Instructor Privacy Policy

Effective date: 5 July 2026 · Last updated: 5 July 2026

1. Introduction

UMAI Qatar Karate ("UMAI Qatar", "we", "us", or "our") is committed to protecting the privacy of the instructors, coaches, and training staff who deliver our karate programs in Doha, Qatar. This Instructor Privacy Policy explains what personal information we collect from you as an instructor, how we use and safeguard it, and the rights you have over that information.

This policy applies to all current and prospective instructors engaged by UMAI Qatar, whether as full-time staff, part-time coaches, or contracted trainers. It should be read alongside any employment or engagement contract you have signed with us.

2. Information We Collect

To onboard and manage instructors, we may collect the following categories of information:

• Identity information: full name, date of birth, gender, nationality, and copies of Qatar ID / passport.
• Contact details: phone number(s), email address, and residential address.
• Professional information: martial arts rank and belt certifications, teaching qualifications, prior coaching experience, and references.
• Employment records: contracts, work permits, visa status, bank details for salary payments, and attendance or timesheet records.
• Photographs and video: images or footage taken during classes, demonstrations, or events, which may be used for promotional purposes with your consent.
• Health and safety information: any medical information you choose to disclose that is relevant to your ability to safely instruct physical training sessions.
• Communications: messages, emails, or call records relating to scheduling, student progress, or academy administration.

3. How We Use Your Information

We use instructor information for purposes including:

• Verifying identity, qualifications, and eligibility to work in Qatar.
• Scheduling classes, batches, and events, and coordinating with students and parents.
• Processing salaries, benefits, and any contractual payments.
• Maintaining internal records for performance reviews and professional development.
• Promoting the academy through our website and social media, where you have given consent to the use of your photo, video, or bio.
• Complying with Qatari labour law and other applicable legal or regulatory obligations.

4. Background & Certification Checks

Because instructors work directly with children and families, UMAI Qatar may carry out reasonable verification checks, including confirming martial arts certifications, professional references, and — where required by law or academy policy — a police clearance or conduct declaration. Information gathered during this process is used solely to assess suitability for a coaching role and is kept confidential.

5. Sharing of Information

We do not sell instructor personal information. We may share limited information with:

• Government or regulatory bodies where required for work permits, visas, or labour compliance in Qatar.
• Payroll processors or banks, solely to facilitate salary payments.
• Certifying martial arts federations or bodies, to verify or renew rank and coaching credentials.
• Service providers who support academy operations (for example, scheduling or communication tools), under confidentiality obligations.

We will never share your personal information with third parties for their own marketing purposes without your explicit consent.

6. Access to Student Data

In the course of teaching, instructors may have access to student and parent contact details, attendance records, and progress notes. Instructors must only use this information for legitimate coaching purposes, must not share it outside the academy, and must handle it in line with this policy and the Student Privacy Policy.

7. Data Retention

We retain instructor personal information for as long as your engagement with UMAI Qatar continues, and for a reasonable period afterward to meet legal, tax, and record-keeping obligations under Qatari law. Once no longer required, records are securely deleted or anonymised.

8. Data Security

We apply appropriate administrative, technical, and physical safeguards to protect instructor information from unauthorised access, loss, misuse, or disclosure. Access to sensitive records (such as ID copies or bank details) is limited to authorised academy administrators.

9. Your Rights

Subject to applicable law, you may request to:

• Access the personal information we hold about you.
• Correct inaccurate or outdated information.
• Withdraw consent for the use of your photo or video in promotional materials.
• Request deletion of your information once your engagement with UMAI Qatar ends, subject to our legal retention obligations.

To exercise any of these rights, please contact us using the details below.

10. Cookies & Website Data

If you interact with our website or online forms (for example, to submit availability or documents), we may use basic cookies to keep the site functioning correctly. We do not use your instructor data for third-party advertising.

11. Changes to This Policy

We may update this Instructor Privacy Policy from time to time to reflect changes in our practices or legal requirements. The "Last updated" date at the top of this page will indicate the most recent revision. Significant changes will be communicated to instructors directly.

12. Contact Us

If you have questions about this policy or how your information is handled, please reach out to us: