This document sets out our approach to handling the personal information of club members. It is a living document that will be kept under review and refined in accordance with data protection law and our systems as they evolve.
We are Shinko Karate Club. The fundamental objective of the clubs is to develop the art, sport and practice of shotokan karate in York. We are affiliated to the KUGB (Karate Union of Great Britain) which is a democratic non-profit making organisation recognised by the official European and World governing bodies. The club can be contacted by telephoning 07920 003191 or through the website www.york-karate.co.uk
We ask all those who wish to join the club to complete a membership form. This is currently a paper document which is completed by the applicant or their parents/guardian if under 18yrs. The personal information asked for on the form is limited and commensurate with the safe and efficient running of the club.
We will ask for the following personal information:
- Your name. This is necessary in order to maintain a record of your attendance in order to assess your eligibility to take karate gradings
- Your sex. This is necessary because karate competitions have different categories according to whether you are male or female
- Your address. Given that karate is a vigorous martial art, this is necessary to ensure that we can facilitate you getting home safely in the event of injury or other emergency taking place during training sessions
- your telephone number. This is necessary to efficiently communicate with you regarding club matters you may be interested in including unforeseen cancellation of classes
- Your email address. This is necessary to efficiently communicate with you regarding club matters you may be interested in including unforeseen cancellation of classes
- Your date of birth. This is necessary because karate competitions have different categories according to age
- Your karate licence details (number and expiry date). This is necessary in order to monitor and ensure continued insurance cover which an up to date licence provides. It is also necessary for completing competition entry forms which requires this information as proof of current KUGB membership and insurance cover
We will ask for the following special category information relating to health:
- Pre-existing medical conditions, injuries or limitations to the extent they are relevant or might reasonably be considered relevant to your practice of karate. This is necessary to ensure that you enjoy a healthy and safe regime of training at the clubs and to minimise the risk of injury
The personal information is used solely for the efficient and safe management of the club. This includes the routine maintenance of an attendance register and completing competition entry forms on your behalf.
We retain your personal information for the duration of your membership and include a 12 month period of inactivity beyond it to accommodate natural breaks in training. After this period your personal information is archived and the special category information relating to your health erased.
We will not pass on your information to any third parties for any reason unless it be to the KUGB for the purpose of gradings, competitions or for some other legitimate purpose connected to your practice of karate, or if we were ordered by a court to do so, or it were for the purposes of a criminal investigation.
Our lawful basis for asking for and using your personal information in the ways set out is that it is necessary to achieve the legitimate interests of the clubs as particularised above. The special category personal information regarding your current state of health is used by us on the basis of your express consent.
We also celebrate the achievements of our members and promote our activities using photographs of members training and competing in karate. From time to time these may accompany articles in local news journals and on-line on our website and Facebook page. This is done on the basis of your express consent.
You have a right to request access to the personal information we hold, ask for errors to be rectified or even ask for it to be erased. You also have a right to lodge a complaint with the Information Commissioner www.ico.org.uk