Privacy Policy
In short. Dojang Go is provided by Parker Veese Limited. Most clubs run Dojang Go on their own website, where the club — not us — decides what is collected about its members and is responsible for it. We see a club's member information only in the limited cases set out in section 4, such as when the club hosts with us or switches on support access while we help it. Otherwise we see only aggregated, anonymised figures, which we use to improve features and support the service in general. What we hold on dojang-go.com is used only for the purpose it was collected for, in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. We never sell personal data.
Club members: if your club runs Dojang Go on its own website, your club holds your information. Please contact your club first; its privacy notice applies.
- Who we are
- Our role: controller or processor
- What we collect and why
- Data we handle for clubs
- Who we share it with
- International transfers
- How long we keep it
- Security
- Children
- Cookies
- Your rights
- Complaints
- Changes to this policy
1. Who we are
Dojang Go (the website at dojang-go.com, the Dojang Go WordPress plugin and the services that support it) is provided by Parker Veese Limited, a company incorporated in England and Wales with company number 13112541, whose registered office is at 20-22 Wenlock Road, London, N1 7GU, United Kingdom. Our VAT number is GB367576645.
For anything about this policy or your personal data, contact our Information Security Manager at infosec@parkerveese.com, or write to us at our registered office. For help using Dojang Go, contact support@dojang-go.com.
2. Our role: controller or processor
UK GDPR distinguishes between a controller (who decides why and how personal data is used) and a processor (who handles it on a controller's behalf).
- We are the controller for information about visitors to dojang-go.com; the people who register, buy and manage Dojang Go licences on behalf of their club; people who contact us for support or send us feedback; and the technical and security information we use to run, protect and improve the service.
- The club is the controller for its own members' information — names, contact details, dates of birth, grades, attendance, medical notes, incident and safeguarding records, payments, messages and so on. When a club runs Dojang Go on its own website, that information is stored on the club's website and hosting, which the club controls, and we do not have access to it unless the club gives it to us (section 4).
- We are the club's processor in the limited cases where we handle a club's member information on its behalf — see section 4. Our Data Processing Terms set out how we do this.
- Associations. When a club chooses to share information with its association through Dojang Go, the club and the association are each controllers of the information they hold; we process it on their behalf.
3. What we collect and why (as controller)
| Information | Why we use it | Lawful basis |
|---|---|---|
| Licence and account details: club name, association, the name and email address of the club's contacts, the website(s) the licence is used on, licence plan and status. | To provide and manage the club's licence, check it is valid, send service and account emails, and provide support. | Legitimate interests (managing our agreement with the club). Where the customer is an individual, such as a sole trader, contract. |
| Payment and billing records: what was bought and when. Card payments are taken by Stripe; we do not see or store card numbers. | To take payment, issue invoices and keep accounting records. | Contract or legitimate interests (as above); legal obligation (tax and accounting records). |
| Licence check information sent by the plugin each day: the licence key, website address, and plugin, WordPress and PHP versions. | To confirm the licence, deliver updates and the right features, and keep the service working. | Legitimate interests (running the service the club has bought). |
| Aggregated, anonymised usage figures: totals and trends such as the number of members, classes and locations, and which features are used. These do not include anyone's name, email address, IP address or device. | To improve features, plan capacity, and provide general support (for example, spotting a problem that affects many clubs). | Legitimate interests (improving and supporting the service). Once anonymised, this information no longer identifies anyone. |
| Support conversations and feedback: messages and pictures you send us, the name and email address of the person writing, and technical details of the website and device (plugin, WordPress and PHP versions, browser and operating system). | To answer your request (including replies from our AI support assistant in the support chat), work out what's wrong (including AI-assisted analysis — see section 5), fix problems and improve Dojang Go. | Legitimate interests (providing support). Where the customer is an individual, contract. |
| Website and security information: IP address, browser details, and records of security events (such as repeated failed requests or bot checks). | To keep dojang-go.com and the service secure and prevent misuse. | Legitimate interests (security). |
| Acceptance of our terms: who accepted, when, which version, whether they confirmed the sign-up is for their club, and the IP address the acceptance came from. When a club admin accepts inside Dojang Go, that is the IP address of the club's website server, not of the admin's own device. | To keep a record of our agreement with the club. | Legitimate interests (evidence of the agreement); legal obligation. |
| Marketing preferences: whether you have agreed to, or opted out of, news about Dojang Go. | To send product news and offers you are happy to receive. | Consent; or, for existing customers' contacts, legitimate interests under the "soft opt-in" in the Privacy and Electronic Communications Regulations (PECR). |
Where we rely on legitimate interests, we have balanced our interests against yours; you can ask us for details, and you can object (section 11). We do not use personal data for automated decision-making that has legal or similarly significant effects, and we do not sell it. Every marketing email has an unsubscribe link, and you can opt out at any time by emailing infosec@parkerveese.com. Service and account emails (such as licence, billing and security notices) are not marketing and are sent while the club has a licence.
