Privacy Policy for Toki

Last Updated: December 16, 2025

Introduction

This Privacy Policy describes how Toki ("we", "us", or "our") collects, uses, and shares information when you use our mobile application (the "App"). Toki is a judo club management platform that helps students, coaches, and club administrators manage training, attendance, and competitions.

Information We Collect

Account Information

Accounts in Toki are created and managed by authorized club administrators through our web platform. When a club administrator registers you, we collect the following information:

  • Name (first and last name)
  • Email address
  • Phone number (used for OTP authentication if provided by the club)
  • Date of birth
  • Profile picture (optional)
  • Preferred language

Users access the App by logging in with a one-time password (OTP) sent to the email address or phone number registered by their club administrator.

Some personal information is provided to us by your judo club when your account is created by a club administrator.

Judo-Related Information

To provide club management services, we collect:

  • Current weight (in kilograms, for competition registrations)
  • Judo belt/grade level
  • License number (for attendance tracking via QR code)
  • Club membership and affiliation
  • Emergency contact name and phone number
  • Membership plan details and status

Activity Data

We collect information about your participation in club activities:

  • Training session attendance records (present, absent, late, excused)
  • RSVPs to training sessions
  • Competition registrations and status
  • Channel messages, reactions, and poll responses
  • Training proposals and votes

Venue Location Data

We collect and display location information for:

  • Club addresses and coordinates
  • Training venue locations
  • Competition venue addresses

Important: We do NOT collect or track your personal device location. Location data is only used to show you where club events are taking place.

Device Information

  • Device type and operating system version
  • Push notification device token (for sending you notifications)
  • App version and platform (Android/iOS)

Permissions We Request

Camera Access

  • Used for: QR code scanning for attendance and profile picture capture
  • When requested: When you first access the QR scanner or photo capture feature
  • Optional: You can decline, but QR scanning and photo upload will not be available

Photo Library Access

  • Used for: Selecting profile pictures from your device
  • When requested: When you choose to upload a profile picture
  • Optional: You can decline and skip adding a profile picture

Notifications

  • Used for: Push notifications about training updates, announcements, and messages
  • When requested: During onboarding or when you access notification settings
  • Optional: You can decline, but you won't receive push notifications

How We Use Your Information

We use the collected information to:

  • Create and manage your account
  • Enable club membership management
  • Track training attendance and participation
  • Facilitate competition registrations
  • Send push notifications about club activities
  • Display venue locations on maps
  • Enable communication through channels and messaging
  • Manage emergency contact information for safety

Third-Party Services

Firebase (Google Cloud)

  • Push Notifications: Firebase Cloud Messaging sends notifications about training and club updates
  • File Storage: Profile pictures are stored in Firebase Storage
  • What we DON'T use: Firebase Analytics and Ads are explicitly disabled in our app

Google Maps

  • Used for: Displaying venue locations for trainings and competitions
  • Data shared: Only venue coordinates (not your personal location)

Microsoft SignalR

  • Used for: Real-time messaging, typing indicators, and live updates in channels
  • Data transmitted: Channel messages, reactions, and poll votes

Data Security

We implement security measures to protect your information:

  • All data transmission uses HTTPS encryption
  • Authentication tokens are stored securely on your device
  • Access to your data requires authentication
  • Profile pictures and files are stored in secure cloud storage

However, no method of transmission over the internet is 100% secure, and we cannot guarantee absolute security.

Data Retention

We retain your personal information for as long as your account is active or as needed to provide services. You may request deletion of your account and associated data by contacting us.

Information Sharing

We do not sell your personal information. We may share your information only in the following circumstances:

  • Within Your Club: Coaches and administrators can see your attendance, membership status, and participation data
  • Service Providers: Third-party services that help us operate the app (Firebase, Google Maps, our hosting provider)
  • Legal Requirements: When required by law or to respond to legal processes
  • Safety: To protect the rights, property, or safety of Toki, our users, or others

Your Rights

You have the right to:

  • Access: View your personal information in the app
  • Correction: Update your profile information at any time
  • Deletion: Request deletion of your account and data
  • Opt-out: Disable push notifications in your device settings
  • Data Portability: Request a copy of your data

To exercise these rights, please contact us at the email address below.

Children's Privacy

Our app is designed for judo students of all ages, including minors. If you are under 13 years of age (or under 16 in the EU), you should have your parent or guardian review this Privacy Policy and create your account with their consent.

For minors, account creation and data entry are expected to be performed by a parent, guardian, or authorized club representative.

International Data Transfers

Your information may be transferred to and processed in countries other than your country of residence. We ensure appropriate safeguards are in place to protect your information in accordance with this Privacy Policy.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy in the app and updating the "Last Updated" date. Significant changes will be communicated through push notifications or email.

Contact Us

If you have any questions about this Privacy Policy or our data practices, please contact us at:

Email: info@jointoki.be

By using the App, you agree to the collection and use of information in accordance with this Privacy Policy.