Privacy Policy

Kogetsukai, NFP

Effective Date: 3/1/2026

Kogetsukai, NFP (“Kogetsukai,” “we,” “our,” or “us”) is a charitable and educational nonprofit organization dedicated to the preservation and responsible transmission of traditional Japanese martial arts and Japanese cultural practices.

This Privacy Policy explains how we collect, use, and safeguard personal information obtained through our website, registration forms, communications, donations, and participation in Kogetsukai activities.

1. Information We Collect
We collect only the information reasonably necessary to support participation in our programs and organizational activities.

Information you voluntarily provide may include:

• • • Name
    • Email address
    • Phone number
    • Emergency contact information
    • Age or date of birth (for youth programs)
    • Registration or participation information
    • Waiver acknowledgments
    • Communication preferences
    • Donation information

You may provide this information when you:

• • • Register for classes or seminars
    • Contact us through our website
    • Subscribe to newsletters or announcements
    • Make a donation
    • Complete registration or waiver forms

We do not intentionally collect unnecessary personal information.

2. How We Use Information
Information may be used to:

• • • Communicate about classes, events, and schedule updates
    • Maintain participation and attendance records
    • Process registrations
    • Respond to inquiries
    • Provide safety-related communications
    • Maintain internal organizational records
    • Send newsletters or announcements (when subscribed)
    • Acknowledge donations and maintain nonprofit accounting records

We use personal information solely to support our educational and charitable mission.

3. Payment Information
Payments and donations may be processed through trusted third-party providers such as PayPal, Stripe, Zelle, or similar services.

Kogetsukai does not store complete payment card information.

Please review the privacy policies of those payment providers for information regarding their handling of payment data.

4. Information Sharing
Kogetsukai does not sell, rent, or trade personal information.

Information may be shared only when reasonably necessary, including:

• • • With instructors or authorized volunteers for program coordination
    • With governing organizations or federations when required for participation, grading, or membership
    • With trusted service providers supporting registration, communications, or website operations
    • When required by applicable law

5. Data Security
We take reasonable administrative, technical, and organizational measures to safeguard personal information appropriate for a small nonprofit organization.

Organizational records and communications may be maintained using secure cloud-based productivity platforms such as Google Workspace or similar services.

While we strive to protect personal information, no method of electronic transmission or storage is completely secure.

6. Children’s Information
Information regarding minors is collected only with the involvement of a parent or legal guardian for participation in youth programs such as Rising Moon Warriors.

Parents or guardians may request to review or correct their child’s information or request its removal where reasonably possible and consistent with legal or organizational recordkeeping requirements.

7. Media and Photographs
Photographs and video may be taken during classes, demonstrations, seminars, or other Kogetsukai activities for educational, archival, historical, or community communication purposes, as described in participant waivers.

Kogetsukai will make reasonable efforts to honor requests regarding identifiable images, particularly those involving minors, although previously published materials may not always be removable.

8. Electronic Communications
Kogetsukai may communicate with participants using:

• • • Email
    • Telephone
    • SMS/Text messaging
    • Messaging platforms such as WhatsApp

These communications may include:

• • • Schedule changes
    • Class reminders
    • Seminar information
    • Community announcements
    • Safety-related notifications

Participants may opt out of non-essential communications at any time.

Because email and electronic messaging are not completely secure, we ask that sensitive personal or financial information not be sent through these communication methods.

9. Website Analytics and Cookies
Our website may use cookies and analytics services (such as Google Analytics) to understand website usage and improve the visitor experience.

These services may collect technical information including:

• • • Browser type
    • Device type
    • Pages visited
    • Website interaction data
    • Approximate geographic region
    • Anonymous usage statistics

This information is used only to improve our website and understand overall usage trends.

Visitors may manage cookie preferences through their web browser settings.

10. Donation Records
As a nonprofit organization, Kogetsukai maintains records of donations for acknowledgment, accounting, tax reporting, and legal compliance.

Donation information is used solely for organizational administration and is never sold or shared for marketing purposes.

11. Data Retention
Kogetsukai retains personal information only for as long as reasonably necessary to support organizational operations, legal obligations, safety, accounting, historical records, or nonprofit administration.

When information is no longer needed, it will be securely deleted or anonymized where practical.

12. Your Choices
You may request to:

• • • Update or correct your personal information
    • Remove yourself from newsletters or non-essential communications
    • Ask questions regarding how your information is used

Requests will be addressed within a reasonable timeframe.

13. External Links
Our website may contain links to third-party websites or organizations.

Kogetsukai is not responsible for the privacy practices or content of external websites.

14. Changes to This Policy
This Privacy Policy may be updated periodically.

Revised versions will be posted on the Kogetsukai website with an updated effective date.

15. Governing Law
This Privacy Policy is governed by the laws of the State of Illinois, United States, without regard to conflict of law principles.

16. Contact
Questions regarding this Privacy Policy may be directed to:

Kogetsukai, NFP
Email: info@kogetsukai.com

By using the Kogetsukai website or voluntarily providing information through our registrations, forms, donations, or communications, you acknowledge that you have read this Privacy Policy.