Privacy Policy

1. Who we are

This Privacy Policy is issued by Martial Arts Welfare Association (MWA), the operator of the MWA Karate Classes karate learning app and its physical coaching centres. Your use of the app is also governed by our Terms & Conditions. In this policy, “we”, “us” and “our” refer to Martial Arts Welfare Association.

We run karate training programmes for students at our physical coaching centres. The app supports that training with course content, video lessons, belt progress tracking, attendance, fee collection and communication between students, instructors and the academy.

For any privacy question, request or complaint, contact us at info@martialartswelfareassociation.com.

2. Scope of this policy

This policy covers personal information processed through:

• the MWA Karate Classes mobile application (student, instructor and admin versions);
• our website, including this page;
• our physical coaching centres when you enrol, attend classes, or pay fees; and
• our support channels (in-app support tickets, email and phone/WhatsApp support).

It does not apply to third-party services you may use yourself (for example, a UPI app you open to transfer a fee), which are governed by their own privacy policies.

3. Information we collect

3.1 Information you provide

3.2 Information collected automatically

• Device & app data: device type, OS version, app version, push notification token, language, and approximate location derived from IP address.
• Usage data: pages/modules opened, videos watched, lessons completed, login timestamps and session activity.
• Logs: IP address, request time and error logs retained on our servers for security and troubleshooting.
• Photos & media: if you upload a profile photo, we receive the image file; camera/gallery access is used only when you choose to upload.

3.3 Information from OTP & verification

We send one-time passwords (OTPs) to your email address or mobile number to verify sign-up and login. We process the verification result and the associated contact details only for that purpose.

4. How we use your information

We use personal information to:

• create and manage your account, and authenticate you with a secure token;
• deliver karate courses: video lessons, module content, belt curriculum and progress tracking;
• manage class batches, attendance, belt promotions and student reports at our coaching centres;
• record fee payments, issue receipts and send payment confirmation emails;
• send you service messages — welcome email, OTPs, attendance/fee updates, class announcements, banners and reminders;
• operate support tickets and respond to your questions;
• generate reports and insights for instructors and administrators (aggregated/individual attendance, fees and progress);
• keep the app secure, prevent abuse, and comply with legal and accounting obligations.

We process this data because it is necessary to perform our contract with you (your membership/training), to comply with law, and — for marketing-type messages — with your consent, which you may withdraw at any time.

5. Fees, payments & receipts

• Fee collection in the app supports cash, UPI, QR and bank transfer. The instructor or the student records the payment, and a receipt number is generated.
• Payment details you provide (amount, period, method, notes) are stored in our database together with your student record.
• A receipt confirmation may be emailed to you and to the collecting instructor.
• We never see or store your UPI PIN, card number or banking password — the actual transfer happens in your own banking/UPI app or in cash at the centre.
• Financial and payment records are retained as required by applicable accounting and tax law.

6. Sharing & disclosure

We do not sell or rent your personal information. We share it only with:

• Coaches & instructors: student profiles, attendance, fee status and progress for the classes they teach.
• Academy administrators: full access to manage accounts, fees, reports and settings.
• Service providers who process data on our behalf under contract — hosting, email delivery (SMTP), push notifications, image/video storage and database services.
• Authorities where disclosure is required by law, court order, or to protect the safety and rights of our students and staff.
• Successors in the event of a merger, restructuring or transfer of the academy, subject to this policy.

7. Push notifications & messages

• The app registers a device token to deliver push notifications (announcements, reminders, ticket updates, banners).
• Transactional messages — welcome email, OTP, password/login alerts, payment receipts — are essential to the service and are sent regardless of marketing preferences.
• You can turn off notifications at any time from your phone’s settings or by uninstalling the app; you can also ask us to remove your device token at info@martialartswelfareassociation.com.

8. Children & minors

• Enrolment of a minor is done by a parent/guardian or by the centre at the time of admission.
• We collect only the information reasonably needed to provide training, attendance, progress and fee services.
• If you believe a minor has provided personal information without guardian consent, contact us and we will delete it promptly.
• We do not knowingly use children’s data for advertising or profiling.

9. How long we keep your data

• Account & training records: kept while your membership is active, and for a reasonable period afterwards for history, re-enrolment and record-keeping.
• Fee & receipt records: retained for the period required by tax and accounting law.
• Support tickets: kept until resolved, then archived for a limited period for quality purposes.
• Device tokens & logs: removed when the account is deleted or the token becomes invalid.

When data is no longer required, we delete it or irreversibly anonymise it.

10. How we protect your data

• Token-based authentication (Sanctum) with encrypted password storage; sessions can be revoked on logout.
• Role-based access control — students, instructors and admins see only what their role permits.
• HTTPS/TLS encryption for data in transit and encrypted storage of credentials at rest.
• Server-side protection: secure hosting, restricted database access, logging and monitoring.
• Staff confidentiality obligations and limited access on a need-to-know basis.

No method of transmission or storage is 100% secure. If we become aware of a breach affecting your personal information, we will notify you and the relevant authorities as required by applicable law.

11. Your rights

Subject to applicable law, you may:

• access the personal information we hold about you;
• correct inaccurate or incomplete information (most profile details can be updated in the app);
• request deletion of your account and associated personal data;
• object to or restrict certain processing, and withdraw consent where processing is based on consent;
• request a copy of your data in a portable format;
• opt out of non-essential communications;
• lodge a complaint with your local data-protection authority.

To exercise any of these rights, email info@martialartswelfareassociation.com. We may need to verify your identity first, and we will respond within the timeframe required by law.

12. Cookies, local storage & analytics

• The website may use strictly necessary cookies to keep you signed in and to remember basic preferences.
• The mobile app stores your session token and preferences locally on your device for login and offline access.
• We use app-internal analytics (usage of courses, modules and attendance features) to improve content — this is not used to build advertising profiles and is not sold to third parties.
• You can clear cookies or app data at any time; doing so will sign you out.

13. Third-party services

Your information may be processed by the following categories of providers, each limited to performing services for us:

• Cloud hosting & database — where your account, training and fee records are stored.
• Push notification service (e.g. Firebase Cloud Messaging / Google) — delivers notifications to your device.
• Email delivery (SMTP) — sends welcome emails, OTPs and receipts.
• Image & video storage — stores profile photos and lesson videos.
• UPI / banking — only when you choose to pay; we receive confirmation details you or your instructor record.

Links to external sites (such as maps, social pages or payment apps) are governed by those sites’ own policies.

14. International transfers

Our servers and service providers may be located outside your state or country. Where data is transferred across borders, we take reasonable steps — such as contractual safeguards — to ensure an appropriate level of protection consistent with this policy and applicable law.

15. Changes to this policy

We may update this Privacy Policy from time to time, for example when our features or legal obligations change. The “Last updated” date at the top shows when it was last revised. Material changes will be announced in the app or by email. Continued use of the app after an update means you accept the revised policy.

16. Contact us

Questions, concerns or requests about your privacy are welcome — we usually reply within a few working days.