MALVERN AIKIDO CLUB is a not-for-profit organisation established solely for the purpose of enabling and promoting the practice of Aikido. The operating structure of MALVERN AIKIDO CLUB does not require it to have an appointed Data Protection Officer (DPO) as defined by the rules of the General Data Protection Register (GDPR) in force from 25th May 2018.
THE INFORMATION WE COLLECT ABOUT YOU
We may collect the following information about you on our membership form or if you send details directly to the membership secretary:
Name(s), phone number(s) and email address.
Next of Kin contact details (in case of emergency).
IP address (the unique identifier that computers and devices use to identify and communicate with each other). This is automatically recognised by the web server but carries no personal information about you.
Normal member communications are carried out via the club secretary. We hold member contact details for membership and emergency purposes. Medical information and permissions may also be held where necessary for safety and insurance purposes.
HOW WE USE YOUR INFORMATION
We may use your personal information for a number of purposes, including:
Dealing with your requests and enquiries.
To contact you for reasons related to your enquiry.
To notify you about insurance and membership or MALVERN AIKIDO CLUB and related events
To use your IP address to monitor traffic and gather browsing behaviours of visitors to our websites. We will not use your IP address to identify you in any way.
OUR LEGAL BASES FOR PROCESSING YOUR INFORMATION
We will retain and process your data on the basis of the following legitimate interests:
For administration purposes, a selected number of staff can access data to help to respond to queries, update data and perform necessary administration activity.
To provide relevant and necessary information to you, via email with regard to the following:
Changes to rules and regulations.
Updates to advice and guidance relating to MALVERN AIKIDO CLUB issues.
Transactional information relating to insurance and club membership.
Your data will be retained for 5 years after you leave for insurance purposes. We will anonymise your data after 4yrs.
INFORMATION MALVERN AIKIDO CLUB HOLDS ABOUT YOU
Under the Data Protection Legislation, you can ask to see any personal information that we hold about you. Such requests are called subject access requests. If you would like to make a subject access request, please contact us.
THE MALVERN AIKIDO CLUB WEBSITE
The MALVERN AIKIDO CLUB website (www.malvern-aikido.org) is maintained by the MALVERN AIKIDO CLUB for its members. Some protected content (attendance) is stored and maintained on a separate database and is accessible only to the MALVERN AIKIDO CLUB official committee and is password protected. Registration only requires name and email information but this is held as ‘hard-copy’ and kept in a secure location. Your IP address is noted by the website but only to monitor traffic and gather browsing behaviour of visitors to our websites. We will not use your IP address to identify you in any way.
In addition to the above, we administer a Members’ WhatsApp group for the purposes of disseminating and exchanging information. Members of this group have access to phone numbers of all other members, thus based on that fact, should you wish to be removed from the group, or if you wish to be added, please inform a member of the committee.
We have taken advice from the ‘Information Commissioner’s Office’ to help compile this policy and you may wish to contact them for further clarification. However, should you have any concerns regarding this policy we would prefer you to raise this with a member of the Malvern Aikido committee in the first instance.