Policy
Privacy Policy
Seiikan respects your right to privacy under the Privacy Act 1988 (Cth) and is committed to complying with all its requirements regarding the collection, use, and disclosure of your personal information.
Collection and Use of Personal Information
We may collect, use, and disclose your personal information for the following purposes:
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to register you for training and communicate with you about dojo activities;
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to send you updates and notices related to your membership and other activities of Seiikan, the ACT Kendo Renmei (ACTKR), and the Australian Kendo Renmei (AKR);
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to respond to your enquiries and provide you with relevant information;
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to update and maintain accurate records of your contact and membership details; and
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to comply with any applicable laws, regulations, or lawful directives issued by territory or federal authorities.
Disclosure to Third Parties
We may disclose your personal information to:
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the ACTKR and AKR for purposes including membership registration, competition entry, grading eligibility, and other related administrative activities.
Your personal information will not be shared, sold, rented, or otherwise disclosed to third parties except as described above or as required by law.
Safety, Conduct & Training Guidelines
Seiikan Dojo is committed to providing a safe, respectful, and disciplined environment for all practitioners. All members and visitors must adhere to the following guidelines:
1. Punctuality and Attendance
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Members must arrive on time and remain for the full duration of training unless prior approval to arrive late or leave early has been granted by the head instructor.
2. Behaviour and Dojo Etiquette
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All members must comply with safe conduct directions during training.
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All individuals must conduct themselves with integrity, courtesy, and mutual respect at all times.
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Disruptive behaviour, including loud or inappropriate conversation, laughter, horseplay, use of profanity, or obscene gestures, is strictly prohibited.
3. Representation and Responsibility
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No member or participant shall engage in behaviour, communication, or actions that is disrespectful to other members or may bring disrepute to Seiikan Dojo.
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Members must not participate in, nor fail to report, any activity that could cause harm to themselves or others during training.
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It is the responsibility of each member to understand and uphold these requirements. If clarification is required, members should seek guidance from the dojo manager or head instructor.
4. Uniform and Equipment Standards
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Upon progression to bogu (armour) training, the traditional keiko-gi and hakama are mandatory and must be clean and neatly presented.
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All training equipment, including bogu and shinai (bamboo sword), must be properly maintained and safe for use.
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The use of shinai with cracked, splintered, or damaged bamboo slats or fittings is strictly prohibited
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If a shinai becomes damaged during training, it must be withdrawn from use immediately and may only be used again once it has been repaired and approved by the head instructor.
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Members are responsible for ensuring that their bogu is fitted and maintained properly for safe use. Himo (cords) must be maintained in good condition and at the correct length. Members must learn how to wear each bogu component correctly.
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Members unsure about the safety or condition of their equipment must notify the head instructor before use.
5. Health and Medical Considerations
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Any medical conditions, injuries, or disabilities that may affect training must be disclosed to the dojo manager or head instructor prior to participation.
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To avoid injury, members are responsible for informing the dojo manager or any instructor of any condition that may be relevant to any kendo techniques or aspect of kendo training.
6. Hygiene and Cleanliness
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Members are expected to maintain high standards of personal hygiene.
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Training uniforms and equipment must be kept clean. This includes using clean tenugui before each training session and wiping men and kote after each training.
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The dojo space must be left tidy at the end of each session.
7. Fees and Financial Obligations
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Training fees must be paid in full prior to the commencement of each session.
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For information on refunds or adjustments, please refer to the Seiikan Refund & Adjustment Policy.
8. Insurance and Liability
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Seiikan, as an affiliated dojo under the Australian Kendo Renmei (AKR), is covered by the AKR’s national insurance program, which provides accident and liability insurance for registered members. The insurance is arranged through Sportscover Australia Pty Ltd and includes limited cover for injuries sustained during official training sessions, competitions, and other approved kendo activities as outlined in the policy.
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Details of the insurance coverage, including policy wording and claim procedures, are available on the AKR website: https://www.kendoaustralia.asn.au/content/?page_id=31.
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Coverage is subject to the terms, conditions, and exclusions set out in the policy. Members are encouraged to review the policy in full and consider arranging their own additional private health insurance where appropriate.
