Privacy Policy

Last updated: 2026-10-11

1. Who is responsible

The controller for the processing described here is:

DojoMaster UG (haftungsbeschränkt)
Ossietzkystraße 23, 13187 Berlin, Germany
Represented by: Daniil Pavliuchkov, Geschäftsführer
Email: legal@dojomaster.app

Registered at Amtsgericht Charlottenburg, HRB 285716 B. Full company details are in our Impressum.

2. Two different roles

This matters for knowing whom to contact about which data.

We are the controller for our website visitors, and for the account holders who sign up to DojoMaster — the school owners, administrators and instructors who use the software.

We are a processor for the member records a school keeps inside DojoMaster: students' names, attendance, belt history, payment mandates and related data. For that information the school is the controller and decides what is stored and for how long. We process it only on the school's instructions, under a data processing agreement. The anonymous usage counts we derive from such records are described in section 3.4.

If you are a student or a parent and want to access, correct or delete a member record, please contact your school directly — we cannot act on that data without their instruction, and we will refer such requests back to them.

3. What we process, and why

3.1 Visiting the website

Our hosting providers record technical data needed to deliver the site, including your IP address, the page requested, timestamp, referring URL and browser user agent. This is necessary to operate and secure the site.

Legal basis: Art. 6 (1)(f) GDPR — our legitimate interest in delivering a functioning, secure website.

3.2 Cookies and consent

We set one cookie of our own before you make any other choice: dm_consent, which records your answer to the cookie banner. It holds two words separated by |:

• the first is your choice about website analytics (section 3.3): granted or denied;
• the second is your choice about session recordings inside the application (section 3.5).

Accept on the banner allows both and Decline refuses both. Customize shows one switch for each — "Analytics" and "Session recordings", both off until you switch them on — so you can allow one without the other, beside a third, locked "Necessary" switch for what the site needs in order to work, such as keeping you signed in and remembering this choice. A value therefore looks like granted|granted, denied|denied or granted|denied. If you answered an earlier version of the banner, which did not yet offer session recordings, the cookie holds a single word and counts for website analytics only; no recordings are made on the strength of it. The cookie is set on .dojomaster.app so your choice carries across our website and the application, and expires after 180 days.

Nothing else is stored on your device before you choose. Basic product analytics inside the application (section 3.4) stores nothing on your device at all.

Legal basis: § 25 (2) TDDDG — strictly necessary to provide the service you requested, namely honouring your consent choice.

You can withdraw or change your choice at any time: by deleting your browser cookies for dojomaster.app, which makes the banner appear again on our website and sign-up pages, or — for product analytics — with the switch described in section 3.4.

3.3 Website analytics (Google Analytics 4)

If — and only if — you allow it, with Accept or the "Analytics" switch under Customize (section 3.2), we use Google Analytics 4 (measurement ID G-LT7ZWBDVXM) to understand how visitors find and use our website. We have configured it as follows:

• Google Consent Mode v2 is active. Before you consent, Google receives no cookies and no identifiers, only aggregate signals.
• IP anonymisation is enabled.
• Google Signals — cross-device advertising reporting — is switched off.
• Advertising storage, ad user data and ad personalisation are set to denied at all times, including after you accept. We run no advertising pixels and request no permission for them.
• Google Analytics runs on our marketing website and blog, and on the sign-up and onboarding pages only. It never runs inside the application: no page you view while logged in to a dojo, and no member data, reaches Google. Use of the application itself is measured by the separate, EU-hosted product analytics described in section 3.4.

Legal basis: Art. 6 (1)(a) GDPR — your consent. Withdrawing it is as easy as giving it, and has no effect on anything else.

3.4 Product analytics inside the application

To understand which parts of DojoMaster are used, where people get stuck and what to improve, we record how the application is used. We use PostHog, hosted in the European Union (Frankfurt, Germany), through our own domain: your browser talks to dojomaster.app, which forwards the data to PostHog.

Whom it concerns. Account holders — school owners, administrators and instructors — while they use the application; visitors on the sign-up pages; and a school's check-in kiosk as an anonymous device.

What is recorded

• Usage events: which screen or feature was used, when, and with what outcome — for example that a class was created, how many members were marked present in one go, that an invitation email was sent, or that a form was left without saving. Events carry counts and yes/no flags, never the content you entered.
• Technical context: browser, operating system, device type, screen size, interface language and the version of the application.
• For account holders, a profile with your email address, first name, role in the school and sign-up date, so that we can tell owners from instructors and recognise the same person across visits. Your school is recorded with its name, School URL, subscription plan and status, time zone and belt system.
• Your IP address is used by PostHog only to derive an approximate location (country and city) and is then discarded.

Some events are recorded by our servers rather than your browser — for example when a payment is confirmed or a subscription changes — and contain the same kind of information. For the AI-assisted features (section 3.9) we record the model used, token counts, duration and whether the request succeeded; the content sent to or returned by the model is never recorded.

What is never recorded

• Members and students as individuals. Facts about members — a check-in at the kiosk, an RSVP, an accepted invitation, a signed waiver — are counted for the school, never for the person: "one check-in at this school", and nothing else. No member identifier, name, date of birth, phone number, note, bank detail or photograph ever reaches PostHog. A student who logs in to the member area is not measured at all: the analytics module is not even loaded.
• The contents of pages. Web addresses are reduced to their pattern before they leave your browser — /members/:id, /accept-invite/:token — so invitation links, join links and record identifiers are removed, and query strings are never sent.
• Anything for advertising. There is no cross-site tracking, no advertising use, and no sharing beyond the processor named below.

Nothing stored on your device. By default the analytics run without cookies or local storage: your browser receives a random identifier that is kept in memory and discarded when you close the tab. On the sign-up pages that identifier links the steps of your sign-up; if you complete it, those steps are attributed to your new account. Only enhanced product analytics (section 3.5), which needs your consent, stores anything on your device.

