Data Privacy Notice

 

 

Our privacy notice provides you with information about how we use your personal data, which we are required by law to give you.

 

For the purposes of this notice Kyushin Ryu Ju Jitsu Association is reference by either the full name ‘Kyushin Ryu Ju Jitsu Association’ or the abbreviation ‘KRJJA’.

 

What types of personal data do we collect?

 

Kyushin Ryu Ju Jitsu Association collects all, or a combination of, the following data.

 

Personal identification information (PII)

 

This is data that can be used to identify you as an individual:

 

  • Your First name

  • Your Surname

  • Your Date of Birth

  • Your Address

  • Your Email address

  • Phone numbers (for the student, emergency contact and parent/guardian as required)

  • Emergency Contact First name

  • Emergency Contact Surname

  • Parent/Guardian First name (if the student is classed as a junior, under 16 years of age)

  • Parent/Guardian Surname (if the student is classed as a junior, under 16 years of age)

  • Any disabilities you may have

  • Any criminal record you may have

  • Your DBS certificate number (if your have been DBS checked as a club instructor or assistant instructor with KRJJA)

  • Your Occupation

  • Any allergies you may have

 

Special Categories of personal data:

Some categories of personal data are more sensitive, these are known as special categories of personal data for example:

  • Racial

  • Biometric data

  • Ethnic origin

  • Religious beliefs

  • Data concerning health, sexual orientation

If you ever disclose this type of personal data to us we will only keep this on record if it is necessary for the services we are providing. Where we do need to keep this data, we will always request your explicit consent. We will only store this data for as long as it is relevant and will check this with you periodically. You have the right to withdraw your consent and if you do, we will delete the special category data from our records.

If you disclose special category personal data to us without us having the opportunity to obtain explicit consent, for example if you send a letter to us detailing your medical situation or inform your club instructor verbally, you will have given your consent for us to process that data.

Where we consider it necessary to record the special category personal data you give to us, we will securely record this information and tell you in writing how we will use it and how you can withdraw your consent.

 

Other non-personal data collected and held by Kyushin Ryu Ju Jitsu Association:

 

  • Your Current association grade as awarded by KRJJA

  • The last date you graded with KRJJA

  • Your KRJJA Budo Pass Number (license number)

  • The KRJJA club the you are affiliated to

  • Whether you are classed as a junior (under the age of 16) or senior (over the age of 16) student

  • Whether or not you are first aid certified (for club instructors and assistant instructors)

  • Date of your first aid certificate expiry

  • Whether or not you are DBS certified (for club instructors and assistance instructors)

  • The payment type you use for your membership and classes (Standing Order or Pay As You Go)

  • Social media preferences

  • T-Shirt Size

How do we collect your data?

You provide all of the personal identification information held by KRJJA, we collect and process the data via the following means:

 

  • Voluntary completion of online contact forms on our website

  • Voluntary completion of our online annual membership / membership renewal forms

  • Voluntary completion of paper-based annual membership / membership renewal forms. This information is then transferred and stored electronically.

  • Voluntary completion of any online registration forms for KRJJA events

How will we use your data?

 

In order to process your personal data we need to have a justified legal basis, this means that processing your personal data must be necessary for one or more of the following:

  • To comply with a legal obligation

  • Where we have a legitimate interest

  • To perform a contract that you are party to

  • When you give us your consent

  • To protect your vital interests

KRJJA collects your data so that we can:

 

  • Manage your membership with KRJJA including contacting you by phone, Email or post

 

  • Provide required information in relation to your insurance as a student or instructor of KRJJA

 

KRJJA will only share your information in the following circumstances:

 

  • To our insurance providers where necessary.
     

  • To provide details to 3rd parties who are hosting events that you have elected to attend. For-instance other martial arts organisation seminars that you choose to attend.

How do we store your data?

 

KRJJA securely stores your data in a hosted database solution. The following primary security precautions are taken:

 

  • All personal identifiable information is encrypted

 

  • The Student Database is only accessible by KRJJA club instructors

 

KRJJA will keep your data as long as you are a member of the association. If you cease to be a member of the association your data will be held for 12 months, after this time your data will be deleted from the database.

Marketing

 

KRJJA do not participate in marketing activities involving individuals information. Your information will not be passed onto third parties for marketing purposes.

Sharing Information to prevent crime or harm

The agencies we may share your personal data with are:

  • The National Crime Agency

  • Any of the UK Emergency Service agencies

If we have reason to believe that you are in immediate danger, we will pass your personal data, including any details we have about your physical or mental health, to the Police and other emergency services in order to protect your vital interests.

 

 

 

What are your data protection rights?

 

We would like to make you aware of your data protection rights in regard to personal data held by us.

 

The right to access

You have the right to request KRJJA for copies of your personal information held.

The right to rectification

You have the right to request that KRJJA correct any information you believe is inaccurate. You also have the right to request KRJJA to complete information you believe is incomplete.

The right to erasure

You have the right to request that KRJJA erase your personal data if you believe we no longer have a lawful basis to process.

 

The right to restrict processing

 

You have the right to request that KRJJA restrict the processing of your data if you believe we are processing your personal data unlawfully.

 

The right to object to processing

 

You have the right to object to KRJJA’s processing of your personal data if you feel we are processing it unlawfully, or it has an unwarranted interference with your interests or rights.

 

The right to data portability

 

You have the right to request that KRJJA transfer the data that we have collected to another organisation, or directly to you, under certain conditions.

 

If you make a request, KRJJA have one month to respond to you. If you would like to exercise any of these rights, please contact us at the following Email address: founder@kyushinryu.com

What are cookies?

 

Cookies are text files placed on your computer to collect standard Internet log information and visitor behaviour information. When you visit our websites, we may collect information from you automatically through cookies or similar technology.

How do we use cookies?

KRJJA reserves the right to use cookies in a range of ways to improve your experience on our website, including:

 

  • Keeping you signed into the website or associated digital services

 

  • Understanding how you use our website and digital services

 

 

What types of cookies do we use?

 

Currently the KRJJA website, www.kyushinryu.com, does not use cookies.

 

There are a number of different types of cookies that may be used, including:

 

  • Functionality – KRJJA may use this type of cookie so that we recognise you on our website and remember your previously selected preferences. These could include what language you prefer and location you are in. A mixture of first-party and third-party cookies may be used.

 

  • Advertising – KRJJA may use this type of cookie to collect information about your visit to our website, the content you viewed, the links you followed and information about your browser, device, and your IP address.

 

 

How to manage your cookies?

 

You can set your browser not to accept cookies, you can also remove cookies from your browser. However, in a few cases, some of our website features may not function as a result.

Privacy policies of other websites

 

The KRJJA website may contain links to other websites. The KRJJA privacy notice applies only to the KRJJA website. If you follow any links from the KRJJA website to another website, you should read their privacy notice / policy.

 

 

Changes to our privacy policy

 

KRJJA keeps our privacy notice under annual review and places any updates on our website. This notice was last updated on 23rd November 2020.

 

 

How to contact us

 

If you have any questions about the KRJJA privacy notice, the data KRJJA holds on you, or you would like to exercise one of your data protection rights, please do not hesitate to contact us.

 

Email us at: founder@kyushinryu.com

 

 

How to contact the appropriate authorities

 

Should you wish to report a complaint or if you feel that KRJJA has not addressed your concern in a satisfactory manner, you may contact the Information Commissioner’s Office.

 

Website: https://ico.org.uk/concerns/

Call: 0303 123 1113

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