Privacy Policy

Aikido Digital Limited

Last updated: 6 July 2026

1. Introduction

Aikido Digital Limited (“we”, “us”, “our”) respects your privacy and is committed to protecting personal data in accordance with applicable data protection laws, including UK GDPR and the Data Protection Act 2018.

This Privacy Policy explains how we handle personal data when:

  • You visit our website; and
  • You or your organisation use the Aikido.Digital platform.

2. Who We Are

Aikido Digital Limited is a company providing membership management software for aikido organisations.

For privacy-related queries, contact privacy@aikidodigital.com.

3. Roles: Controller vs Processor

Website (Controller)

When you visit our website, we act as a data controller.

Platform (Processor)

When organisations, such as clubs and governing bodies, use our platform:

  • The organisation is the Data Controller.
  • Aikido Digital Limited is the Data Processor.

We process personal data strictly on behalf of the organisation and in accordance with their instructions.

4. Personal Data We Collect

A. Website Data

We collect minimal data when you visit our website:

  • Session cookies essential for site functionality.
  • Basic technical data, such as browser type.

We do not use analytics tracking or advertising cookies.

B. Platform Data (on behalf of organisations)

The following categories of personal data may be processed on behalf of the organisation. All data is provided by the organisation or its members.

Identity

  • Full name.
  • Date of birth.
  • Gender.
  • Nationality.

Contact

  • Email address.
  • Phone number.
  • Full postal address.

Membership & Training

  • Membership number.
  • Club and organisation affiliation.
  • IAF number and Aikikai registration number, where applicable.
  • Teaching records and teaching title, where applicable.
  • Date started with the organisation.
  • Grading history, including grade, date, and awarding organisation.

Emergency Contact

The name, phone number, and relationship of a nominated emergency contact person. This is third-party personal data provided by the member. Members are responsible for informing their nominated emergency contact that their details have been provided.

Health & Welfare (Special Category Data)

Where directly relevant to the physical activity undertaken, and only where special considerations must be made known to instructors for training or insurance purposes, the platform may optionally record:

  • Disability status and description.
  • Relevant medical conditions or ailments.
  • Description of existing injury or illness.

This data constitutes special category data under UK GDPR Article 9. It is not required and is only recorded where the organisation determines it is necessary. The lawful basis for processing this data is determined by the organisation acting as Data Controller. The organisation is responsible for ensuring an appropriate Article 9 condition is met, such as explicit consent of the data subject or, in the case of juniors, the vital interests of the individual.

C. Security and Technical Data (Platform)

The following data is recorded automatically by the platform for security, audit, and fraud-prevention purposes, and is linked to authenticated user accounts:

  • IP addresses — captured on security-sensitive actions, including governing body access requests, approvals, revocations, and data exports.
  • Browser user-agent string — captured alongside IP addresses for the same security events.
  • Device type (for example: desktop, iOS, or Android) — recorded on each login to support usage monitoring and account security.
  • Authenticated page-access history — the pages visited and timestamps while logged in, used for platform usage monitoring and security auditing.

This data is processed under the legitimate interests of Aikido Digital Limited to maintain the security and integrity of the platform. It is not shared with organisations or used for any other purpose.

5. Children’s Data

Our platform may store personal data relating to individuals under the age of 18.

  • This data is typically provided by a parent, guardian, or authorised organisation representative.
  • We do not independently collect data directly from children.
  • The responsibility for obtaining any necessary parental consent lies with the organisation acting as Data Controller.

6. How We Use Personal Data

Website

We use data to:

  • Provide and maintain the website.
  • Ensure security and functionality.

Platform

We process data solely to:

  • Provide membership management services.
  • Enable reporting and administration.
  • Support authorised users.

We do not use this data for marketing or advertising.

7. Data Sharing

We only share personal data in the following circumstances:

A. Within the Platform

  • With authorised administrators.
  • With governing bodies, where permitted.

All sharing is controlled by the organisation and must comply with applicable GDPR obligations.

B. Service Providers (Sub-processors)

We use trusted third-party providers for services such as email delivery, error monitoring, and performance monitoring. A current list of sub-processors is available upon request.

We may update our list of service providers from time to time.

8. International Data Transfers

Our services are hosted in the United Kingdom.

Where sub-processors operate outside the UK, we ensure appropriate safeguards are in place, such as UK International Data Transfer Agreements (IDTA) or equivalent legal mechanisms.

9. Data Retention

We retain platform data for the duration of the client relationship and for up to 90 days after termination.

After this period, data is securely deleted or anonymised, and backup data is overwritten in accordance with our retention policies.

Security and technical data, including IP addresses, device type records, and page-access history, is retained for the duration of the client relationship and deleted on the same schedule as other platform data.

10. Security

We implement appropriate technical and organisational measures to protect personal data, including:

  • Encryption in transit and at rest.
  • Access controls and authentication.
  • Regular monitoring and security updates.

11. Your Rights

Under UK GDPR, individuals have rights including:

  • Access to their data.
  • Correction of inaccurate data.
  • Erasure (“right to be forgotten”).
  • Restriction of processing.
  • Data portability.
  • Objection to processing.

If your data is held within the platform, you should contact the relevant organisation, as the Data Controller, first.

We will assist controllers in fulfilling these requests where required.

12. Cookies

We use only essential session cookies required for the operation of our website.

We do not use analytics cookies or marketing cookies.

13. Complaints

If you have concerns about how your data is handled, you may contact us at privacy@aikidodigital.com.

You also have the right to lodge a complaint with the UK supervisory authority, the Information Commissioner’s Office.

14. Changes to This Policy

We may update this Privacy Policy from time to time. Updates will be published on this page with a revised “Last updated” date.