Privacy Notice - Giokick Martial Arts



Introduction

Giokick Martial Arts ("We") are committed to protecting and respecting your privacy.
This policy sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us. Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it.

The rules on processing of personal data are set out in the General Data Protection Regulation (the “GDPR”).

Definitions
Data controller - A controller determines the purposes and means of processing personal data.
Data processor - A processor is responsible for processing personal data on behalf of a controller.
Data subject – Natural person

Categories of data: Personal data and special categories of personal data
Personal data - The GDPR applies to ‘personal data’ meaning any information relating to an identifiable person.
Processing - includes any operation or set of operations which is performed on personal data.

Who are we?
Giokick Martial Arts is the data controller. This means we decide how your personal data is processed and for what purposes. Our contact details are: Giokick Martial Arts, Alvar Business Park, Straight Road, Willenhall, West Midlands, WV12 5QY.

Club Members information that we collect, process, hold and share include:

  • membership contract information (such as first name, last name, date of birth, address, email address, emergency contact details)
  • special categories of data including characteristics information such as gender, age, marital status
  • details of any medical condition or disability, including physical and mental health
  • financial data - bank/building society information for standing order/direct debit payments, payment card details for purchases
  • transaction data, including payment to and from you
  • competition/grading data (This is collected to advise and guide members on the next steps in grading)
  • qualifications (and, where relevant, subjects taught)
  • results of internal grading/examinations taken
  • attendance information
  • Safeguarding information
  • Identification Photograph
  • CCTV images captured at Giokick.

Why we collect and use this information

We use member information data to:
  • enable the development of a comprehensive picture of the member to assist with progression in the sport;
  • inform members about development of the sport, club information
  • process monthly fees and payments/purchases
  • enable members to progress onto higher level competitions
  • to enable us to insure and licence each member with the World Association of Kickboxing Organisations for Great Britain.
  • to track and improve kickboxing/fitness for its members
  • support student learning
  • monitor and report student progress
  • assess the quality of our services
  • administer our waiting list
  • comply with the law regarding data sharing
  • investigate incidents within Giokick.

The lawful basis on which we process this information

We process this information under the membership contract you have entered into with Giokick Martial Arts or in relation to the steps taken to enter into that contract.

Where information of a non-sensitive nature is processed and is therefore in the club’s legitimate interests i.e. membership of the club. Where sensitive data is processed by means of consent, with appropriate safeguards and is in the legitimate interests of the Club. Or is in your vital interests.

We only collect and use students’ personal data when the law allows us to. Most commonly, we process it where:
  • we need to comply with a legal obligation
  • we need it to perform an official task in the public interest
  • less commonly, we may also process students’ personal data in situations where:
  • we have obtained consent to use it in a certain way
  • we need to protect the individual’s vital interests (or someone else’s interests).

Collecting this information

Whilst the majority of information you provide to us is mandatory, some of it is provided to us on a voluntary basis. In order to comply with data protection legislation, we will inform you whether you are required to provide certain membership information to us or if you have a choice in this.


Storing this information

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.


Who we share this information with

We do not share information about students with any third party without consent unless the law and our policies allow us to do so.
Where it is legally required, or necessary (and it complies with data protection law) we may share personal information about students with:

  • The World Association of Kickboxing Organisations for Great Britain.
  • British Martial Arts and Boxing Association.
  • England Boxing.
  • Service Provider - Clubworx - gym/student information management service.
  • Other Club’s where competitions are held to encourage competitors to advance in the sport.
  • Your family and representative.
  • Go Cardless - international payment processor network.
  • Health and social welfare organisations - to meet our legal obligations to share certain information with it, such as safeguarding concerns.
  • Police force, courts, tribunals - to meet our legal obligations to share certain information with it, such as safeguarding concerns.
  • HM Revenue & Customs, regulators and other authorities acting as processors or joint controllers who require reporting of processing activities in certain circumstances.

Why we share membership information

We do not share information about members with anyone without consent unless the law and our policies allow us to do so.

It is Giokick’s pre-requisite that all members are registered with the The World Association of Kickboxing Organisations for Great Britain, hence we will supply information to them, for licence and insurance purposes.


Requesting access to your personal data

Under data protection legislation, you have the right to request access to information about you that we hold. To make a request for your personal information, contact.K
ellie Zuccala / data protection officer.
You also have the right to:
  • object to processing of personal data that is likely to cause, or is causing, damage or distress
  • prevent processing for the purpose of direct marketing
  • object to decisions being taken by automated means
  • in certain circumstances, have inaccurate personal data rectified, blocked, erased or destroyed; and
  • claim compensation for damages caused by a breach of the Data Protection regulations.

If you have a concern about the way we are collecting or using your personal data, we ask that you raise your concern with us in the first instance. Alternatively, you can contact the Information Commissioner’s Office at https://ico.org.uk/concerns/


Further information

If you would like to discuss anything in this privacy notice, please contact:

Kellie Zuccala (Data Protection Officer)
Giokick Martial Arts
Alvar Business Park
Straight Road
Willenhall
West Midlands
WV11 1JF
Tel: 01922 662854


Changes to the privacy notice

Any changes we may make to our privacy policy in the future will be posted on this page and, where appropriate, notified to you by e-mail. However, we advise that you check this page regularly to keep up to date with any necessary changes.