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Privacy Policy

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Last updated: 29 July 2026

1. About this policy

Dokan Supportive Martial Arts is committed to respecting and protecting the privacy of our participants, families, guardians, website visitors, workers, contractors and community partners.

This Privacy Policy explains how Dokan Supportive Martial Arts collects, uses, stores, shares and protects personal information.

In this policy, “Dokan,” “we,” “us” and “our” refer to:

Legal entity: DOKAN SUPPORTIVE MARTIAL ARTS PTY LTD
Trading name: Dokan Supportive Martial Arts
ABN: 17 698 041 691
Website: DokanMartialArts.com
Location: 1/62 De Havilland Road Mordialloc, Melbourne, VIC
Privacy contact: support@dokanmartialarts.com

We manage personal information in accordance with applicable Australian privacy and health-records laws.

2. Our services

Dokan provides inclusive and adaptable martial arts programs, primarily for children and teenagers, including:

  • individual support sessions;

  • small-group martial arts classes;

  • Inclusive taekwondo programs;

  • social and community participation activities;

  • confidence, coordination and skill-development programs; and

  • services that may be accessed by NDIS participants.

Our approach is guided by our commitment:

Your Path. Your Pace. Your Power.

3. Personal information we may collect

The information we collect depends on how you interact with us.

We may collect:

  • participant and parent or guardian names;

  • dates of birth and age;

  • residential, postal and email addresses;

  • telephone numbers;

  • emergency contact details;

  • parent, guardian, nominee or representative details;

  • booking and attendance information;

  • program preferences and participation goals;

  • payment, invoicing and transaction information;

  • NDIS participant details where relevant;

  • plan-management type, such as self-managed or plan-managed;

  • support coordinator or plan manager contact details;

  • correspondence, enquiries, feedback and complaints;

  • photographs, video or audio recordings where consent has been provided;

  • website-use and technical information; and

  • information required for employment, contracting or volunteering.

We will only collect information that is reasonably required for our activities, services, legal responsibilities or the safety of participants.

4. Health and sensitive information

Because our programs involve physical activity and may support people with disability, we may need to collect health or other sensitive information.

This may include:

  • disability-related information;

  • relevant medical conditions;

  • allergies;

  • injuries or physical limitations;

  • medication-related instructions relevant to participation;

  • mobility and accessibility requirements;

  • sensory or communication needs;

  • behavioural or emotional support requirements;

  • seizure, asthma, anaphylaxis or emergency-management plans;

  • relevant information from health professionals or support providers;

  • cultural or language requirements; and

  • information about adjustments required for safe participation.

We generally collect sensitive information with the consent of the participant or their authorised parent, guardian, nominee or representative.

We ask families and representatives to provide only information that is relevant to the participant’s safety, support needs and participation.

5. Information about children and teenagers

Most Dokan participants are children or teenagers.

Where appropriate, we collect personal information from a parent, guardian or other authorised representative. We may also collect information directly from a young person where it is reasonable and appropriate for their age, maturity and circumstances.

We aim to:

  • explain information collection in clear and accessible language;

  • involve young participants in decisions that affect them;

  • respect their dignity, preferences and communication needs;

  • obtain appropriate parent or guardian authority;

  • limit information collection to what is reasonably necessary; and

  • avoid publishing identifiable images or stories without appropriate consent.

Parents and guardians must provide accurate information that may affect a young person’s safety or participation.

6. How we collect information

We may collect personal information:

  • through our website;

  • through online enquiry, registration or booking forms;

  • through telephone, email or in-person enquiries;

  • during assessments, trial sessions and program delivery;

  • through participant intake and consent forms;

  • through service agreements and support plans;

  • from parents, guardians, nominees or authorised representatives;

  • from support coordinators, plan managers or support workers;

  • from health or allied-health professionals with appropriate authority;

  • when an incident, injury, complaint or emergency occurs;

  • through surveys, reviews or feedback forms;

  • from payment and accounting platforms;

  • through cookies and website analytics; and

  • during recruitment or contractor engagement.

We may also receive unsolicited information. Where it is not reasonably required, we may securely destroy or de-identify it where lawful and practical.

