DOJO CORE
Legal

Terms of Service

Last updated: 2026-09-21

These Terms of Service (the “Terms”) set out the conditions on which KABUSHIKI GAISYA LETS BJJ (corporate number3011101104512, “we”, “us”) provides DOJO CORE, a member management system for martial arts academies (the “Service”). The academy that signs up (“you”, “the academy”) uses the Service on these Terms.

1. Scope

  1. These Terms govern the whole of the relationship between you and us in relation to the Service.
  2. The Service is provided as a business tool for businesses (companies or sole traders). You use it for business purposes.
  3. “You” means the academy that signs up. The members your academy manages through the Service are not parties to these Terms. Their personal information is handled under ourPrivacy Policy and under your own privacy practices.

2. What the Service is

  1. A member management system: the roster, check-in at the front desk, a digital membership card in Apple Wallet or Google Wallet, a page for each member, the class schedule and academy announcements.
  2. Each academy gets its own database and its own running environment. We do not share data between academies.
  3. The Service is configured per academy. What it does for your academy is what we agree in writing (email included) before configuration starts.
  4. The Service requires an internet connection. While your line or network is unavailable, the Service cannot be used.

3. Signing up

  1. You apply in the manner we specify, having accepted these Terms.
  2. We may decline an application where we judge that:
    • the information given is false;
    • the applicant has previously been suspended for breach of these Terms;
    • the applicant is, or may be, connected to organised crime; or
    • for reasons of the same kind — the safety of the Service, compliance with law, or the protection of third parties — it would not be reasonable to accept the application.

4. Your account

  1. You are responsible for looking after your administrator credentials (email address, password and the like).
  2. You must not transfer, lend or share those credentials with anyone who is not authorised.
  3. If you think credentials may have leaked, tell us immediately. We are not liable for loss arising from unauthorised use of your account, unless that use arose from our intent or negligence.

5. Fees and payment

  1. Setup — from $500, charged once before configuration starts. What you ask for changes the amount, so we always send a quote before beginning. Quotes are free.
  2. Monthly — $100–$200, by member count: up to 300 members is $100 a month, above 300 members it is $200 a month. We confirm the figure in writing before the first invoice and bill it in advance on the same day each month.
  3. Changes later — $50–$100 per request. We quote free of charge and start only once you accept.
  4. The Service is a subscription and renews automatically each month unless you cancel.You can cancel through the contact form (dojo-core.com/contact) or by email (hello@dojo-core.com). Cancel by the day before your next billing date and you are not charged again. You keep access until the end of the current billing period. Fees already paid are not refunded, except as set out in Refunds and Cancellation.
  5. Additional locations are priced per location. We can give you one combined view across them, but the fee still reflects the number of locations. Simply moving premises stays on the same contract.
  6. Payment is by credit card (processed by Stripe); bank transfer can be arranged on request. Amounts are in US dollars, or in Japanese yen where we have agreed that. Any tax that applies is added.We charge nothing per member and take no percentage of your tuition.
  7. If we change our fees, we tell you in writing at least 30 days beforehand. Changes never apply to a period already paid for.

6. Term and cancellation

  1. The term is one month, renewing automatically as set out in clause 5.4.
  2. Either of us may cancel at any time in writing. Cancellation takes effect at the end of the period already paid for. For refunds, see Refunds and Cancellation.
  3. If payment is more than 14 days late we may suspend the Service. We always contact you before suspending.

7. Your data

  1. The member information in the Service is yours. We handle it on your instructions, to run the Service (see the Privacy Policy). We do not sell it. We do not train models on it. We do not show it to other academies.
  2. On cancellation we export your roster, attendance history, belts and competition records in a machine-readable format (CSV) and hand them over. We do not hold data hostage.
  3. We remove it from production within 30 days of the final export and from backups within 90 days, except where the law requires us to keep it.

8. What we ask of you, and what you must not do

  1. You agree to:
    • tell your members that their information is held in the Service, and obtain any consent the law requires;
    • keep administrator credentials away from anyone unauthorised, and tell us at once if they may have leaked;
    • use the Service lawfully, and not store information it is not built for (card numbers, medical records and the like);
    • answer your members' questions about how to use it, using the manual we provide; and
    • supply the photos and video shown on in-house monitors.
  2. You must not:
    • break the law or public order;
    • act in connection with criminal activity;
    • infringe the rights of us, other academies, members or third parties;
    • interfere with the running of the Service;
    • attempt unauthorised access or login;
    • extract data in bulk by API or other automated means without our prior permission;
    • resell or redistribute the Service commercially without our consent;
    • register false information or impersonate anyone;
    • provide benefit to organised crime; or
    • do anything of the same kind that is reasonably inappropriate given the smooth running of the Service, the safety of other academies, our standing, or compliance with law.

