Last updated: 14 July 2026. This document sets out both the Terms of Service (Part A) and the Privacy Policy (Part B) for Taekwondo Studio Manager.
Taekwondo Studio Manager (“the Service”) is operated by Douglas Hoseck (“we”, “us”, “our”), trading as Taekwondo Studio Manager at taekwondo.org.za. By creating an account and clicking “Start my free trial”, you (“the Club”, “you”) agree to these Terms on behalf of your school and confirm that you are authorised to do so.
Part A — Terms of Service
1. The Service
We provide a cloud-based platform for running a martial arts school — including student records, class scheduling, attendance, gradings, billing and communications. We may add, change or remove features from time to time to improve the Service.
2. Free trial
Your subscription begins with a free trial of the length shown for your chosen plan. No payment is taken during the trial. Unless you cancel before the trial ends, your subscription automatically continues as a paid subscription on the plan and billing cycle you selected.
3. Fees and billing
- Subscription fees are based on your chosen plan (priced by number of students) and billing cycle (monthly or annual), and are shown in South African Rand (ZAR).
- We are not registered for VAT, so no VAT is charged on your subscription.
- Fees are billed in advance on your selected billing day, via your chosen payment method (EFT or PayFast card debit).
- If your student numbers grow beyond your plan’s limit, we may move you to the appropriate higher plan, with notice.
- You are responsible for keeping your payment details current. If a payment fails, we may suspend access until the amount owed is paid.
4. Cancellation and refunds
- You may cancel at any time from your account or by contacting us at hello@taekwondo.org.za.
- Cancellation takes effect at the end of your current paid period, and you keep access until then.
- Fees already paid are non-refundable. Where we consider it appropriate, we may at our discretion issue a credit note to be applied against future fees.
5. Suspension and termination by us
We may suspend or terminate your account if you materially breach these Terms (including non-payment or prohibited use), giving you reasonable notice and an opportunity to remedy the problem where practical. Serious misuse may result in immediate suspension.
6. Acceptable use
You agree not to use the Service unlawfully, to upload harmful or infringing content, to attempt to breach its security, or to use it to send unsolicited marketing. You are responsible for all activity under your account and for keeping login credentials secure.
7. Availability and support
We aim to keep the Service available and reliable, but we do not guarantee uninterrupted or error-free operation. We may carry out maintenance, and will try to give notice of planned downtime. Support is provided by email at hello@taekwondo.org.za, and we will respond as promptly as we reasonably can.
8. Intellectual property
The Service, its software and its branding remain our property. You retain ownership of the content and data you put into the Service. You grant us the limited right to host and process that content solely to provide the Service to you.
9. Limitation of liability
To the maximum extent permitted by law, we are not liable for indirect or consequential losses (including lost profits or lost data). Our total liability for any claim relating to the Service is limited to the fees you paid us in the three months before the claim arose. Nothing in these Terms limits any liability that cannot lawfully be limited, including under the Consumer Protection Act or the Protection of Personal Information Act (POPIA).
10. Changes to these Terms
We may update these Terms from time to time. We will notify you of material changes, and your continued use of the Service after a change takes effect means you accept the updated Terms.
11. Governing law
These Terms are governed by the laws of the Republic of South Africa, and you agree to the jurisdiction of its courts.
Part B — Privacy Policy (POPIA)
This Privacy Policy explains how personal information is handled when you use the Service. It forms part of these Terms.
12. Roles: who is responsible for personal information
You remain the Responsible Party for the personal information of your students, guardians and staff. We act as your Operator (processor) — we handle that information only to provide the Service and on your instructions. You are responsible for having a lawful basis and the necessary consents to collect and share that information, including obtaining parental or guardian consent for students under 18.
13. Information we process
- Club account information: your name, email, phone, school name and address, and billing details.
- Member information you enter: student and guardian names, contact details, dates of birth, belt/grading history, attendance, and membership and payment records.
- Optional face signature: where a club enables facial-recognition check-in, a numeric face signature (never a photograph) — see the facial-recognition section below.
- Technical information: log data needed to operate and secure the Service.
14. How we use information
We use personal information to provide and maintain the Service, process subscription payments, provide support, keep the Service secure, and communicate with you about your account. We do not sell your data or your members’ data, and we do not use it for advertising.
15. Children’s information
Much of the member information in the Service relates to children. We process it only as an Operator on your instructions. As the Responsible Party, you must ensure you have valid parental or guardian consent, as required by POPIA, before entering a child’s personal information into the Service.
16. Facial-recognition check-in (optional)
Some clubs offer optional facial-recognition check-in. It is never automatic — a student, or a parent/guardian for a student under 18, must give explicit consent before it is enabled. When enabled, the check-in device converts the face into a numeric signature (a mathematical template) used only to recognise the student at class check-in. We do not store photographs for this feature — the face image is processed on the device and is not saved or transmitted; only the numeric signature is stored, and it cannot be turned back into a photograph. The signature is never sold or shared. Consent can be withdrawn at any time from the parent/guardian portal, which permanently and immediately deletes the stored face signatures.
17. Sharing and sub-operators
We share personal information only with service providers who help us run the Service — such as our payment processor (PayFast), our hosting provider, and our email provider — and only to the extent needed to deliver the Service. These providers are engaged under appropriate confidentiality and data-protection safeguards. We may also disclose information where required by law.
18. Where your data is stored, and security
Your data is hosted on servers located in South Africa. We apply reasonable technical and organisational measures to protect personal information against loss, unauthorised access and misuse, and we will notify you without undue delay if we become aware of a security compromise affecting your data.
19. Retention and deletion
We keep personal information for as long as your account is active. If your account is terminated, you may export your data within 30 days, after which we may delete it in the normal course, unless the law requires us to keep it for longer.
20. Your rights under POPIA
Individuals have the right to ask for access to their personal information, to have it corrected or deleted, and to object to certain processing. Because we act as the Operator, requests about a club’s members should be directed to that club (the Responsible Party) in the first instance. You may also lodge a complaint with the Information Regulator of South Africa. To exercise any right relating to your own club-account information, contact us at hello@taekwondo.org.za.
21. Cookies
The Service uses cookies that are necessary for it to function, such as keeping you signed in. We do not use advertising or third-party tracking cookies.
22. Changes to this Privacy Policy
We may update this Privacy Policy from time to time. Material changes will be notified in the same way as changes to these Terms.
Contact
Douglas Hoseck, trading as Taekwondo Studio Manager — hello@taekwondo.org.za
