PRIVACY NOTICE FOR OUR MEMBERS

We are committed to respecting your privacy. This notice is to explain how we may use personal information we collect before, during and after your membership with us. This notice applies to you if you have registered to become or are a member of our organization. This notice explains how we comply with the law on data protection, what your rights are and for the purposes of data protection we will be the controller of any of your personal information.

References to weour or us in this privacy notice are to the International Sport Karate Organization (“IKO”).

We have not appointed a Data Protection Officer to oversee our compliance with data protection laws as we are not required to do so, but IKO headquarters has overall responsibility for data protection compliance in our organization.  Contact details are set out in the “Contacting us” section at the end of this privacy notice.

Personal Information we may collect from you

In registering for membership with us, you may initially provide us with or we may obtain personal information about you, such as information regarding your:

  • personal contact details that allows us to contact you directly such as name, title, email addresses and telephone numbers;
  • date of birth;
  • gender;
  • membership start and end date;
  • records of your attendance at any events or courses hosted by us;
  • images in video and/or photographic form;
  • your marketing preferences so that we know whether and how we should contact you;
  • details of next of kin, family members, coaches and emergency contacts;
  • records and assessment of any grading or details regarding events or courses attended.

Where we collect your information

We typically collect personal information about our members when you apply to become a member of IKO.

If you are providing us with details of next of kin, family members and emergency contacts they have a right to know and to be aware of how what personal information we hold about them, how we collect it and how we use and may share that information.  Please share this privacy notice with those of them whom you feel are sufficiently mature to understand it.  They also have the same rights as set out in the “Your rights in relation to personal information” section below.

Uses made of the information

The table below describes the main purposes for which we process your personal information, the categories of your information involved and our lawful basis for being able to do this.

 

           

                Purpose

 

           Personal

         information

               used

              

              Lawful basis

 

 

To administer any membership you have with us and managing our relationship with you

 

All contact and membership details

 

This is necessary to enable us to properly manage and administer your membership contract with us

 

To send you information which is included within your membership, including details about events and courses

 

Contact and membership details

 

This is necessary to enable us to properly manage and administer your membership contract with us

 

To send you other information we think you might find useful or which you have requested from us, including newsletters, information about IKO membership and  relevant events and course

 

Contact details and marketing preferences

 

Where you have given us your explicit consent to do so

 

To answer your queries or complaints

 

Contact details and records of your interactions with us

 

We have a legitimate interest to provide complaint handling services to you in case there are any issues with your membership

 

Retention of records

 

Images in video and/or photographic form.

 

Members, and in particular parents of junior members, are advised that video and/or photographic form images will be used for the purposes of promoting IKO. In registering with IKO members give their consent (or parents give such consent on behalf of junior members) to the same. Members, and parents of junior members, have the right to withdraw their consent for such use of these images at any time by contacting us as described in the “Contact us” section below

 

To administer your attendance at any courses or events

 

All contact and membership details

 

This is necessary to enable us to register you on to and properly manage and administer your attendance at the course or event.

For some of your personal information you will have a legal, contractual or other requirement or obligation for you to provide us with your personal information.  If you do not provide us with the requested personal information we may not be able to admit you as a member or we may not be able to properly perform our contract with you or comply with legal obligations and we may have to terminate your membership.  For other personal information you may not be under an obligation to provide it to us, but if you do not provide it then we may not be able to properly perform our contract with you.

Where you have given us your consent to use your personal information in a particular manner, you have the right to withdraw this consent at any time, which you may do by contacting us as described in the “Contacting us” section below.

Please note however that the withdrawal of your consent will not affect any use of the data made before you withdrew your consent and we may still be entitled to hold and process the relevant personal information to the extent that we are entitled to do so on bases other than your consent.  Withdrawing consent may also have the same effects as not providing the information in the first place, for example we may no longer be able to provide certain member benefits to you

Direct Marketing

Email, post and SMS marketing: from time to time, we may contact you by email, post or SMS with information, including about courses or events, we believe you may be interested in.

We will only send marketing messages to you in accordance with the marketing preferences you set. You can then let us know at any time that you do not wish to receive marketing messages by contacting us as described in the “Contacting us” section below.

Disclosure of your PERSONAL information

We share personal information with the following parties:

Any party approved by you.

To any governing bodies or regional bodies for the sports covered by our club:

to allow them to properly administer the sports on a local, regional and national level.

How long do we keep personal information for?

The duration for which we retain your personal information will differ depending on the type of information and the reason why we collected it from you.  Generally, where there is no legal requirement we retain all physical and electronic records for a period of 10 years after your last contact with us or the end of your membership.

It is important to ensure that the personal information we hold about you is accurate and up-to-date, and you should let us know if anything changes, for example if you change your phone number or email address. You can contact us by using the details set out in the “Contacting us” section below.

Your rights in relation to personal information

You have the following rights in relation to your personal information:

  • the right to be informed about how your personal information is being used;
  • the right to access the personal information we hold about you;
  • the right to request the correction of inaccurate personal information we hold about you;
  • the right to request the erasure of your personal information in certain limited circumstances;
  • the right to restrict processing of your personal information where certain requirements are met;
  • the right to object to the processing of your personal information;
  • the right to request that we transfer elements of your data either to you or another service provider; and
  • the right to object to certain automated decision-making processes using your personal information.

You should note that some of these rights, for example the right to require us to transfer your data to another service provider or the right to object to automated decision making, may not apply as they have specific requirements and exemptions which apply to them and they may not apply to personal information recorded and stored by us.  For example, we do not use automated decision making in relation to your personal data.  However, some have no conditions attached, so your right to withdraw consent or object to processing for direct marketing are absolute rights.

Whilst this privacy notice sets out a general summary of your legal rights in respect of personal information, this is a very complex area of law. More information about your legal rights can be found on the Information Commissioner’s website at https://ico.org.uk/for-the-public/.

To exercise any of the above rights, or if you have any questions relating to your rights, please contact us by using the details set out in the “Contacting us” section below.

If you are unhappy with the way we are using your personal information you can also complain to the UK Information Commissioner’s Office or your local data protection regulator. We are here to help and encourage you to contact us to resolve your complaint first.

Changes to this notice

We may update this privacy notice from time to time. When we change this notice in a material way, we will update the version date at the bottom of this page. For significant changes to this notice we will try to give you reasonable notice unless we are prevented from doing so. Where required by law we will seek your consent to changes in the way we use your personal information.

Contacting us

In the event of any query or complaint in connection with the information we hold about you, please email :  mail@karate1.org

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