SKKSA MyDojo

This note explains how we obtain, use and disclose your personal information, in accordance with the requirements of the Protection of Personal Information Act (“POPIA”).

At SKKSA, we are committed to protecting your privacy and to ensure that your personal information is collected and used properly, lawfully and transparently.

ABOUT THE ORGANISATION
Shotokan Kokusai Karatedo South Africa (“SKKSA”) is a karate organisation based in Durban, South Africa, operating dojos that provide karate classes. Our operations are supported by a suite of digital services for both administration of the organisation, and to enable our students access to content that supplements the traditional in-person training. This collective suite is called MyDojo, developed in-house by our media division, SKKSA Digital.

MyDojo comprises a website and web app accessible via computer web browser software using personal login details, and an administrative tool called Studio that is used by our admin staff to manage dojos, students and other related operations.

The MyDojo account is created by individual students upon registration with SKKSA, and links a student’s karate profile with their MyDojo account.

THE INFORMATION WE COLLECT
We collect and process your personal information mainly to contact you in the event of an emergency, or to send you general information related to our operations. For this purpose we will collect contact details including your name, telephonic number(s) and email address.

We collect information directly from you where you provide us with your personal details. Where possible, we will inform you what information you are required to provide to us and what information is optional.

The MyDojo website uses browser “cookies” to store persistent login information. This includes your MyDojo login name (“email address”) and related tokens to provide an accurate service across the website’s pages.

The MyDojo website also makes use of Google Analytics to help us better understand usage of the service and optimise it for a better user experience. This information includes anonymous technical analytical data such as web browser type, operating system, and time spent per page. This information is kept strictly within SKKSA Digital and used for software development purposes.

YOUR KARATE PROFILE
Your personal information is provided to us by you when you register with us. This information is digitally captured to create your unique karate profile, which also includes:

Examination records
Attendance records
Senior Saturday training records: this is used to determine grading eligibility, and is reset at the beginning of each year
Affiliation dates
Details related to Linked Family Profiles on MyDojo

Collectively, this is known as your SKKSA ID, which also includes a unique student number attached to your profile. This student number is used to link your karate profile to your MyDojo account.

Your karate profile is only visible to you via the MyDojo service.

HOW WE USE YOUR INFORMATION
We will use your personal information only for the purposes for which it was collected and agreed with you. In addition, where necessary your information may be retained for legal administrative purposes.

For example:

To gather contact information;
To confirm and verify your identity or to verify that you are an authorised user for security purposes;
For audit and record keeping purposes;
In connection with legal proceedings.

DISCLOSURE OF INFORMATION
As a karate organisation with our primary purpose being the provision of in-person classes, your personal information is only kept for records purposes. We do not, and will not, share your information with any third party. Your contact details are only kept should the organisation need to get in touch with you, or your next of kin as specified in your registration form, for emergency or general information purposes.

INFORMATION SECURITY
We are legally obliged to provide adequate protection for the personal information we hold and to stop unauthorised access and use of personal information. We will, on an on-going basis, continue to review our security controls and related processes to ensure that your personal information remains secure.

The MyDojo service is secured in the following ways:

SSL (Secure Sockets Layer) is used throughout the website. This is an industry standard system that ensures authentication, encryption and decryption of data sent over the Internet.
MyDojo account passwords are encrypted
SKKSA Digital verifies and checks the integrity of our online infrastructure on a monthly basis.
Your personal information is never shared with any third-parties.

ACCESS TO YOUR INFORMATION
You have the right to request a copy of the personal information we hold about you. To do this, please send us an email to: digital@skksa.co.za, specifying what information you may require. Please include your name, and where possible your SKKSA ID. We will also need a copy of your ID document to confirm your identity before providing details of your personal information.

CORRECTION OF YOUR INFORMATION You have the right to ask us to update, correct or delete your personal information. We will require a copy of your ID document to confirm your identity before making changes to personal information we may hold about you. We would appreciate it if you would keep your personal information accurate.

OPTING OUT OF MYDOJO
Should you wish to not make use of the online MyDojo service, you may request the deletion of your MyDojo account.

Please note:
This does not delete your karate profile, or your personal information that is stored with us. Should you wish to withdraw consent and remove your karate profile, and all related personal information that is stored with us, please inform us by email: digital@skksa.co.za.

DEFINITION OF PERSONAL INFORMATION
According to the Act ‘‘personal information’’ means information relating to an identifiable, living, natural person, and where it is applicable, an identifiable, existing juristic person. Further to the POPI Act, SKKSA also includes the following items as personal information:

All addresses including residential, postal and email addresses.
Change of name – for which we require copies of the marriage certificate or official change of name document issued by the state department.

HOW TO CONTACT US
If you have any queries about this notice, or you need further information about our privacy practices, or wish to withdraw consent; exercise preferences or access or correct your personal information, please contact us via email: digital@skksa.co.za

This version: June 2021

MyDojo

©2022 SKKSA Digital