Privacy Policy | Shoreikan Europe

01Controller

The data controller responsible for the processing of personal data collected through this website, the platform and the mobile application is:

Association SE Shorei-Kan Europe
1 Impasse des Tilleuls
81120 Denat · Tarn · France
Email: info@shoreikan.eu
Website: www.shoreikan.eu

02Data we collect

The Shoreikan Europe platform and mobile application collect the following personal data:

Full name and contact information (email address, phone number)
Federation licence number and membership status
Martial arts grade and examination history
Dojo affiliation and instructor assignment
Payment information (processed securely via Stripe — we do not store card details)
Profile photograph (optional)
Device information and app usage data for performance analytics

Messages sent through the website’s contact form are covered in section 7.

03Purpose of processing

We process your personal data for the following purposes:

Managing federation membership, licences and renewals
Recording and tracking martial arts grades and examinations
Facilitating registration for courses, stages and seminars
Processing payments for federation fees and courses
Communicating important federation news and events
Providing access to training resources and materials
Improving platform performance and user experience
Answering the messages you send us through the contact form

04Legal basis

The legal basis for processing your data is:

Contract performance — to manage your federation membership
Legitimate interest — to maintain accurate federation records and to protect the website against abuse
Consent — for optional communications and for answering the contact form
Legal obligation — where required by applicable law

06Data retention

Personal data is retained for as long as your federation membership is active. Upon termination of membership, data is retained for 5 years to fulfil legal and administrative obligations, after which it is securely deleted.

Grade and examination records are retained indefinitely as part of the official federation archive.

07Contact form

When you write to us through the contact form, we only process what you give us so that we can reply.

What data: your full name, email address, country, the topic you are interested in, your message and the language of the page you wrote from. For security we also record your IP address for a short time.
Why: to answer your enquiry and, if you ask, point you to a dojo, an instructor or a seminar. We do not use these details to send you advertising and we do not add them to any mailing list.
Legal basis: your consent (Art. 6(1)(a) GDPR), given by ticking the box on the form. You can withdraw it at any time by writing to info@shoreikan.eu; this does not affect anything done before. The IP address is processed on the basis of our legitimate interest in preventing abuse and automated submissions (Art. 6(1)(f) GDPR).
Who receives it: your message is delivered by email to the Shorei-Kan Europe inbox through our email provider. The website is hosted by Vercel and the IP address is stored in our database (Supabase). We do not pass it on to anyone else.
How long: we keep the conversation for as long as we need to deal with it, and for no more than 12 months after the last exchange — unless it leads to a registration or membership, in which case the periods in section 6 apply. The IP address is only used to limit the number of submissions and is deleted regularly, usually after a day.
Your rights: access, rectification, erasure, restriction, objection, portability and withdrawal of consent, by writing to info@shoreikan.eu.

08Cookies & analytics

The website uses essential cookies required for authentication and session management on the platform. No advertising cookies are used. The mobile application does not use cookies.

To understand how the website is used, we load two measurement tools:

Google Analytics (Google Ireland Ltd.) — measures visits, pages viewed, device type and approximate location. It sets cookies (_ga, _ga_*) holding a pseudonymous identifier that last up to 2 years. Google may process this data in the United States under the EU–US Data Privacy Framework. It only runs if you accept it in the cookie notice.
Vercel Web Analytics (Vercel, Inc.) — counts visits in aggregate, without cookies and without tracking anyone across sites.

You can change your choice at any time via “Cookies” at the foot of every page. You can also block or delete cookies in your browser settings, or turn off Google Analytics with Google’s opt-out browser add-on.

09Your rights

Under the GDPR and applicable data protection law, you have the right to:

Access — request a copy of your personal data
Rectification — correct inaccurate or incomplete data
Erasure — request deletion of your data (“right to be forgotten”)
Restriction — limit how we process your data
Portability — receive your data in a structured format
Objection — object to processing based on legitimate interest

To exercise any of these rights, contact us at info@shoreikan.eu. If you feel we have not handled your request properly, you can lodge a complaint with the data protection authority of your country (for example, the CNIL in France or the AEPD in Spain).

10Children’s privacy

The Shoreikan Europe platform may hold data on minors who are federation members. In such cases, consent is obtained from a parent or legal guardian. We do not knowingly collect data from children under 13 without parental consent.

11Security

We implement industry-standard security measures, including TLS encryption, access controls and secure cloud infrastructure (Supabase), to protect your personal data against unauthorised access, alteration or disclosure.

12Changes to this policy

We may update this privacy policy from time to time. Any changes will be published on this page with the updated date. Continued use of the platform after changes constitutes acceptance of the updated policy.

13Contact

For any privacy-related questions or requests:

Email: info@shoreikan.eu
Website: www.shoreikan.eu

Association SE Shorei-Kan Europe
1 Impasse des Tilleuls
81120 Denat · Tarn · France