7. Why we collect and use personal information

We may use personal information to:

  • respond to enquiries;

  • assess whether our programs are suitable for a participant;

  • register participants and arrange trial sessions;

  • design appropriate program adjustments;

  • deliver safe and person-centred services;

  • communicate with participants, families and authorised representatives;

  • manage attendance, scheduling and cancellations;

  • prepare participant support and risk-management plans;

  • respond to medical events, incidents or emergencies;

  • communicate with support coordinators, plan managers and other authorised providers;

  • prepare invoices, receipts and payment records;

  • maintain insurance, accounting and business records;

  • manage complaints, feedback and incidents;

  • improve our programs and customer experience;

  • train, supervise and support workers;

  • meet safeguarding and child-safety responsibilities;

  • comply with applicable laws, regulations and lawful requests;

  • maintain website security and functionality; and

  • send service updates or marketing communications where permitted.

We will not use personal information for an unrelated purpose unless we have consent or are otherwise permitted or required to do so.

8. NDIS-related information

Where a participant uses NDIS funding or receives disability-related support, we may collect and use information required to:

  • confirm the participant’s identity and funding-management arrangement;

  • understand the participant’s goals and support requirements;

  • enter into and administer a service agreement;

  • communicate with authorised representatives;

  • submit invoices to a plan manager or participant;

  • maintain service-delivery records;

  • demonstrate that an agreed service was delivered;

  • manage incidents, complaints and safeguarding concerns; and

  • comply with applicable NDIS requirements.

We do not require access to a participant’s complete NDIS plan unless the information is genuinely required and the participant or authorised representative agrees to provide it.

Providing NDIS information does not guarantee that a service will be funded. Participants and their representatives remain responsible for confirming that services are consistent with their plan and funding arrangements.

9. Photographs, video and testimonials

We may request separate consent to take or use photographs, video recordings, testimonials or participant stories.

Consent may specify whether content can be used for:

  • participant progress records;

  • internal training;

  • communication with families;

  • the Dokan website;

  • social media;

  • printed promotional material; or

  • community or funding presentations.

Refusing promotional-media consent will not prevent a participant from accessing our services.

Consent may generally be withdrawn for future use by contacting us. We may not be able to remove material that has already been lawfully printed, published, shared or archived, although we will take reasonable steps where practical.

10. When we may share information

We may disclose personal information to:

  • parents, guardians, nominees or authorised representatives;

  • instructors, employees, contractors and volunteers who require the information;

  • support coordinators, plan managers and support workers;

  • health or allied-health professionals with consent or appropriate authority;

  • emergency services where necessary;

  • insurers, auditors, accountants and professional advisers;

  • payment-processing and accounting providers;

  • website, hosting, booking, communication and information-technology providers;

  • government, regulatory or safeguarding bodies where required;

  • law-enforcement agencies where legally authorised; and

  • another organisation involved in a business restructure, subject to appropriate confidentiality and legal requirements.

We may disclose information without consent where reasonably necessary to respond to a serious threat to health or safety, address suspected abuse or neglect, manage an emergency, or comply with a legal obligation.

We do not sell personal information.

11. Overseas service providers

Some technology, cloud-storage, email, website, analytics, booking or payment providers may store or process information outside Australia.

Where we use overseas service providers, we will take reasonable steps to understand their privacy and security practices and to select providers appropriate for the information involved.

The countries in which information may be processed can depend on the providers we use from time to time. Contact us for current information about relevant overseas providers.

12. Website information, cookies and analytics

When you use our website, we may automatically collect technical information such as:

  • internet protocol address;

  • browser and device type;

  • operating system;

  • approximate location;

  • pages visited;

  • referring website;

  • date and time of access; and

  • interactions with website features.

Our website may use cookies or similar technologies to:

  • operate website functions;

  • remember preferences;

  • monitor website performance;

  • understand how visitors use the website;

  • improve content and navigation; and

  • support advertising or campaign measurement where enabled.

You can adjust cookie permissions through your browser. Disabling cookies may affect some website functions.

Where non-essential tracking or advertising technologies are used, Dokan should provide an appropriate cookie notice or consent mechanism.

13. External websites and social media

Our website may contain links to external websites, social-media pages or third-party platforms.

We are not responsible for the privacy practices, security or content of external services. You should review the privacy policies of those services before providing personal information.

Information posted publicly on social media may be visible, copied or shared by others. Participants and families should avoid posting confidential information in public comments.