The kiosk. A school's check-in kiosk is a shared screen. It is measured as one anonymous device per school, stores nothing, shows no banner, and records nothing about the people who check in on it.

Legal basis: Art. 6 (1)(f) GDPR — our legitimate interest in understanding how our own software is used so that we can improve it, prioritise development and find errors. We have weighed this against your interests: the data is pseudonymous first-party usage data about a business tool, is kept in the EU, stores nothing on your device, is used for nothing but product development, and never describes your members. You can object at any time.

Objecting. Account holders can switch product analytics off with one click under Account → Notifications → Privacy ("Don't collect product usage analytics"). The switch takes effect immediately, applies to events from your browser and from our servers alike, and can be reversed at any time. You can also object by emailing legal@dojomaster.app.

3.5 Enhanced product analytics: session recordings

Account holders may additionally allow session recordings, which replay how the interface was used — clicks, scrolling, navigation and the layout of the screen — so that we can see where the application is confusing. This requires your explicit consent, which we ask for in the cookie banner (section 3.2): either with Accept, or with the "Session recordings" switch under Customize. There is no separate prompt inside the application. Recordings are never made for members or on the kiosk.

If you allow it:

• Everything you type and every piece of text on the screen is masked before the recording leaves your browser. A recording shows that a list was scrolled, not whose names were on it.
• PostHog stores an identifier in a cookie and in your browser's local storage for up to 365 days so that your visits can be linked across sessions.
• Recording starts only after 30 seconds of activity, and only while we have switched it on for your account group; we switch it on for limited periods when we are studying a specific part of the product.
• Recordings are kept for up to 90 days.

Legal basis: Art. 6 (1)(a) GDPR — your consent. You can withdraw it by deleting your cookies for dojomaster.app (the banner appears again on our website and sign-up pages) or by using the switch described in section 3.4, which stops recordings together with everything else.

3.6 Creating and using an account

To provide the software we process the account holder's name, email address, password (stored only as a hash), school details, language preference and the records entered into the application.

Legal basis: Art. 6 (1)(b) GDPR — performance of our contract with you.

3.7 Subscription billing

Paid plans are processed by Stripe. Card details are entered directly with Stripe and never reach our servers. We receive the subscription status and the information needed for invoicing.

Where a school uses DojoMaster to collect its own members' fees by SEPA Direct Debit, we act as a processor for that data on the school's behalf — see section 2.

Legal basis: Art. 6 (1)(b) GDPR, and Art. 6 (1)(c) for statutory retention of accounting records.

3.8 Email

Transactional email — invitations, password resets, notifications and summaries — is sent through Resend. It receives the recipient address and message content for delivery.

Legal basis: Art. 6 (1)(b) GDPR.

3.9 AI-assisted features

Some optional features use Anthropic models to interpret content you choose to submit: importing an event from a URL, reading a photographed examiner list, and drafting waiver text. Only the content needed for that one request is transmitted, when you trigger the feature. It is not used to train models.

Legal basis: Art. 6 (1)(b) GDPR — performing a feature you asked for.

3.10 Fonts

Our pages currently load typefaces from Google Fonts servers, which transmits your IP address to Google when a page loads.

Legal basis: Art. 6 (1)(f) GDPR — presenting the site consistently.

4. Who else processes your data

Each acts on our instructions under a data processing agreement (Art. 28 GDPR).

5. Transfers outside the EU

Some processors above are in the United States. Those transfers rely on the EU–US Data Privacy Framework where the recipient is certified, and otherwise on the European Commission's Standard Contractual Clauses with supplementary measures. PostHog stores our analytics data in Germany; its US parent company may access it for support under the same safeguards. You may request a copy of the safeguards from us at any time.

6. How long we keep data

• Account data: for the life of the account, then deleted or anonymised within 90 days of closure. Your product-analytics profile is deleted with it.
• Member records inside a school: for as long as the school keeps them. The school controls this, and deleting a school deletes its records.
• Accounting records: 10 years, as required by § 147 AO and § 257 HGB.
• Server logs: 7 days.
• Website analytics: 14 months, then deleted by Google automatically.
• Product analytics events: pseudonymous usage events are kept in PostHog for the life of the account; PostHog's platform retention for event data is 7 years. The copy in our own delivery queue is deleted after 7 days.
• Session recordings: up to 90 days.
• Consent record: 180 days, in the dm_consent cookie.

7. Children's data

DojoMaster is sold to martial arts schools, and schools may record members who are minors. We never collect that data directly from a child. It is entered by the school, which is the controller and is responsible for having a lawful basis — normally parental consent or its contract with the family.

Product analytics (section 3.4) never records members as individuals, and therefore never records children: no identifier or attribute of a member reaches the analytics provider, only per-school counts.

Accounts may only be created by adults.

8. Your rights

Under the GDPR you have the right to access your data (Art. 15), have it corrected (Art. 16) or erased (Art. 17), to restrict processing (Art. 18), to data portability (Art. 20), and to object to processing based on legitimate interest (Art. 21).

Where processing relies on consent, you may withdraw it at any time without affecting the lawfulness of processing before withdrawal.

To object to product analytics specifically, use the switch under Account → Notifications → Privacy (section 3.4); no email is needed. To exercise any other right, contact legal@dojomaster.app. If the request concerns a member record held by a school, see section 2.

You also have the right to lodge a complaint with a supervisory authority. Ours is:

Berliner Beauftragte für Datenschutz und Informationsfreiheit
Alt-Moabit 59–61, 10555 Berlin
https://www.datenschutz-berlin.de

9. Changes

We update this policy when our processing changes. The date at the top always reflects the current version.