9. Suspending the Service

We may suspend or interrupt all or part of the Service where:

  • we are carrying out maintenance or an update;
  • earthquake, power failure, fire, war, terrorism, epidemic, a change in the law, an order of a public authority, a failure of underlying infrastructure such as Cloudflare, or anything else beyond our reasonable control makes provision difficult;
  • computers or communication lines stop because of an incident; or
  • for reasons of the same kind it is not reasonably possible to keep providing the Service.

10. Restriction and termination of your account

Where any of the following applies, we may delete data, restrict use, or delete the account. For serious breaches (links to organised crime, criminal activity, payment fraud, serious infringement of our or a third party's rights) we may act without prior notice. Otherwise we first give you a reasonable period — at least 7 days — to put it right, and act only if you do not.

  • you breach these Terms;
  • the information you registered was false;
  • payment is late or unpaid;
  • the account has been unused for a long period and you do not respond to us;
  • it emerges that you are connected to organised crime; or
  • for reasons of the same kind it is not reasonable, given the safety of the Service, compliance with law, or the protection of other academies, for you to keep using it.

11. Availability and support

  1. The Service runs on Cloudflare's network. We do not contractually guarantee an uptime figure, but we fix faults in the Service at no charge.
  2. We answer enquiries within 48 hours, weekends and public holidays included. We work on Japan time, so for academies in other time zones expect that much of a gap.
  3. Support is by email, in English or Japanese.
  4. We do not take enquiries directly from your members. Guidance to members is yours to give, using the manual we provide. Questions from the academy we do answer.

12. Liability

  1. We do not warrant that the Service is complete, accurate, useful, or fit for a particular purpose.
  2. Except where we have acted intentionally or with gross negligence, our liability for loss arising from your use of, or inability to use, the Service is limited to loss that would ordinarily arise.
  3. In any event, for loss caused by our slight negligence, our total liability is capped at the fees you paid us in the 12 months before the loss arose. That cap does not apply (i) where we acted intentionally or with gross negligence, or (ii) where applying it would breach a mandatory provision of law.
  4. Disputes between you and your members, or any third party, arising from the Service are yours to resolve.

13. Changing or ending the Service

  1. We may change the Service, or end it. If we end it, we tell you at least 30 days beforehand, both in the Service and by email to your registered address.
  2. Until the closing date you can export your data, and we hand it over in the form set out in clause 7. After the closing date we delete it once the periods in clause 7 have passed.
  3. Our liability for loss arising from closure of the Service is as set out in clause 12. Where you have paid monthly fees for a period we do not then serve, we refund that part pro rata.
  4. In an emergency caused by natural disaster, war, terrorism, epidemic, a change in the law, an order of a public authority, or anything else beyond our reasonable control, the notice periods above may not apply.

14. Intellectual property

Intellectual property in the Service belongs to us or to those who license it to us. Rights in the data you enter through the Service (member information, announcements, notices and so on) remain yours. We may copy and transmit that data only so far as is needed to provide, display, maintain and back up the Service, and to deal with breaches of these Terms. We do not use it for advertising, promotion or AI training.

15. Changes to these Terms

  1. We may change these Terms under Article 548-4 of the Japanese Civil Code, where (1) the change is in your general interest, or (2) the change does not conflict with the purpose of the contract and is reasonable in light of the need for it, the appropriateness of the new content, and the surrounding circumstances.
  2. Where we do, we set an effective date and tell you — the fact of the change, the new content and the effective date — at least 30 days beforehand, both in the Service and by email to your registered address.
  3. If you do not accept the change you may cancel before the effective date, and the new Terms will not apply to you.
  4. If you keep using the Service on or after the effective date, you are taken to have accepted the change.

16. Notices

Notices between us are given in the manner we specify. A notice we send to your registered email address is treated as delivered. If it does not arrive for a reason on your side — an address that is no longer valid, for instance — it is treated as delivered when we sent it. For serious notices (suspension, a change to these Terms, data deletion, closure of the Service) we also post them in the admin screen where we can.

17. Governing law and jurisdiction

  1. These Terms are governed by Japanese law.
  2. The Tokyo District Court has exclusive jurisdiction at first instance over any dispute relating to the Service, save where the law provides otherwise.

Contact

Company
KABUSHIKI GAISYA LETS BJJ (corporate number 3011101104512 / invoice registration T3011101104512)
Representative
Hiromichi Fujiwara, Representative Director
Address
Nishi-Shinjuku Mizuma Bldg 2F, 3-13 Nishi-Shinjuku 3-chome, Shinjuku-ku, Tokyo 160-0023, Japan
Email
hello@dojo-core.com
Phone
+81-80-5492-6225