Privacy Notice
In short
This notice explains what personal information we collect about you, why we need it, how we use it, who we share it with, how long we keep it, and what rights you have. We are committed to keeping your information safe and we will never sell it to anyone.
1. Who we are
Wimbledon Karate Kyokushinkai Ltd is a karate club registered in England and Wales (Company Number: 14498230). Under data protection law, we are the Data Controller, which means we decide how and why your personal information is used.
Data Protection Contact
Keith Simon Carr, Director
If you have any questions about how we use your information, please contact us using the details above.
2. What information we collect
We collect different information depending on your relationship with the Club:
If you are a member
| Category | Information |
|---|---|
| Identity | Full name, date of birth, gender |
| Contact details | Home address, email address, phone number |
| Emergency contact | Name, phone number, and relationship of your emergency contact |
| Health information | Medical conditions, injuries, or disabilities relevant to your safe participation in training |
| Membership details | Membership number, NAKMAS licence number |
| Grading record | Belt grade, grading history and dates |
| Your preferences | How you prefer to be contacted (phone, WhatsApp, SMS, email, or post), and your photography permissions |
If you are enquiring about joining or visiting
- Your name and contact details (submitted via our website contact form or beginner's course registration form)
- Your name in the class register if you attend a trial session
3. Why we need your information and our legal basis
Under data protection law, we must have a valid legal reason (called a "lawful basis") for using your personal information. We rely on the following:
| What we use it for | Lawful basis |
|---|---|
| Administering your membership, managing gradings, and issuing licences through NAKMAS | Performance of a contract – this is part of our membership agreement with you |
| Communicating with you about Club activities, schedules, competitions, and closures | Performance of a contract – keeping you informed about the Club you've joined |
| Ensuring your safety during training (emergency contacts, health information) | Legitimate interest – the health and safety of our members; and explicit consent for health/medical data specifically |
| Keeping your grading record after you leave the Club | Legitimate interest – maintaining martial arts grading records so returning members have a complete history |
| Contacting lapsed members (where your preferences allow it) | Legitimate interest – but only where you have opted in to contact via your preferences |
| Taking and sharing photographs or video | Consent – you choose your photography preferences in the Club database and can change them at any time |
| Responding to enquiries from prospective members | Legitimate interest – to respond to people who have contacted us |
| Safeguarding children and vulnerable adults | Legal obligation – we are required to take steps to safeguard young and vulnerable people |
Where we rely on your consent, you can withdraw it at any time by updating your preferences in the Club database or by emailing info@wimbledonkarate.co.uk. Withdrawing consent does not affect anything we did with your information before you withdrew it.
4. Children and young people
If you are a parent or guardian
We take extra care with children's information. Here is what you need to know:
- Under 13s: We need your consent as parent or guardian before we collect or use your child's personal information. A parent/guardian account is linked to your child's account in our database so you can help manage their information.
- 13 to 17 year olds: Under UK law, young people aged 13 and over can give their own consent. A parent/guardian account can still be linked to their account to help with administration. We encourage parental awareness of how we use their information.
Parental or guardian consent is always required before we take or share photographs or video of children under 13.
6. Photography and video
We occasionally take photographs or video at training sessions and competitions. These may be shared on the Club's closed WhatsApp group, Facebook page, Instagram, or X account.
- We will only take or share photos/video of you if you have given permission through your photography preferences in the Club database.
- You can update your photography preferences at any time.
- For children under 13, we always require parent/guardian consent.
- If you withdraw permission, we will make reasonable efforts to remove your images from Club-controlled channels. However, it may not be possible to retrieve images already shared by others in the WhatsApp group.
7. How we keep your information safe
We take the security of your information seriously. Here are the measures we have in place:
- Encryption at rest: All personally identifiable data is encrypted within our database, so even if someone gained access to the raw data, they could not read it.
- Encryption in transit: All connections to our system use HTTPS, which means your data is encrypted as it travels between your device and our server.
- Multi-factor authentication (MFA): Every account — whether you are a member or an administrator — is protected by multi-factor authentication. This means that even if someone obtained your password, they could not access your account without a second verification step.
- Strong password requirements: All passwords must be greater than 15 characters and include at least one lowercase letter, one uppercase letter, one number, and one special character.
- UK-based hosting: Our database is hosted on a server located in the United Kingdom. Your data does not leave the UK.
- Access controls: You can only see your own information. Instructors and the Welfare Officer can see member information for training and safeguarding purposes. Grading Examiners can only see your name, date of birth, and grading history. Full system access is limited to a maximum of two administrators.
- Backups: Automated weekly backups protect against data loss.
8. How long we keep your information
| Situation | How long | What happens then |
|---|---|---|
| You are an active member | For as long as you are a member | See "lapsed member" below |
| You stop being a member (lapsed) | Full record kept for 5 years | After 5 years, we delete your address, phone, email, medical info, and emergency contacts. We keep only your grading record (name, date of birth, grades, and dates) so that if you return, your martial arts history is intact. |
| You enquired about joining | Until the next beginner's course, or 6 months (whichever is sooner) | Deleted from our email |
| You visited for a trial session | 12 months | Name removed from class register |
If you would like us to delete your information sooner, please contact us (see Your rights below). Please note that we may retain your grading record under our legitimate interest in maintaining the martial arts grading lineage, but we will explain this to you if you make a request.
9. Your rights
Under UK data protection law, you have the following rights over your personal information:
Access
You can ask for a copy of the information we hold about you. As a member, you can view your own data at any time through the Club database.
Correction
If your information is wrong or incomplete, you can update it yourself in the Club database or ask us to correct it.
Deletion
You can ask us to delete your information. We will do so unless we have a lawful reason to keep it (such as your grading record).
Restrict processing
You can ask us to limit how we use your information in certain circumstances, for example while a dispute is being resolved.
Data portability
You can ask for your information in a format that can be transferred to another organisation.
Object
You can object to us using your information where we rely on "legitimate interest" as our legal basis.
To exercise any of these rights, email us at info@wimbledonkarate.co.uk. We will respond within one calendar month. There is no charge.
11. Changes to this notice
We review this privacy notice at least once a year. If we make significant changes, we will let you know through the Club's usual communication channels. The "last updated" date at the top of this page tells you when this notice was last revised.
12. Questions and complaints
If you have any questions about this notice or about how we use your personal information, please contact us:
Club Data Protection Contact
Keith Simon Carr, Director
data@wimbledonkarate.co.uk
We will do our best to resolve any concerns you have. However, if you are not satisfied with our response, you have the right to complain to the UK's data protection regulator:
Information Commissioner's Office (ICO)
Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Telephone: 0303 123 1113
Website: ico.org.uk/make-a-complaint/