Privacy Policy

Zanshin Shotokan Karate Club – Privacy Policy

Last updated: August 2025.

The Zanshin Shotokan Karate Club (“the Club”, “we”, “us”) is committed to protecting your privacy and handling your personal data in a safe and responsible way. This Privacy Policy explains how we collect, use, store, and protect your personal information.

1. Data We Collect

We may collect the following information from members, parents/guardians, and visitors:

  • Name, address, date of birth, and contact details (phone, email)
  • Emergency contact details
  • Medical information relevant to training safety
  • Membership and payment records
  • Attendance records
  • Photographs or videos taken during classes or events (with consent)

2. How We Use Your Data

We process your personal data for the following purposes:

  • To manage club membership and class attendance
  • To ensure health and safety during training
  • To process payments for memberships, gradings, and events
  • To communicate with members about classes, events, and club news
  • To meet legal and insurance requirements
  • To promote the club (with consent for photos/videos)

3. Lawful Basis for Processing

We rely on the following lawful bases under the UK GDPR:

  • Contract – to provide karate training and membership services
  • Legal obligation – to comply with child protection, health and safety, and insurance requirements
  • Consent – for the use of photographs/videos for promotional purposes
  • Legitimate interests – to run the club efficiently and maintain membership records

4. Sharing Your Data

We only share personal data when necessary and with:

  • Governing bodies for licensing and insurance
  • Event organisers for competitions and gradings
  • Emergency services if required for health and safety reasons
  • We do not sell or trade personal data.

5. Data Storage & Security

  • Personal data is stored securely in paper or digital form, with access limited to authorised club officials.
  • We take appropriate technical and organisational measures to prevent unauthorised access, loss, or misuse of your data.

6. How Long We Keep Your Data

We keep personal data for as long as you are a member of the club and for up to 6 years afterwards, unless a longer retention period is required by law.

7. Your Rights

Under UK data protection law, you have the right to:

  • Access the personal data we hold about you
  • Correct inaccurate or incomplete data
  • Request deletion of your data (subject to legal requirements)
  • Withdraw consent for promotional use of images
  • Complain to the Information Commissioner’s Office (ICO) if you believe we have mishandled your data

8. Photography & Video

We may take photographs or videos during classes or events for training and promotional purposes. Consent will be requested on your membership form, and you can withdraw it at any time by contacting us.

9. Contact Us

If you have questions about this Privacy Policy or wish to exercise your rights, please contact:

Zanshin Shotokan Karate Club

23 Somerset Court, Coleraine BT51 3LQ

zanshinkarateni@gmail.com

07931981962