1. About this policy:
1.1 This policy explains when and why we collect personal information about our members and instructors, how we use it and how we keep it secure and your rights in relation to it.
1.2 We may collect, use and store your personal data, as described in this Data Privacy Policy and as described when we collect data from you.
1.3 We reserve the right to amend this Data Privacy Policy from time to time without prior notice. You are advised to check our website www.skkif.org.uk regularly for any amendments (but amendments will not be made retrospectively).
1.4 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). For the purposes of the GDPR, we will be the “controller” of all personal data we hold about you.
2. Who are we:
2.1 We are Shotokan Karate Kanazawa-Ryu International Federation (SKKIF). We can be contacted:
In writing: 167 Kensey Valley Meadow, Launceston, Cornwall, PL15 9TS
By email: kyoshi@skkif.org.uk
By phone: 07462 875199
3. What information we collect and why:
| Type of information | Purpose | Legal basis of processing |
| Member’s name, address, telephone numbers, e-mail address(es) | Managing the Member’s membership of the Association. | Performing the Association’s contract with the Member. For the purposes of our legitimate interests in operating the Association. |
| Date of birth / age related information | Managing membership categories which are age related | Performing the Association’s contract with the Member. |
| Gender | Provision of adequate facilities for members. | For the purposes of our legitimate interests in making sure that we can provide sufficient and suitable facilities (including changing rooms and toilets) for each gender. |
| Photos and videos of Members | Putting on the Association’s website, Club websites and social media pages and using press releases. | Consent. We will seek the Member’s consent on their membership application form and each membership renewal form and the Member may withdraw their consent at any time by contacting us by e-mail or letter. |
| The Member’s name and e-mail address | Creating and managing the Association’s Membership Directory | Consent. We will seek the Member’s consent on their membership application form and each membership renewal form. The Member may withdraw their consent at any time by contacting us by e-mail or letter to tell us that they no longer wish their details to appear in the Membership Directory. |
| Bank account details of the member or other person making payment to the Association. | Managing the Member’s membership of the Association, the provision of services and events | Performing the Association’s contract with the Member. |
| Instructor’s name, address, email addresses, phone numbers and relevant qualifications and/or experience | Managing instruction at individual Club level. | For the purposes of our legitimate interests in ensuring that we can contact those offering instruction and provide details of instructors to members. |
4. How we protect your personal data:
4.1 We will not transfer your personal data outside the EU without your consent.
4.2 We have implemented generally accepted standards of technology and operational security in order to protect personal data from loss, misuse, or unauthorised alteration or destruction.
4.3 Please note however that where you are transmitting information to us over the internet this can never be guaranteed to be 100% secure.
4.4 For any payments which we take from you online we will use a recognised online secure payment system.
4.5 We will notify you promptly in the event of any breach of your personal data which might expose you to serious risk.
5. Who else has access to the information you provide us:
5.1 We will never sell your personal data. We will not share your personal data with any third parties without your prior consent (which you are free to withhold) except where we are required to do so by law or as set out in the table above or in paragraphs 5.2 and 5.3 below.
5.2 We may pass your personal data to third parties who are service providers, agents and subcontractors to us for the purposes of completing tasks and providing services to you on our behalf (e.g. to print newsletters and send you mailings). We do this for the purpose of our legitimate interests in operating the Association and for performing our contract with you. However, we disclose only the personal data that is necessary for the third party to deliver the service and we have a contract in place that requires them to keep your information secure and not to use it for their own purposes. It is possible that third parties may themselves engage others (subprocessors) to process your data. Where this is the case third parties will be required to have contractual arrangements with their sub-processor(s) that ensure your information is kept secure and not used for their own purposes.
6. How long we keep your information:
6.1 We will hold your personal data on our systems for as long as you are a member of the Association and for as long afterwards as it is in the Association’s legitimate interest to do so or for as long as is necessary to comply with our legal obligations. We will review your personal data every year to establish whether we are still entitled to process it. If we decide that we are not entitled to do so, we will stop processing your personal data except that we will retain your personal data in an archived form in order to be able to comply with future legal obligations e.g. compliance with tax requirements and exemptions, and the establishment, exercise or defence of legal claims.
6.2 We securely destroy all financial information once we have used it and no longer need it.
7. Your rights
7.1 You have rights under the GDPR (General Data Protection Regulation):
(a) to access your personal data
(b) to be provided with information about how your personal data is processed
(c) to have your personal data corrected
(d) to have your personal data erased in certain circumstances
(e) to object to or restrict how your personal data is processed
(f) to have your personal data transferred to yourself or to another business in certain circumstances.
7.2 You have the right to take any complaints about how we process your personal data to the Information Commissioner:
Online: https://ico.org.uk/concerns
By phone: 0303 123 1113
In writing: Information Commissioner’s Office, Wycliffe House Water Lane, Wilmslow, Cheshire, SK9 5AF
Policy last reviewed: 11 March 2025
Policy to next be reviewed: March 2026