4. Data we handle for clubs (as processor)
When a club uses the following parts of Dojang Go, we handle some of its members' information on the club's behalf, only on its instructions and only for that purpose:
- Clubs hosted on dojang-go.com. If a club chooses to be hosted in an association's space on dojang-go.com instead of on its own website, its Dojang Go information is stored on our servers. We store, secure and back it up for the club; the club decides what is collected and who can see it.
- Email delivery (mail relay). So that club emails reach inboxes, a club's website can send its Dojang Go emails (for example class notices, event confirmations or password links) through our authenticated mailbox. The email passes through our service and Microsoft 365 to the recipient. We do not keep a copy of the email; we keep only a count of emails sent per licence, to apply fair-use limits. A club can switch this off and use its own email set-up.
- Support access — only when the club switches it on. Support access is off by default. A club administrator can switch it on in Dojang Go (Club Settings) when they ask us for help. It lasts 14 days, switches itself off, and the club can switch it off sooner. While it is on, our support team can see the club's Dojang Go activity log (with email addresses, phone numbers and passwords masked) and a more detailed health report, and can run email diagnostics — sending a test email from the club's website and reading the result. Each time we look, it is recorded in the club's own activity log. We use this only to diagnose and fix the club's problem.
- When support access is off, the plugin sends us only aggregated, anonymised figures (section 3) — no names, email addresses, IP addresses or devices.
- Association networks. If a club chooses to join its association's network on Dojang Go, information is shared with the association only as the club agrees, for the purposes the club and the association have agreed.
We do not use club member information for any purpose of our own. If you are a member of a club and contact us about your information, we will pass your request to your club (the controller) and help it respond.
5. Who we share it with
We use carefully chosen service providers ("sub-processors") who handle data only on our instructions and under written contracts that protect it:
- Our web hosting provider — runs dojang-go.com and hosted club spaces.
- Microsoft (Microsoft 365) — our email, and delivery of club emails sent through the mail relay.
- Stripe — card payments and subscriptions.
- Cloudflare (Turnstile) — protects our registration forms from automated abuse.
- Anthropic — AI-assisted support: analysing support tickets and feedback to work out the likely cause of a problem and prepare a fix, which our team checks before it is released; and our support assistant in the support chat, an AI that answers questions, asks for the details we need and passes problems to our team. The assistant always says it is an AI, our team can see every conversation, and you can ask for a person at any time. Before anything is sent, we remove email addresses, phone numbers, the names and website addresses we hold for the person writing, licence keys and postcodes, and we never send screenshots. Anthropic keeps what we send only for a limited time under its commercial terms and does not use it to train its models.
We will update this list before we add or replace a sub-processor that handles club member information, and tell club administrators in Dojang Go (see the Data Processing Terms). We may also share information with professional advisers (such as accountants and lawyers), with law enforcement or regulators where the law requires it, or with a buyer if our business is sold (in which case this policy will continue to protect your data).
