SENJOKAI KARATE
Privacy Notice
Senjokai Karate are committed to protecting and respecting your privacy. For any
personal data you provide for the purposes of your membership, Senjokai Karate is
the Data Controller and is responsible for storing and otherwise processing that data
in a fair, lawful, secure, and transparent way.
What personal data we hold on you
You may give us information about you by filling in forms at an event or online, or by
corresponding with us by phone, e-mail or otherwise. This includes information you provide
when you register with the Club, [subscribe to our newsletter, or participate in discussion
boards on our website – enter as applicable] The information you give us may include your
name, date of birth, address, e-mail address, phone number, name of the SENJOKAI affiliated
Clubs with which you are registered and gender (Athletics Data). [We may also ask for relevant
[health information, other data which is classed as special category personal data.
Why we need your personal data
The reason we need your Athletics Data is to be able to administer your membership and
provide the membership services you are signing up to when you register with the club. Our
lawful basis for processing your personal is that we have a contractual obligation to you as a
member to provide the services you are registering for.
Reasons we need to process your data include
For training and competition entry
• sharing personal data with club coaches or officials to administer training sessions.
• sharing personal data with club team managers to enter events.
• sharing personal data with facility providers to manage access to the track or check delivery
standards; and
• sharing personal data with leagues, county associations (and county schools’ associations)
and other competition providers for entry in events.
For funding and reporting purposes
• sharing anonymised data with a funding partner as condition of grant funding e.g. Local
Authority;
• analysing anonymised data to monitor club trends; and
• sending an annual club survey to improve your experience as a club member.
For membership and club management
• processing of membership forms and payments.
• sharing data with committee members to provide information about club activities,
membership renewals or invitation to social events;
• club newsletter promoting club activity; and
• publishing of race and competition results
Marketing and communications (where separate consent is provided)
• sending information about promotions and offers from sponsors.
• sending information about selling club kit, merchandise, or fundraising.
Any special category health data we hold on to you is only processed for the purpose(s) of
. fitness/ health checks or passing health data to coaches to allow the safe running of
training sessions
We process this data on the lawful basis of consent.
Therefore, we will also need your explicit consent to process this data, which we will ask for at
the point of collecting it.]
[On occasion we may collect personal data from non-members [(e.g. such as any non-member
participant who fills in a health disclaimer or form at a taster event)
Our lawful basis for processing data is consent. Therefore, we will also need explicit consent from
non-members to process this data, which we will ask for at the point of collecting it.
The club has social media pages. Facebook,
WhatsApp, Twitter, Instagram.
All members are free to join these pages. If you join one of the
Social Media pages, please note that provider of the social media platform(s) have their own
privacy policies and that the club do not accept any responsibility or liability for these policies.
Please check these policies before you submit any personal data on the club social media
pages.
Who we share your personal data with
[When you become a member of the Club, you will also automatically be registered as a
member of KARATE SCOTLAND (SKGB.ltd). We will provide KARATE SCOTLAND
(SKGB.ltd).
The Club does not supply any personal data it holds for this purpose to any other third party.
Where the Club does transfer your personal data overseas it is with the appropriate safeguards
in place to ensure the security of that personal data.
How long we hold your personal data
We will hold your personal data on file for as long as you are a member with us. Athlete data is
updated every year on annual membership forms. Any personal data we hold on you will be
securely destroyed after four years of inactivity on that member’s account, in line with England
Athletics Limited’s retention policy. Your data is not processed for any further purposes other
than those detailed in this policy.
Your rights regarding your personal data
As a data subject you may have the right at any time to request access to, rectification or
erasure of your personal data; to restrict or object to certain kinds of processing of your
personal data, including direct marketing; to the portability of your personal data and to
complain to the UK’s data protection supervisory authority, the Information Commissioner’s
Office about the processing of your personal data. As a data subject you are not obliged to
share your personal data with the Club.
If you choose not to share your personal data with us
we may not be able to register or administer your membership.