14. Marketing communications

With appropriate permission, we may send information about:

  • program openings;

  • school-holiday activities;

  • events;

  • timetable changes;

  • community initiatives;

  • new locations; or

  • other Dokan services.

You may unsubscribe by using the unsubscribe option provided or by contacting us.

We may still send administrative messages relating to bookings, payments, safety, service delivery or an existing relationship.

15. Storage and security

We may hold information electronically, in paper records or through authorised service providers.

We take reasonable steps to protect personal information from:

  • loss;

  • unauthorised access;

  • misuse;

  • interference;

  • modification;

  • disclosure; and

  • destruction.

Our safeguards may include:

  • access controls and passwords;

  • multifactor authentication where available;

  • secure cloud systems;

  • staff confidentiality obligations;

  • role-based access;

  • secure disposal procedures;

  • record-access monitoring;

  • worker privacy and information-security training;

  • physical security for paper records; and

  • incident and data-breach response procedures.

No internet transmission or storage system is completely secure. Participants and families should avoid sending highly sensitive information through unsecured channels unless requested.

16. Retention and disposal

We retain personal information only for as long as it is reasonably required for:

  • delivering services;

  • participant safety;

  • insurance;

  • accounting and taxation;

  • incident and complaint management;

  • safeguarding;

  • employment and contractor administration; and

  • applicable legal or regulatory requirements.

When information is no longer required, we will take reasonable steps to securely destroy or de-identify it, unless it must be retained.

Retention periods may differ depending on the participant’s age, the type of record and the purpose for which it was created.

17. Accessing personal information

You may request access to personal information we hold about you or a participant you are authorised to represent.

We may ask you to:

  • make the request in writing;

  • verify your identity;

  • demonstrate your authority to act for another person; and

  • clarify the information requested.

We will respond within a reasonable period. Access may be refused or limited where permitted by law, including where providing access would unreasonably affect another person’s privacy or create a serious safety risk.

Where access is refused, we will generally explain the reason and available complaint options.

18. Correcting information

Please contact us if you believe information we hold is inaccurate, incomplete, out of date, irrelevant or misleading.

We will take reasonable steps to review and, where appropriate, correct the information.

Participants, parents and representatives should promptly notify us about changes to:

  • emergency contacts;

  • medical conditions;

  • allergies;

  • medication instructions;

  • accessibility requirements;

  • support needs; or

  • authorised representatives.

19. Data breaches

If personal information is lost, accessed or disclosed without authorisation, we will assess the incident and take reasonable steps to contain and respond to it.

This may include:

  • securing affected systems;

  • investigating what occurred;

  • reducing possible harm;

  • notifying affected individuals where appropriate;

  • notifying relevant regulators where legally required; and

  • improving our systems and procedures.

20. Privacy complaints

You may contact us if you have a privacy concern or believe we have mishandled personal information.

Please provide:

  • your name and contact details;

  • a description of your concern;

  • relevant dates or events;

  • the outcome you are seeking; and

  • any supporting documents.

Send privacy complaints to:

Privacy Officer
Dokan Supportive Martial Arts
Email: support@dokanmartialarts.com
Postal address: 1/62 De Havilland Road Mordialloc
Telephone: NA

We will acknowledge the complaint and aim to respond within a reasonable period.

If you are not satisfied with our response, you may be able to contact an applicable privacy, health-records, consumer or regulatory body.

21. Anonymity and pseudonyms

Where practical, you may interact with us anonymously or using a pseudonym, such as when making a general website enquiry.

We may require accurate identification where it is necessary for:

  • participant registration;

  • child safety;

  • emergency management;

  • service agreements;

  • NDIS-related administration;

  • invoicing;

  • insurance;

  • legal obligations; or

  • safe program delivery.

22. Changes to this policy

We may update this Privacy Policy when our services, systems, service providers or legal responsibilities change.

The current version will be published on our website with its effective date. Material changes may also be communicated directly where appropriate.

23. Contact us

Questions, access requests, correction requests and privacy complaints can be directed to:

Dokan Supportive Martial Arts
Legal entity: DOKAN SUPPORTIVE MARTIAL ARTS PTY LTD
ABN: 17 698 041 691
Privacy Officer: Ali Zeinal
Email: support@dokanmartialarts.com
Telephone: NA
Postal address: 1/62 De Havilland Road Mordialloc, Melbourne, VIC
Website: DokanMartialArts.com

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