Tei Karate Association

Privacy and GDPR Policy

TEI Karate Association exists to promote and provided karate opportunities to members. The club is managed by a committee elected by the membership. Tei Karate gathers personal details for purposes of providing membership and monitoring when members access club facilities.

Tei Karate Association will be a “controller” of the personal information that you provide to us.

1. Members' personal data:

When you register as a member of Tei Karate Association or renew your membership (including if you are registering or renewing on behalf of a child under the age of 16), we will ask you for the following personal information:

  • contact details  – name, date of birth, address, email address, etc.
  • membership criteria / category
  • Grade/Licence details

2. Volunteers' personal data:

When you volunteer with Tei Karate , we will ask you for the following personal information:

  • contact details – name, address, email address

3. Purpose

Members' personal data:

We need to collect our members' personal information so that we can manage your membership.

We will use our members' personal information to provide you with core member services, including send you membership communications by post or email in relation to essential membership services, including but not limited to, general meeting notices, membership renewals, membership fees information.

We may share members' details with Karate Scotland for competition purposes.

If you do not provide us with all of the personal information that we need to collect then this may affect our ability to offer the above membership services and benefits.

Why we need your personal information –

4. Legitimate Purposes

We also process our members’ personal information in pursuit of our legitimate interests to promote and encourage participation in Karate by sending members' communications and booking information for upcoming competitions and events.

Our competitions and events may be filmed or photographed and your personal information may also be used in images captured from our competitions and events, which we use for promotional, education and development purposes;

  • provide competition in Karate by accepting and managing entries for our gradings/competitions and checking your personal information to ensure you are entered into the correct category;

  • monitor and develop participation in Karate by monitoring members' engagement and participation and inviting our members to participate in surveys for researching and development purposes;

  • respond to and communicate with members regarding your questions, comments, support needs or complaints, concerns or allegations in relation to Karate.

Where we process your personal information in pursuit of our legitimate interests, you have the right to object to us using your personal information for the above purposes. If you wish to object to any of the above processing, please contact us. If we comply with your objection, this may affect our ability to undertake the tasks above for the benefit of you as a member.

We are under a legal obligation to process certain personal information relating to our members, volunteers, for the purposes of complying with our obligations under:

Other uses of your personal information

We may ask you if we can process your personal information for additional purposes.

Where we do so, we will provide you with an additional privacy notice with information on how we will use your information for these additional purposes.

Who we share your personal information with.

If your personal information is included in any images or videos taken by us at our gradings, competitions and events, we may share this for promotional and/or journalistic purposes.

We may be required to share personal information with statutory or regulatory authorities and organisations to comply with statutory obligations.

Such organisations include the Health & Safety Executive, Disclosure Scotland, and Police Scotland for the purposes of safeguarding children and any other purposes.

We may also share personal information with our professional and legal advisors for the purposes of taking advice.

TEI Karate may employ third party suppliers to provide services. These suppliers may process personal information on our behalf as "processors" and are subject to written contractual conditions to only process that personal information under our instructions and protect it.

In the event that we do share personal information with external third parties, we will only share such personal information strictly required for the specific purposes and take reasonable steps to ensure that recipients shall only process the disclosed personal information in accordance with those purposes.

We may use your personal information to investigate your complaint, to suspend membership, take disciplinary action, etc.;

Where we process your personal information in pursuit of our legitimate interests, you have the right to object to us using your personal information for the above purposes. If you wish to object to any of the above processing, please contact us.

If we agree and comply with your objection, this may affect our ability to undertake the tasks listed above for the benefit of you as a member.

Equality Act 2010, which requires us to process personal information to make reasonable adjustments where ecessary;

6. How long we keep your personal information

###Members' personal data

We will only keep your personal information for as long as necessary to provide you with membership services. Unless you ask us not to, we will review and possibly delete your personal information where you have not renewed your membership with us for 1 year.

Your rights in relation to your personal information are:

  • you have a right to request access to the personal information that we hold about you by making a “subject access request”;

  • if you believe that any of your personal information is inaccurate or incomplete, you have a right to request that we correct or complete your personal information;

  • you have a right to request that we restrict the processing of your personal information for specific purposes; and

  • if you wish us to delete your personal information, you may request that we do so.

Any requests received by Tei Karate will be considered under applicable data protection legislation. If you remain dissatisfied, you have a right to raise a complaint with the Information Commissioner's Office at www.ico.org.uk

7. How we protect your personal information

Your personal information is transferred to and stored on our electronic filing system for the purposes set out above.

8. Marketing.

Where you are happy for us to do so, we would like to contact you by email with information about angling opportunities, our latest news and any upcoming events.

If you would like to receive email communications from us, please select from the following options below:

  • Karate Training/Development opportunities at Tei Karate;

  • Latest news;

  • Upcoming events.

Once you submit your preferences to us, we will send you an email to confirm these. Please note that we will not email you with any information until you have confirmed your preferences by responding to our email.

You may change your preferences at any time or request that we stop sending you email communications by contacting the club secretary.