Alliance of Shukokai Karate GDPR Privacy Notice
ALLIANCE of SHUKOKAI KARATE (comprising - Rochdale Shukokai Karate Club, Claire Searle Martial Arts and Dragon Karate Academy) are committed to protecting and respecting your privacy. For any personal data you provide for the purposes of your membership, ALLIANCE of SHUKOKAI KARATE is the Data Controller and is responsible for storing and otherwise processing that data in a fair, lawful, secure and transparent way. This means we decide how your personal data is processed and for what purposes. Our contact details are: Alliance of Shukokai Karate, 11 Hollowfield, Norden, Rochdale, OL11 5NY. For all data matters contact Adrian Coan, Data Processer on 07940 285013 or ady@shukokai.org.uk
What personal data we hold on you
You may give us information about you by filling in forms at an event or online, or by corresponding with us by phone, e-mail or otherwise. This includes information you provide when you register with the Club or participate in discussions on our website www.shukokai.org.uk or Facebook pages. The information you give us may include your name, date of birth, address, e-mail address, phone number, name of the ALLIANCE of SHUKOKAI KARATE affiliated Clubs with which you are registered, gender and Karate Grade (Athletics Data). We may also ask for relevant health information, other data and ethnicity which is classed as special category personal data.
Why we need your personal data
The reason we need your Athletics Data is to be able to administer your membership, and provide the membership services you are signing up to when you register with the club. Our lawful basis for processing your personal is that we have a contractual obligation to you as a member to provide the services you are registering for.
Reasons we need to process your data include:
For training and competition entry
sharing personal data with club coaches or officials to administer training sessions;
sharing personal data with club team managers to enter events;
sharing personal data with facility providers to manage access to the Dojo or check delivery standards; and
sharing personal data with leagues, country associations and other competition providers for entry in events.
For funding and reporting purposes
sharing anonymised data with a funding partner as condition of grant funding e.g. Local Authority;
analysing anonymised data to monitor club trends; and
sending an annual club survey to improve your experience as a club member
For membership and club management
processing of membership forms and payments;
sharing data with ALLIANCE of SHUKOKAI KARATE Association Instructors to provide information about club activities, membership renewals or invitation to social events;
Club Facebook pages promoting club activity; and
publishing of grading and competition results
Marketing and communications (where separate consent is provided)
sending information about promotions and offers
sending information about selling club kit, merchandise or fundraising.
Any special category health data we hold on you is only processed for the purpose(s) of fitness/ health checks or passing health data to coaches to allow the safe running of training session. We process this data on the lawful basis of consent. Therefore, we will also need your explicit consent to process this data, which we will ask for at the point of collecting it.
On occasion we may collect personal data from non-members e.g. such as any non-member participant who fills in a health disclaimer or form at a taster event This information will be stored for 4 weeks after an event and then destroyed securely. Our lawful basis for processing data is consent. Therefore, we will also need explicit consent from non-members to process this data, which we will ask for at the point of collecting it.
The club has the following social media pages - Facebook, All members are free to join these pages. If you join one of the Social Media pages, please note that the provider of the social media platform have their own privacy policies and that the club do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data on the club social media pages.
Who we share your personal data with
When you become a member of Rochdale Shukokai Karate Club, Claire Searle Martial Arts or Dragon Karate Academy the Club will register you as a being a member of ALLIANCE of SHUKOKAI KARATE you will also automatically be registered as a member Karate England. We will provide Karate England with your Athletics Data which they will use for the purpose of enabling your member to member Karate Insurance.
If you have any questions about the continuing privacy of your personal data when it is shared with Karate England please contact the Data Protection Officer at www.karateengland.co.uk
The ALLIANCE of SHUKOKAI KARATE does not supply any personal data it holds for this purpose to any other third party The ALLIANCE of SHUKOKAI KARATE does not store or transfer your personal data outside of the UK
How long we hold your personal data
We will hold your personal data on file for as long as you are a member with us. Athlete data is updated every year on annual membership forms. On completion of your training your Name and Grade will be retained on the ALLIANCE of SHUKOKAI KARATE protected database for the purpose of recording details of Karate Grade Certification gained as a result of it. Your data is not processed for any further purposes other than those detailed in this policy.
Your rights regarding your personal data
As a data subject you have the right at any time to request access to, rectification or erasure of your personal data; to restrict or object to certain kinds of processing of your personal data, including direct marketing; to the portability of your personal data and to complain to the UK’s data protection supervisory authority, the Information Commissioner’s Office about the processing of your personal data.
As a data subject you are not obliged to share your personal data with the Club. If you choose not to share your personal data with us we may not be able to register or administer your membership.
Please note that removal of your details from the Alliance of Shukokai Karate database, means that any record of your Grades will not be verifiable by Alliance of Shukokai Karate, and we will no longer hold a record of your certification should you lose your certificate(s).
Resources & Further Information
Overview of the GDPR - General Data Protection Regulation