Privacy notice

1. Information involved

Account information includes your email, preferred display name, first name, last name, optional WhatsApp number, selected Dojo language and authentication records managed through Supabase. The free-gathering form collects first and last name, email, country and WhatsApp number. Support receives the information you choose to send in a request.

Payment and access records include Stripe customer, checkout, subscription and payment references, the purchased plan, access dates, status, refunds and confirmations. Card-entry fields are provided by Stripe; the club does not store your full card number or CVC. Stripe supplies the payment outcome and related billing information needed to fulfil the purchase.

If you participate, the platform stores your comments, replies and reactions, together with the author and gathering references. Existing progress/history records may also remain on the account. Server requests, authentication and error reporting can involve technical data such as network information, timestamps and diagnostics. Audio, video and a displayed name may be included when a session is recorded; the recording arrangements are addressed separately below.

2. Purposes and proposed lawful bases

Accounts, requested registrations, purchased access, service messages and requested support: performing a contract with you, or taking steps at your request before a contract. Information necessary for these functions is needed to deliver them; optional discussion contributions are not required to create an account.

Financial records and legally required disclosures: compliance with legal obligations. Platform security, prevention of abuse, troubleshooting and handling disputes: the legitimate interests of operating a secure, functioning service and protecting participants, subject to balancing those interests against your rights.

Optional direct marketing or other optional use that requires consent must have its own clear choice. Reading this notice or purchasing access is not blanket consent to marketing, publication of recordings or use of your contributions for unrelated research. The club is not the PMP assessment: no PMP anamnesis, medical questionnaire or clinical assessment is required for club membership.

3. Who receives information

Authorised club administrators can access records needed to run the service. Other participants can see what you post to the relevant discussion or share in a gathering. Joining a WhatsApp group takes you to that external service, where your number, profile and messages may be visible to other group participants under its settings.

Service providers involved in the inspected platform include Lovable and Supabase for hosting, authentication, database or file services; Stripe for payment processing, fraud controls and the billing portal; and the configured transactional-email service for confirmations and account communications. Google services are used where Google Meet, Drive or web fonts are loaded. A recording may instead use the provider identified by its player or link, such as YouTube or Vimeo. These providers can receive technical and usage information when you use their services.

Activating an eligible FORGE benefit requires a separate FORGE login using the same confirmed email. The integration compares identity and entitlement information, including account references, membership/benefit status and expiry. It does not need the contents of your private FORGE journal to validate club eligibility. Review FORGE's separate privacy information for its own features.

Information may also be disclosed where lawfully required to public authorities or professional advisers dealing with accounting, legal or security matters. This draft does not authorise selling participant data or adding unrelated advertising recipients.

4. Processing locations and international transfers

The club uses external internet services, and participation is international. Processing locations depend on the provider, product and account configuration; participation in an international group can also expose contributions to people outside the UK. We do not claim that all data stays in the UK.

Where the club initiates a restricted transfer of personal information outside the UK, it must use an applicable UK adequacy regulation, appropriate safeguards such as the UK IDTA or Addendum, or another lawful transfer mechanism. Provider locations and subprocessors can change, so the controller reviews the relevant provider terms and transfer arrangements as part of its supplier records. You may contact support for information about safeguards relevant to a particular transfer.

5. Retention and deletion

A pass expiring or a subscription ending does not automatically delete your account, comments or transaction history. The inspected system retains these records; no automatic deletion period at pass expiry is configured. You can contact support to request account deletion or removal of personal information.

Retention is limited by the purpose of the record. Account/profile data is kept while the account is in use and afterwards only while reasonably needed for account closure, support, security or disputes. Free-session registration details are kept while needed to manage that registration and related follow-up. Community comments and replies are kept while the relevant discussion remains part of the Digital Dojo, subject to appropriate removal or anonymisation requests. Session recordings are kept while they remain part of the member study archive and are reviewed when they are no longer needed for that purpose. Support records are kept only as long as needed to resolve and evidence the relevant request. These are retention criteria, not permission for indefinite retention.

Accounting records normally have to be retained for six years from the end of the relevant company financial year, and longer in specified circumstances. A valid erasure request does not require destruction of records that must lawfully be kept. Where information is retained after a request, the reason and scope should be explained. No automatic deletion deadline, backup-erasure guarantee or fixed recording-retention period is invented by this draft.

6. Contributions and session recordings

Live gatherings are recorded as community sessions. A recording may include the host and participants, including image, voice, displayed name and contributions made during the meeting. Recordings are intended to be made available inside the Digital Dojo to users whose account has the required access. A recording is not automatically made public outside the member environment.

The gathering page provides a recording notice before the live-meeting link. The purpose is to preserve the community gathering for later study by entitled participants. Buying membership or accepting general terms is not treated as blanket permission to use someone's appearance, voice or contribution in public marketing. Any materially different audience or promotional use requires separate information and an appropriate basis before it occurs.

Group study is not a confidential clinical environment. Do not post medical details, religious or political beliefs, or other sensitive information unless you understand who can see it and have chosen to share it. Do not disclose other people's private information. The club must not infer a separate special-category processing permission merely from this general notice. Contact support about a recording or contribution you want reviewed.

7. Browser storage and external players

The site uses browser storage for sign-in/session handling, the pending plan when returning from login, and interface preferences such as whether the sidebar is collapsed. Removing or blocking that storage may sign you out or prevent those functions from working.

The inspected application code does not deploy advertising or behavioural-analytics trackers. Authentication uses necessary browser storage to keep you signed in; the selected plan is held briefly in session storage when login is required. Stripe is loaded when you open the payment flow and may use technologies needed for payment and fraud prevention. Google-hosted fonts are requested by the public site. Third-party recording players are not loaded automatically: you must choose to load an embedded YouTube, Vimeo or Google Drive recording, and the page warns that doing so connects your browser to that provider. If optional analytics, advertising or other non-essential storage is introduced later, the club must add any consent controls required before enabling it.

8. Your rights and contacting us

Write to bushidobookclub@hexology.net to ask for access, correction, erasure, restriction, portability, or to object to processing, as applicable. If processing relies on consent, you may withdraw it without affecting the lawfulness of earlier processing. We may need proportionate information to confirm your identity; never send passwords or card details. These rights have legal conditions and exceptions.

You may complain to the UK Information Commissioner's Office at ico.org.uk/make-a-complaint or to another competent data-protection authority. You do not have to complete an internal complaint before contacting an authority.

Paid-access checks are automated from payment and expiry records. If an access decision appears wrong, ask support to review it. No automated clinical assessment or psychological profile is part of the inspected club registration and payment flow. Any materially different future use requires appropriate information before it begins.

The confirmed company address and contact are displayed above. Changes to this notice should be versioned and communicated when they materially change how personal data is used.