MALVERN AIKIDO CLUB PRIVACY POLICY


INTRODUCTION


MALVERN AIKIDO CLUB is a not-for-profit organisation established solely for the purpose of enabling and promoting the practice of Aikido in England and Wales. 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 through our website, via our club or if you send details directly to the membership secretary:
 

  • Name, age, aikido qualification and instructor status, IAF and Hombu registration information.

  • Address, telephone, 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 and contact details for guardians for junior members. 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 3yrs after you leave for insurance purposes. We will anonymise your data after 4yrs.

 

FINDING OUT WHAT 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 (registration) 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. 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.
Cookies are employed by the website for security. The use of cookies in no way exposes your personal information and only affects your access to the MALVERN AIKIDO CLUB website noting access and times for routine website monitoring purposes.


CHANGES TO OUR PRIVACY POLICY


We regularly review our Privacy Policy and updates will appear on this page when necessary. This Privacy Policy was last updated in April 2018.


CONTACTING MALVERN AIKIDO CLUB ABOUT THIS PRIVACY POLICY


If you have any questions or comments about this Privacy Policy please contact us.