**Effective date:** October 13, 2026 
**Last updated:** October 13, 2026

The Shintani Wado Kai Karate Federation ("SWKKF", "we", "us", or "our") provides the SWKKF Member Portal and the SWKKF Member Portal mobile app (the "App") to help eligible members, parents and guardians, and authorised instructors use Federation services.

This notice explains how the App handles personal information. It supplements the SWKKF's general privacy policy and applies specifically to the App, its authenticated connection to the SWKKF Member Portal, and optional phone notifications.

## Who the App is for

The App is intended for adult members, parents and guardians of junior members, authorised instructors, and authorised members aged 16 or 17 who use their own SWKKF account for eligible Federation activity, such as a black-belt application. The App is not designed for direct use by children aged 12 or under. A parent or guardian uses their own authorised SWKKF account to view a linked junior's membership information.

## Information the App handles

Depending on the features available to the signed-in account, the App may handle:

- **Account and authentication information:** an authenticated SWKKF/Wix member session, short-lived access tokens, refresh tokens, and the information needed to maintain that secure session. The App opens Wix's sign-in experience; it does not collect or store a member's Wix password.
- **Membership-card information:** name, membership number, club, rank, Shindo rank where applicable, registration season, membership status, expiry information, an optional profile photo, and an opaque membership-card QR value.
- **Guardian-linked junior information:** the same membership-card information for a junior only where the signed-in account has an active authorised guardian relationship.
- **Instructor and attendance information:** authorised class-session details and, when an instructor deliberately uses the check-in tool, a membership number or scanned QR value, limited member-preview information, and the resulting attendance check-in record. The server rechecks instructor authority, club scope, membership eligibility, and duplicate attendance before recording a check-in.
- **Portal alerts:** alert title, message, date, unread/read state, and an optional secure link for alerts that the signed-in account is authorised to see. Viewing alerts in the App does not mark the portal alert as read.
- **Device and notification information:** a random installation identifier, Expo push token, device platform, App version, notification-permission state, device-registration activity, and limited delivery-diagnostic information when the user explicitly enables phone notifications.
- **Camera input:** only if an authorised instructor chooses to scan a membership-card QR code. The App uses the camera to read the QR value; it does not use the camera to record or upload video or photographs.

The current App does not request location, contacts, microphone, SMS/call-log, or payment-card permissions. It does not sell personal information or use personal information for behavioural advertising.

## How we use information

We use this information to:

- authenticate the correct SWKKF member, guardian, or instructor account;
- display the information that account is authorised to view;
- provide membership cards, guardian-linked junior cards, authorised instructor session tools, attendance check-in, registration invitations, and the read-only alert inbox;
- deliver an optional phone notification for a new SWKKF portal alert;
- protect the App, diagnose delivery or access problems, prevent duplicate attendance, and enforce SWKKF permission and club-scope rules; and
- meet operational, safeguarding, legal, and record-keeping obligations.

## How information is protected

The App communicates with SWKKF/Wix services over HTTPS. It stores App session tokens and the random notification-installation identifier in the device's protected secure-storage facility. Authorisation is checked again by the SWKKF server for each protected request; a screen shown in the App does not grant a user additional access.

Where an authorised card includes a profile photo, SWKKF supplies a short-lived HTTPS photo link. The App holds live card information in memory and does not save the membership card or temporary photo link as a normal App file.

No method of electronic transmission or storage is completely secure. Please keep your device protected and sign out or contact us if you believe an account or device has been used without permission.

## Service providers and disclosures

We use service providers only as needed to operate the App and related portal services:

- **Wix** provides the SWKKF website, portal authentication, and the protected backend services that apply member, guardian, instructor, and club-scope rules.
- **Expo Application Services and Google Firebase Cloud Messaging** support App build/update and optional push-notification delivery. When notifications are enabled, the relevant providers process the device information and token needed to route the notification.
- The current Android release requests a QR-code image from an external QR-image service when it renders an existing opaque attendance-card value or an instructor-generated registration link as a QR image. The attendance QR value does not contain a visible name, email address, password, or payment information. It is still handled as protected Federation information.

Service providers may process information in Canada, the United States, or other jurisdictions in which they operate. We do not permit service providers to use SWKKF App information for their own advertising purposes.

We may also disclose information where required or permitted by law, to protect the safety of a member or another person, to enforce SWKKF policies, or as part of an organisational legal obligation.

## Retention and your choices

SWKKF retains membership, registration, attendance, and portal-alert records in accordance with its operational, legal, safeguarding, and record-retention requirements. Device-notification records are retained only for as long as needed to operate and diagnose the opted-in notification service.

You can:

- choose not to enable phone notifications, disable them in the App or device settings, or ask us to deactivate the App installation;
- decline camera permission and use another approved attendance-entry method where available;
- remove the App account from the device or uninstall the App; and
- contact us to request access to or correction of your personal information, or to ask questions about how SWKKF handles it.

Removing the App from a device does not delete SWKKF membership, attendance, registration, or other portal records that SWKKF must retain. A guardian may ask SWKKF to review a linked-junior relationship if it is no longer correct.

## Children and guardians

The App is not designed for direct use by children aged 12 or under. Information about a junior member is available in the App only through an authorised parent or guardian account and only while the guardian relationship and membership eligibility remain active. Authorised members aged 16 or 17 may use their own account only for the Federation activities made available to them.

## Changes to this notice

We may update this notice when the App, its services, or applicable requirements change. We will update the date at the top of this page when we do so. Material changes will be communicated through appropriate SWKKF channels.

## Contact us

For privacy questions, access or correction requests, device-notification questions, or concerns about this notice, contact:

**SWKKF Developer Services** 
swkkf-developer-services@shintani.ca 
https://www.shintani.ca