Privacy Policy in line with the new GDPR compliancy

GENERAL

This privacy policy and any other documents referred to on it sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us.
Please read the following carefully to understand our views and practices regarding your personal data and how it will be treated. The Data Manager/Controller is David Shaw of Sheffield Karate Club. You can contact him on by telephone on 07941483695

In the following Privacy Policy, we provide you with information regarding:

1. Data we collect from you and how we use and store the data collected
2. IP Address and Cookies
3. Disclosure of your information
4. Your rights
5. Access to Information
6. Changes to our Privacy Policy
7. How to Contact Us
8. Data

When you supply your personal details to Sheffield Karate Club they are stored and processed for the following reasons:

• We maintain medical and personal notes in order to provide you with physical exercise and maintain health and safety
• We also think that it is important that we can contact you in order to inform of changes to timetable, opening times and to update you on matters related to the club or your personal progression. Under the GDPR, this is known as Legitimate Interest.
• We only retain your records for as long as is necessary for the purpose it was collected. After this period your details will be deleted.
• We may collect personal data in order to process payments and fulfil our contract with you. Your data will only be stored for the purpose of payments and billing for the duration of your membership. Your details may be stored for longer if you request your membership to be put on hold

We collect and Store Personal Data in Digital and none digital formats. We collect and store Medical and Personal Data on an enrolment form. We collect personal Data in Digital format via our website or Facebook page www.sheffieldkarateclub.co.uk www.facebook.com/sheffieldkarateclub 

We share your data with our governing body (currently the British Combat Association) https://www.britishcombat.co.uk/privacy-policy for the purpose of registering you as a Sheffield Karate Club member and obtaining a licence and insurance for you. We also enter your data onto the Club Manager software https://discourse.clubmanagercentral.com/privacy as this is the management system currently used by Sheffield Karate Club

Your paperwork will be locked away in a secured room which has an alarm fitted to the building.

Your personal data may be collected and stored electronically (“in the cloud”), using Third party websites and companies. All providers give their assurances that they are fully compliant with the General Data Protection Regulations. If we store date in this way then it will be password protected and the passwords changed regularly.

We may also use the following third party web sites to collect and process your Personal Data. You can click on the links to see their privacy polices

Third Parties used to collect personal data:

https://admin.typeform.com/to/dwk6gt

Third Party Websites used to collect personal data for processing payments:

https://stripe.com/gb/privacy

https://gocardless.com/en-ie/legal/privacy/

https://www.martialytics.com/en-us/privacy-policy

We will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this privacy policy..

Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our site; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.

2. IP Address and Cookies

What is an IP Address?

An IP or Internet Protocol Address is a unique numerical address assigned to a computer as it logs on to the internet. Sheffield Karate Club do not have access to any personal identifiable information and we would never seek this information. Your IP address is logged when visiting our site or sending an email by the contact form, but our analytic software only uses this information to track how many visitors we have from particular regions.

What’s a cookie?

A “cookie” is a piece of information that is stored on your computer’s hard drive and which records how you move your way around a website so that, when you revisit that website, it can present tailored options based on the information stored about your last visit. Cookies can also be used to analyse traffic and for advertising and marketing purposes.

Cookies are used by nearly all websites and do not harm your system.

If you want to check or change what types of cookies you accept, this can usually be altered within your browser settings. You can block cookies at any time by activating the setting on your browser that allows you to refuse the setting of all or some cookies. However, if you use your browser settings to block all cookies (including essential cookies) you may not be able to access all or parts of our site.

How do we use cookies?

We may use cookies to track your use of our website. This enables us to understand how you use the site and track any patterns with regards to how you are using our website. This helps us to develop and improve our website as well as products and / or services in response to what you might need or want.

Cookies are either:

Session cookies: these are only stored on your computer during your web session and are automatically deleted when you close your browser – they usually store an anonymous session ID allowing you to browse a website without having to log in to each page but they do not collect any personal data from your computer; or

Persistent cookies: a persistent cookie is stored as a file on your computer and it remains there when you close your web browser. The cookie can be read by the website that created it when you visit that website again. [We use persistent cookies for Google Analytics.]

Cookies can also be categorised as follows:

Strictly necessary cookies: These cookies are essential to enable you to use the website effectively, such as when buying a product and / or service, and therefore cannot be turned off. Without these cookies, the services available to you on our website cannot be provided. These cookies do not gather information about you that could be used for marketing or remembering where you have been on the internet.

Performance cookies: These cookies enable us to monitor and improve the performance of our website. For example, they allow us to count visits, identify traffic sources and see which parts of the site are most popular.

Functionality cookies: These cookies allow our website to remember choices you make and provide enhanced features. For instance, we may be able to provide you with news or updates relevant to the services you use. They may also be used to provide services you have requested such as viewing a video or commenting on a blog. The information these cookies collect is usually anonymised. We may collect information about your computer, including where available your IP address, operating system and browser type, for system administration and to report aggregate information to our advertisers. This is statistical data about our users’ browsing actions and patterns, and does not identify any individual.

3. Disclosure of Your Information

We may disclose your personal information to any employee (or self-employed instructor) of Sheffield Karate Club

We don’t share your information with Third parties other than mentioned in section 1 and 2.
We may disclose your personal information to third parties:

• In the event that we sell or buy any business or assets, in which case we may disclose your personal data to the prospective seller or buyer of such business or assets.
• If Sheffield Karate Club substantially all of its assets are acquired by a third party, in which case personal data held about its customers will be one of the transferred assets.
• If we are under a duty to disclose or share your personal data in order to comply with any legal obligation, or in order to enforce or apply our Terms and conditions and other agreements; or to protect the rights, property, or safety of Sheffield Karate Club our customers, or others.
• This includes exchanging information with other companies and organisations for the purposes of fraud protection and credit risk reduction.

4. Your Rights

You have the right to ask us not to process your personal data for marketing purposes.
We will usually inform you (before collecting your data) if we intend to use your data for such purposes or if we intend to disclose your information to any third party for such purposes.
You can exercise your right to prevent such processing by checking certain boxes on the forms we use to collect your data.
You can also exercise the right at any time by contacting our data privacy manager at the address set out at the top of this policy

5. Access to Information

You have the right to access information Sheffield Karate Club hold about you. Please contact The Data Manager on the number above. Access to information must be made in writing – an address will be given on request.

6. Changes to Our Privacy Policy

Any changes we may make to our privacy policy in the future will be posted on this page and, where appropriate, notified to you by e-mail.

7. How to Contact us

For further information or enquiries regarding your personal information (including to request access to or correction of your personal information or to make a privacy complaint), please contact our Data Manager on 07941483695.