This Privacy Policy outlines how Tokei Kyokushinkai London collects, uses, and protects personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
Privacy Policy for Tokei Kyokushinkai London
Last Updated: [Insert Date]
1. Data Controller
Tokei Kyokushinkai London (“we,” “us,” or “our”) is the data controller responsible for your personal data. Address: 28 Magdalen Street, London, SE1 2EN Email: [Insert Contact Email]
2. The Data We Collect
We may collect and process the following types of personal information:
- Identity Data: Name, date of birth, and gender (essential for tournament categories and grading).
- Contact Data: Email address, phone number, and residential address.
- Membership & Profile Data: Username, password, membership status, license details (Adult/Junior), and grading history.
- Financial Data: Payment details for subscriptions, licenses, and tournament entries (processed securely via third-party providers).
- Health Data: Information regarding physical fitness or medical conditions relevant to martial arts training (collected with your explicit consent).
- Media Data: Photos and videos from classes, tournaments, or grading events for use in our gallery and promotional materials.
- Usage & Technical Data: IP address, browser type, and information about how you use our website.
3. How We Collect Your Data
- Direct Interaction: Information provided when registering for a membership, purchasing a license, entering a tournament (e.g., Tokei Cup), or filling out a contact form.
- Automated Technologies: Cookies and similar technologies that track your interaction with the site.
- Third Parties: Payment processors or tournament management systems.
4. How We Use Your Data
We use your data for the following purposes:
- Membership Management: To manage subscriptions, student profiles, and access to restricted grading materials.
- Event Coordination: To organize tournament brackets, grading schedules, and event calendars.
- Communication: To send updates regarding class schedules, news, or changes to our services.
- Legal Compliance: To maintain insurance records and comply with health and safety regulations.
- Marketing: To display tournament highlights and news (subject to your consent for media use).
5. Legal Basis for Processing
- Contract: Necessary to provide membership services and tournament entry.
- Consent: Specifically for processing health data or marketing communications.
- Legitimate Interests: For the effective administration of the club and website security.
- Legal Obligation: To comply with regulatory or insurance requirements.
6. Children’s Privacy
As we offer Junior Licenses and kids’ classes, we are committed to protecting the privacy of minors. Data for children under 13 is only collected with the express consent of a parent or legal guardian.
7. Data Sharing
We do not sell your data. We may share information with:
- Service Providers: IT hosting, payment processors (e.g., Stripe/PayPal), and website management tools.
- Governing Bodies: Martial arts associations for licensing and official grading recognition.
- Legal Authorities: If required by law or to protect the safety of our members.
8. Data Security
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used, or accessed in an unauthorized way. Access to student profiles and membership data is restricted to authorized personnel.
9. Your Legal Rights
Under UK GDPR, you have the right to:
- Request access to your personal data.
- Request correction or erasure of your data.
- Object to or restrict the processing of your data.
- Request the transfer of your data (data portability).
- Withdraw consent at any time.
10. Cookies
Our website uses cookies to enhance user experience and manage login sessions. You can set your browser to refuse all or some cookies, but this may affect website functionality (such as accessing the membership portal).
11. Contact Us
For any questions regarding this Privacy Policy or to exercise your rights, please contact us at [Insert Email Address] or visit us at our London Bridge location.
Comments
Suggested text: When visitors leave comments on the site we collect the data shown in the comments form, and also the visitor’s IP address and browser user agent string to help spam detection.
An anonymized string created from your email address (also called a hash) may be provided to the Gravatar service to see if you are using it. The Gravatar service privacy policy is available here: https://automattic.com/privacy/. After approval of your comment, your profile picture is visible to the public in the context of your comment.
Media
Suggested text: If you upload images to the website, you should avoid uploading images with embedded location data (EXIF GPS) included. Visitors to the website can download and extract any location data from images on the website.
Cookies
Suggested text: If you leave a comment on our site you may opt-in to saving your name, email address and website in cookies. These are for your convenience so that you do not have to fill in your details again when you leave another comment. These cookies will last for one year.
If you visit our login page, we will set a temporary cookie to determine if your browser accepts cookies. This cookie contains no personal data and is discarded when you close your browser.
When you log in, we will also set up several cookies to save your login information and your screen display choices. Login cookies last for two days, and screen options cookies last for a year. If you select “Remember Me”, your login will persist for two weeks. If you log out of your account, the login cookies will be removed.
If you edit or publish an article, an additional cookie will be saved in your browser. This cookie includes no personal data and simply indicates the post ID of the article you just edited. It expires after 1 day.
Embedded content from other websites
Suggested text: Articles on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.
These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracking your interaction with the embedded content if you have an account and are logged in to that website.
Who we share your data with
Suggested text: If you request a password reset, your IP address will be included in the reset email.
How long we retain your data
Suggested text: If you leave a comment, the comment and its metadata are retained indefinitely. This is so we can recognize and approve any follow-up comments automatically instead of holding them in a moderation queue.
For users that register on our website (if any), we also store the personal information they provide in their user profile. All users can see, edit, or delete their personal information at any time (except they cannot change their username). Website administrators can also see and edit that information.
What rights you have over your data
Suggested text: If you have an account on this site, or have left comments, you can request to receive an exported file of the personal data we hold about you, including any data you have provided to us. You can also request that we erase any personal data we hold about you. This does not include any data we are obliged to keep for administrative, legal, or security purposes.
Where your data is sent
Suggested text: Visitor comments may be checked through an automated spam detection service.