
• Passwords are stored as one-way hashes. Nobody at EveryDojo can read your password.
• The database is encrypted at rest by the hosting provider.
• Where data is physically stored is listed on the subprocessor page, including the fact that the database sits in the United States.

6. If something goes wrong

If there is a personal data breach that is likely to be a risk to people, it is reported to the ICO within 72 hours of being discovered, and affected people are told directly where the risk to them is high. If you think something is wrong with your data or how it is being handled, email hello@everydojo.com.