General Data Protection Regulations
1. About this policy
This policy explains when and why we Edinburgh kendo Club collect personal information about our members and how we use it; keep it secure and club member’s rights in relation to it. This includes probationary members, visitors and guests.
We will collect, use and store personal data, as described in this Data Protection Policy when people engage in activities at the club. Normally this will be through some level of membership.
We reserve the right to amend this Data Protection Policy from time to time without prior notice. You are advised to check our Club website regularly for any amendments (https://edinburghkendo.wordpress.com/). We will only share your personal data with any third parties as outlined below.
We will always comply with the General Data Protection Regulation (GDPR) when dealing with your personal data. Further details on the GDPR can be found at the website for the Information Commissioner (www.ico.gov.uk).
- Responsible person
For the purposes of the GDPR, The Club Leader will be the “controller” of all personal data we hold about club members and others. The Club Leader is responsible for making sure the club complies with the General Data Protection Regulation (GDPR) which applies from 25 May 2018. We will review personal data every year to establish whether we are still entitled to process it or not.
- Member’s rights
You have rights under the GDPR:
- To access your personal data
- To be provided with information about how your personal data is processed
- To have your personal data corrected
- To have your personal data erased in certain circumstances
- To object to or restrict how your personal data is processed in certain circumstances
For more details, please address any questions, comments and requests regarding our data processing practices to the Club Leader.
4. Specific use and sharing of personal information
Your personal data (name, address, date of birth) will be used for any appropriate notifications as required by law. In general your personal data will only be used for the purposes of membership management (renewals etc) and your email and telephone numbers may be used for communication about news/work at the club/ competition entries/results and other important notices etc.
Your name/address and email address may be shared with our current National Governing Body (British Kendo association ). Your personal data will not be passed to anyone else outside the club and your email will only be given to someone outside the club with your permission.
- The Lawful reasons for processing your data.
We have two lawful reasons for processing your data, which are:
(a) Processing is necessary for compliance with our legal obligation.
(b) Processing of your data is necessary for the administration of your membership.
(c) You have given consent to the processing of your data by continuing with your membership of the club for which this policy forms part of the conditions.
The tables below give further explanation of which lawful reason applies to which data, why we collect it and who we may be required to share it with. The club will make every effort to ensure data is only shared with organisations that are GDPR compliant.
- What Information we collect, why we collect it, and who we share it with
In addition to the reasons stated below we may have to disclose your data where we have an inescapable legal obligation.
|Data processed as a requirement of managing your membership Type of information||Purpose||Shared with|
|Member’s name, telephone numbers, e-mail address||Managing the Member’s membership of the Club||Committee and associated working groups|
|Dates membership commenced and ended.||Managing the Member’s membership of the Club and club insurance purposes.|
|Date of birth / age related information.||Managing membership categories which are age related.|
|Gender.||Provision of adequate facilities for members.|
|Disabilities||Provision of adequate facilities for members.|
|Emergency contact details.||Contacting next of kin in the event of emergency.||Emergency services|
|First Aiders names||To provide a contact point in case of emergency||Members and probationary members|
|Qualifications||Instructor and Coaching qualifications for quality assurance purposes|
|Competency||For accreditation and issue of competency cards|
- Data processed with your consent
|The club will seek consent in the application form before processing any information as outlined below. Type of information||Purpose||Shared with|
|Member’s name, telephone numbers, e-mail address||Managing the Member’s membership of the Club.||National Governing Body|
|Date of birth / age related information.||Managing membership categories which are age related. Age related competition opportunities|
|Gender.||Provision of adequate facilities for members. Gender related competition opportunities
For the purposes of Reporting gender data.
|Disabilities||Provision of adequate facilities for members. Providing competitive and other opportunities.|
|Competency||For accreditation and issue of competency cards|
|Qualification||Instructor and Coaching qualifications for quality assurance purposes|
The club may be asked to share personal information we process about an individual and the name, address and email address with an appropriate National Governing Body (British Kendo Association).
- Enquiries and other communications with the club
When enquiring about the club we may hold your details for a period of time to deal with the enquiry. Any emails and other communications with the club will only be retained for a period of time appropriate to the content or request. Club emails will be purged on a regular basis. People added to a club waiting list for membership will be informed and asked for permission to store that data at that point.
Parents or guardians signing the probationary or full membership form are giving their permission for the data to be used as described elsewhere in this policy.
- How we protect your personal data
The Club Secretary will process membership information electronically and hold all information on an password protected file. If it is necessary to transport data it will be kept secure.
Coaches and instructors will also process and hold information pertaining to people under their instruction and necessary information will be made available to coaches and instructors only as required.
For any on-line payments which we take from members, probationers, visitors and guests we will use a recognised online secure payment system.
In the unlikely event of a breach of the security of data we will notify members promptly and we will never sell or pass on your personal data.
- Request to see your personal information
If you wish to know what personal data the club holds please email the Club (firstname.lastname@example.org ) and the Club secretary will respond within 14 days of the request (depending on availability).
- Accuracy and retention of data
Each individual member is responsible for keeping the Club Leader informed of changes to their data (e.g. address/telephone number etc). and this is updated at least once a year at renewal and you are at that time authorising the club to hold such data on file.
The data are kept on file with the Club Secratary. The data will be normally be kept for up to 7 years. It may be kept for a longer period for reasons of legal and civil action or other ongoing case management. Names and scores may be kept indefinitely for reason of historical significance – e.g. on trophies, plaques and other awards.
This policy and its principles forms part of the conditions of membership for all members.