6. International transfers
We aim to keep data in the UK. Some of our providers (such as Microsoft, Stripe, Cloudflare and Anthropic) may process data in other countries, including the United States. Where that happens, we rely on UK adequacy regulations (including the UK Extension to the EU–US Data Privacy Framework where the provider is certified) or the UK International Data Transfer Agreement or Addendum, so your data stays protected to UK standards. You can ask us for a copy of the safeguards we use. The European Union recognises the UK as providing adequate protection, so data can flow from the EU to us.
7. How long we keep it
- Licence, account and acceptance records: for as long as the licence is active, then six years (for legal and tax purposes).
- Billing and payment records: six years after the end of the financial year they relate to.
- Support conversations: deleted three years after the conversation is closed. The technical snapshot attached to a conversation is deleted 90 days after it is closed.
- Feedback and bug reports: the issue may be kept for developing Dojang Go, but the sender's name and device details are removed three years after it is closed.
- Our own activity records (for example, when support looked at a club's log): 24 months.
- Security records: 14 days, longer only when needed to investigate an incident.
- Club data we hold as processor (hosted clubs): for as long as the club uses the service, then deleted (or returned to the club on request) within 30 days of the end of the agreement, unless the law requires us to keep it.
- Emails sent through the mail relay: not kept (only the send count).
- Aggregated, anonymised figures: these do not identify anyone and may be kept to compare trends over time.
These periods are applied automatically each day.
8. Security
We protect data with measures appropriate to the risk, including encrypted connections (HTTPS), encryption of support conversations at rest, access limited to staff who need it, strong authentication, activity logging, masking of personal details in support views, regular backups and prompt updates. If a personal data breach occurs that is likely to put people's rights at risk, we will tell the Information Commissioner's Office within 72 hours of becoming aware of it and, where we act as a club's processor, tell the club without undue delay (and within 48 hours).
9. Children
Many clubs teach children. Information about junior members is collected and controlled by their club; on a club's own website we do not hold it. Where we hold it as a processor (hosted clubs, email delivery, support access the club has switched on), we treat it with particular care and use it only for the club. We design Dojang Go with the ICO's Age Appropriate Design Code (the Children's Code) in mind — for example, members' details are private by default and visible only to the people the club chooses. We do not knowingly collect children's personal data for our own purposes, and we do not send marketing to children.
10. Cookies
dojang-go.com uses only cookies that are needed for it to work: cookies that keep you signed in and secure (set by WordPress), and those used by Cloudflare to check that a form is being filled in by a person. Stripe sets its own cookies on its secure payment pages. We do not use advertising or analytics cookies. If we ever add optional cookies, we will ask for your consent first.
A club's own website is controlled by the club, which is responsible for any cookies it uses.
11. Your rights
Under UK GDPR you have the right to: be informed about how your data is used; access your data; have it corrected; have it erased; restrict how it is used; object to its use (including, at any time, to direct marketing); data portability; and not to be subject to solely automated decisions with significant effects. Where we rely on consent, you can withdraw it at any time.
To use any of these rights, email infosec@parkerveese.com. We may need to confirm your identity. We will respond within one month; if a request is complex or you make several, we may extend this by up to two further months and will tell you why within the first month. If your request is about a club's member information, we will pass it to the club (the controller) and help it respond.
12. Complaints
If you are unhappy with how we have handled your data, please tell us first at infosec@parkerveese.com so we can put it right. You also have the right to complain to the Information Commissioner's Office (ICO): ico.org.uk/make-a-complaint, telephone 0303 123 1113.
13. Changes to this policy
We may update this policy, for example when we change the service or the law changes. We will show the date and version at the top. If the changes are significant, we will tell club administrators in Dojang Go and ask them to review and accept the updated version. Previous versions are available on request.