Privacy Policy for Toki

Last updated: October 20, 2026

Business operator and privacy contact

Toki is operated by Mohamed El Amrite, a Belgian sole proprietor trading as Toki. The terms “Toki”, “we”, “us” and “our” in this policy refer to this operator. The details below can be used for privacy questions and requests to exercise your rights.

Trade name: Toki
Legal operator: Mohamed El Amrite
Legal form: Belgian sole proprietorship (natural person)
Registered business address: Rue du Soleil 93
9600 Ronse, Belgium
Enterprise number (BCE/KBO): 1043.414.944
VAT number: BE 1043.414.944
Business email: info@jointoki.be
Business phone: +32 485 77 61 23
Website: https://www.jointoki.be

For processing whose purposes and means he determines, Mohamed El Amrite is the data controller.

View the Legal Notice

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

Subject to the conditions and limits of the GDPR, you may exercise the following rights. The app also provides the controls described below:

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.

You may request access to your personal data and a copy of it, rectification, erasure, restriction of processing and, where applicable, data portability. You may object to processing based on legitimate interests or a public-interest task on grounds relating to your situation, and to direct marketing at any time. Where processing relies on consent, you may withdraw it at any time without affecting the lawfulness of processing before withdrawal. Contact us by email or post using the details above; these rights are not limited to the controls available in the app.

Complaints

You have the right to lodge a complaint with a supervisory authority, in particular in the EU country where you habitually reside, work or where an alleged infringement occurred. In Belgium, you can contact the Data Protection Authority (APD/GBA).

Belgian Data Protection Authority — complaints (French)

Children's Privacy

Our app is designed for judoka of all ages, including minors. Where processing relies on a child's consent to an information society service offered directly to that child, Belgian law sets the age threshold at 13. Below that age, consent must be given or authorised by the holder of parental responsibility. Other countries may apply a different threshold. This rule applies specifically where consent is the legal basis.

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

This policy provides information about personal data. Reading this policy or using the service does not, by itself, constitute consent to processing.