Privacy Policy

Privacy Policy

This Privacy Policy, constructed to meet the General Data Protection Requirements (GDPR), is applicable to the following membership Associations that operate under Forza Karate Club umbrella:

  1. Rayleigh Scout Hall (Rayleigh Dojo)
  2. Hurford Hall, St Lawrence Church ( Upminster Dojo)
  3. Garons Sport & leisure Centre ( Southend Dojo)
  4. Rayleigh Primary School ( RPS Dojo

Membership Categories

In respect of individuals we have two categories of membership, for which purpose we hold personal data;

1. Instructors

2. Students

1. Instructors: Our principal communication is with Instructor members, some of whom will license and insure their club students and others who have no student members registered with us.

2. Students: The Associations have no regular contact with students as a matter of course – all

membership applications and subsequent license and insurance renewals going via the relevant

Instructor. In the event of a personal accident claim we may then communicate directly with a

student as intermediary between them and the insurance brokers. We may also communicate

directly with a student if we receive a complaint.

Personal data we hold

This note applies if you are one of the following;

1. Instructors

The data we hold on a member Instructor will be: Name; gender; address; D.O.B.; telephone number, email address, martial arts history – including any copy grading certificates, copy grading and license books and any other supporting information an Instructor deems necessary, such as a DBS, sent to support their application and satisfy our necessary due diligence required both by ourselves and our insurers.

Ww may also hold any disciplinary or grievance information.

Additionally, the Instructor may supply club contact details for inclusion on the respective Association website’s ‘club listing.’

2. Students

As a minimum, we simply require a student’s name; gender; and date of birth which is equally sufficient for student Personal Accident (PA) and general Public Liability insurance. We hold no contact information for student members

2a. Karate Students

Students who are members within the Forza Karate Club and FKA are also members of the English Karate Federation (EKF), our governing body organisation. As a requirement of EKF membership the EKF require us to supply in addition to a student’s name and D.O.B their address. The same information is supplied to

the BIMAF (British and International Martial Arts Federation).

For further information on the handling of data by these governing bodies we can refer you to the Privacy Policies of the EKF and BIMAF.

Why we collect it

We collect data to enable us to register Instructors and students as members of one of our membership Associations and where applicable enable us to apply for personal accident and liability insurance on your behalf and to answer your queries and complaints.

We will process it on the basis of legitimate interest to ensure we are accepting genuine, qualified and experienced Instructors and their students with a minimum of bureaucracy. Such activity will include managing eligibility, ensuring compliance with Association and national governing body rules and regulations, maintaining records for renewal of memberships and insurances and communicating with Instructors in respect of martial arts news, Association Newsletters, events and Association activities.

In respect of student members we collect data to facilitate membership and determine senior or junior members and associated membership cost and register membership start date and renewal date. This minimum data is required for student insurance cover.

If you are a licensed Instructor within an Association we will process your data on the basis of legitimate interest in determining your qualifications, obtaining information about your criminal convictions and offences on the basis of legal obligations, for example regarding working with children and vulnerable adults or to comply with national governing body ‘safeguarding’ requirements.

Without the data we collect we would not be able to complete the membership licensing process.

For some of your personal information you will have a legal, contractual or other requirement or obligation for you to provide us with your personal information. If you do not provide us with the requested personal information we may not be able to admit you as a member or we may not be able to properly perform our contract with you or comply with legal obligations and we may have to terminate your position as a member. For other personal information you may not be under an obligation to provide it to us, but if you do not provide it then we may not be able to properly perform our contract with you.

Where you have given us your consent to use your personal information in a particular manner, you have the right to withdraw this consent at any time, which you may do by contacting us as described in the “Contacting us” section below.

Please note however that the withdrawal of your consent will not affect any use of the data made before you withdrew your consent and we may still be entitled to hold and process the relevant personal information to the extent that we are entitled to do so on bases other than your consent. Withdrawing consent may also have the same effects as not providing the information in the first place, for example we may no longer be able to provide certain member benefits to you.

How long will we keep it?

We will retain your data for as long as you are a registered Association member and then delete you data after a lapse of four years after expiry of membership.

The retention period enables us to re-instate a lapsed membership during this period (a common occurrence) and/or enable us to process a Third Party liability claim that may be made against an Instructor, or complaint and enable us to confirm a student in question was a members during the period in question.

How we hold the data

Club, Instructor and any associated student data is held in a a paper file secured in locked filing cabinets. Data necessary to enable the application of governing body membership and insurance is held digitally on specific Association databases, together with Instructor contact information

and membership start and renewal dates.

The digital data is held on one PC protected with anti-virus software and within a secure office/building with suitable access controls. We do not hold any bank or credit/debit card details digitally.

How we dispose of data

After the retention period mentioned above, or earlier on request, we shred paper files and permanently delete digital records.

Sharing your data

As outlined earlier, if you are a member of the FKA and BIMAF we will have been obliged to share your basic data with our respective national governing bodies.

We also share your name; gender; D.O.B with our insurance broker to facilitate insurance applications.

In respect of our Instructors we share your email contact with our email marketing partner MailChimp to facilitate news, newsletters, Association events and general information. We will share credit/debit card information with our payment processor through a secure terminal.

We share your data with any party you request us to and approved by you. We are often requested by Instructors to confirm the membership and qualifications legitimacy to parties hiring training and event venues.

If so requested we will share data with police, law enforcement and security services to assist with the investigation and prevention of crime and the protection of national security.

We do not disclose personal information to any other party except as outlined above.

Your rights in relation to personal information

You have the following rights in relation to your personal information:

• the right to be informed about how your personal information is being used;

• the right to access the personal information we hold about you;

• the right to request the correction of inaccurate personal information we hold about you;

• the right to request the erasure of your personal information in certain limited circumstances;

• the right to restrict processing of your personal information where certain requirements are met;

• the right to object to the processing of your personal information;

• the right to request that we transfer elements of your data either to you or another service provider; and

• the right to object to certain automated decision-making processes using your personal information.

Changes to this policy

We may update this policy from time to time.

Contacting us

In the event of any query or complaint in connection with the information we hold about you, please email the following contact or write to us at:

Forza Karate Club

RPJP Scout Hall

London Road


Version Dated 19th May 2018

Web Privacy

We respect the privacy of our visitors and are committed to preserving your online safety by preserving your privacy at anytime you visit or communicate with our site. Our privacy policy has been provided and reviewed by the solicitors at Legal Centre who specialise in online internet contracts.

Our Terms of Use and Privacy Policy offers you a thorough explanation regarding your personal data provided to us or any data we may collect from you.

This Privacy Policy is updated from time to time; therefore, it should be reviewed occasionally.

Collected Information

Data can be collected and processed during the operations of our website. The following are ways we may perform these actions:

Data regarding your visit(s) to our website and any resources used are collected. The following is included and not limited to: location data, weblogs, traffic data, and any other communication information.

Any forms you filled out on our site allows us to collect data such as registering for information or when you complete a purchase.

If for any reason you communicate with our personnel or site we may collect information.

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Third Party Links

Third party links may be discovered on our site, these third party links have their own privacy policy. We are not responsible nor do we accept responsibility for third party links. Our liability covers us only on our site, and thus we do not accept liability for third party links as we have no control over them.

GDPR Request Form

If you would like to submit a request for a copy of your information held or your data to be removed fromo this website, please use the form below. A member of staff will contact you shortly.

Your full name

Your contact number

Your email address

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