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Seiikan is not responsible for any personal belongings left unattended at training.
9. Disciplinary Measures
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Breaches of these guidelines may result in disciplinary action, including warnings, temporary suspension, or permanent termination of membership.
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The head instructor and dojo manager reserve the right to take appropriate action in response to any conduct that compromises the safety, integrity, or values of the dojo.
By participating in training at Seiikan Dojo, all members and visitors agree to these terms and agree to contribute to a respectful, disciplined, and safe Kendo Dojo environment.
Refund & Adjustment Policy
We kindly ask all members, visitors and participant to review the following policy before submitting payment. This ensures transparency and allows us to maintain a fair and sustainable training environment.
Membership Fee
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All membership fees (including full AKR/ACTKR registration and dojo-only membership) are non-refundable and non-transferable once payment has been made, regardless of training attendance.
Training Fees – Casual Pass, 3-Month & Month-to-Month
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Payments for Casual Passes, 3-Month and Month-to-Month plans are non-refundable and non-transferable once processed.
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If you have not yet attended any training sessions, you may request to reschedule your session or shift your training to a future date or month.
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However, once any training session within a given month has been attended, that month’s fee is considered used in full and is not eligible for refund or adjustment.
Training Fees – Full-Year & Half-Year Plans
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Training fees under the Full-Year or Half-Year plans are not refundable by default.
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In the event of serious injury or permanent relocation, members may request a cancellation or temporary pause of their plan.
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In such cases, the training fee will be recalculated based on the Month-to-Month rate for sessions already attended, and the remaining balance may be refunded or credited, subject to review.
For any special circumstances, please contact Dojo Manager Olivia He at admin@seiikan.com.au. We are committed to handling each case with fairness, respect, and understanding, while also safeguarding the sustainability of the dojo.
Under 18 Participation & Safeguarding Policy
Seiikan Kendo Dojo Canberra is committed to providing a safe, respectful and supportive environment for children and young people participating in Kendo.
This policy applies to all participants under 18 years of age and to members, instructors, officials and volunteers interacting with them through Seiikan activities.
This policy operates alongside, and does not replace, the Australian Kendo Renmei (AKR) National Integrity Framework – Safeguarding Children and Young People Policy.
1. Participation and Parental Consent
A participant under 18 must have parent or legal guardian consent before participating in Seiikan activities.
Participation is also subject to approval by the Head Instructor, Dojo Manager or session instructor, taking into account the participant's:
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age and maturity;
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kendo experience and physical development;
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ability to participate safely; and
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available supervision and training environment.
Parental consent does not guarantee participation in every training activity. An instructor may modify, restrict or stop participation where reasonably necessary for safety or wellbeing.
A new Parent/Guardian Consent & Emergency Information Form must be completed for each membership year.
2. Supervision and Attendance
For a first visit or trial session, a parent or guardian should normally remain at the venue unless otherwise agreed with the Dojo.
Ongoing junior members may attend independently where approved by both the parent or guardian and the Dojo, having regard to age, maturity and safeguarding considerations.
Parents and guardians remain responsible for appropriate arrival, collection and transport arrangements.
3. Safe Training
Training involving a participant under 18 must be appropriate to their age, physical development, experience and ability.
Adult training partners must exercise appropriate control and follow the directions of the instructor responsible for the session.
Physical contact must have a legitimate Kendo training or safety purpose and must never be punitive, humiliating or inappropriate.
A young participant's decision to stop or decline an activity because they feel unsafe, injured or uncomfortable must be respected.
4. Safeguarding and Conduct
All interactions with participants under 18 must be respectful, appropriate and related to legitimate dojo activities.
Bullying, harassment, abuse, grooming, discrimination, sexualised behaviour, inappropriate physical contact or humiliating or degrading treatment will not be tolerated.
Kendo tradition, discipline, hierarchy, grade or seniority does not justify inappropriate behaviour.
Interactions should occur in open and observable environments wherever reasonably practicable.
All adults interacting with young participants through Seiikan activities must comply with the Seiikan Child Safe Code of Conduct.
5. Communication, Privacy and Media
Communication concerning a participant under 18 should normally include or be directed through their parent or guardian.
Unnecessary private one-to-one electronic communication between an adult in a position of authority and a young participant should be avoided.
The privacy of young participants must be respected, particularly in changing and bathroom facilities.
Identifiable photographs or videos of a young participant may only be used by Seiikan where appropriate parent or guardian consent has been provided.
6. Activities Outside Regular Training
Separate parent or guardian consent may be required for competitions, seminars, camps, organised transport, interstate travel, overnight activities or other activities outside regular dojo training.
Consent to regular training does not automatically extend to these activities.
7. Safety and Emergency Information
Parents and guardians must provide current emergency contact details and information reasonably necessary for safe participation.
In an emergency, Seiikan may provide or arrange reasonable first aid, contact emergency services and take reasonable immediate action to protect the participant's health and safety.
8. Safeguarding Requirements
Instructors, Dojo manager and other persons undertaking relevant roles must meet applicable ACT Working with Vulnerable People requirements and applicable AKR, ACTKR and Sport Integrity Australia safeguarding requirements.
9. Concerns and Reporting
Any concern regarding the safety or wellbeing of a participant under 18 should be raised promptly with the Head Instructor, Dojo Manager or another appropriate dojo representative.
Safeguarding concerns, allegations or disclosures will be treated seriously and managed or referred in accordance with applicable legal and governing-body requirements.
Where there is an immediate risk to a child's safety, the appropriate emergency or statutory authority should be contacted.
No person will be disadvantaged for raising a genuine safeguarding concern in good faith.
10. Dojo Authority
The safety and wellbeing of young participants takes priority over participation, training outcomes, competition results, grade or seniority.
Seiikan may place reasonable conditions on, modify, suspend or decline participation where necessary for safety, safeguarding, supervision or appropriate training.
By participating in training at Seiikan Dojo, all members and visitors agree to these terms and agree to contribute to a respectful, disciplined, and safe Kendo Dojo environment.
Child Safe Code of Conduct
This Code applies to all instructors, officials, adult members and volunteers interacting with participants under 18 through Seiikan activities.
Adults must:
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treat young participants with dignity, fairness and respect;
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place safety and wellbeing ahead of training outcomes, grade or seniority;
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maintain appropriate personal and professional boundaries;
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ensure training intensity and physical contact are appropriate to age, physical development and experience;
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listen and respond if a young participant is injured, uncomfortable or concerned;
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keep interactions open and observable wherever reasonably practicable;
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use appropriate dojo communication channels and involve parents or guardians where appropriate;
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respect privacy, including in changing and bathroom facilities; and
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promptly raise any safeguarding concern with the Head Instructor, Dojo Manager or appropriate authority.
Adults must not:
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bully, harass, abuse, groom, discriminate against or humiliate a young participant;
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engage in sexualised behaviour or inappropriate physical contact;
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use physical punishment or unsafe training as discipline;
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use kendo hierarchy, grade or instructor status to justify inappropriate behaviour;
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create secretive or inappropriate relationships with a young participant;
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engage in unnecessary private one-to-one communication or isolated interaction;
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photograph or record young participants contrary to Dojo consent arrangements;
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privately transport a young participant on behalf of the Dojo without appropriate parent or guardian approval; or
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ignore, conceal or privately dismiss a safeguarding concern or disclosure.
Kendo Training
Appropriate physical contact during normal Kendo training is permitted where it has a legitimate instructional or training purpose.
Adult members must exercise appropriate control when training with young participants and follow any restrictions or directions given by the instructor.
If a Concern is Raised
Listen and take the concern seriously. Do not promise secrecy or conduct your own investigation. Record relevant information where appropriate and report the matter promptly through the appropriate safeguarding process.
Immediate safety concerns should be referred to the appropriate emergency or statutory authority.
All adults participating in Seiikan activities are expected to comply with this Code.
Breaches may result in restrictions, suspension, referral to ACTKR, AKR or Sport Integrity Australia, or referral to an appropriate authority where required.
By participating in training at Seiikan Dojo, all members and visitors agree to these terms and agree to contribute to a respectful, disciplined, and safe Kendo Dojo environment.