Privacy Policy

 

Shoshin Karate Centres (“the Club”) are committed to protecting and respecting your privacy. For any personal data you provide in connection with your membership, the Club is the Data Controller and is responsible for storing and processing your data in a fair, lawful, secure, and transparent manner.

What personal data do we hold about you?

You may provide us with personal data by completing forms at events or online, visiting our website, or corresponding with us by phone, email, or other means. This includes data provided when you register with the Club, subscribe to our newsletter, or purchase goods or services from us.

The personal data you provide may include:

  • Your name, date of birth, address, email address, phone number, and gender
  • Details related to your membership (e.g. start and end dates)

When visiting our website, we may also collect (with your consent) information such as:

  • IP address
  • Browser type
  • Cookies and other tracking data
  • We may also request health-related information, which is classed as sensitive data. This is processed only with your explicit consent, and solely in relation to your participation in Karate.

Why do we need your personal data?

We require your personal data to manage your membership and provide the services associated with it. Our legal basis for processing your data is the contractual obligation we hold with you as a member.

We process your data for the following reasons:

  • Training and Competition Entry
  • To share relevant data with club coaches or officials for managing training sessions
  • To share data with team managers for event registration
  • To provide data to leagues, national bodies, or other competition providers
  • Funding and Reporting
  • To share anonymised data with funding partners (e.g. local authorities)
  • To analyse anonymised data to monitor club trends
  • To distribute annual surveys to improve your experience as a member
  • Membership and Club Management
  • To process membership forms and payments
  • To communicate with you about your membership, such as fee reminders or class changes
  • To distribute club newsletters
  • To publish competition results
  • Marketing and Communications (where separate consent is provided)
  • To send information about offers and promotions from club sponsors
  • To inform you about club merchandise, kit sales, or fundraising initiatives

 

Social Media

The Club maintains social media pages on Facebook, Twitter, and Instagram. Members are free to join these pages. Please note that each platform has its own privacy policy, and the Club does not accept responsibility for these. We recommend reviewing the platform’s policy before submitting personal data via social media.

 

Who do we share your personal data with?

We may share your data with:

  • Any party explicitly approved by you
  • Governing or regional bodies related to Karate for administrative purposes
  • Service providers, including (but not limited to) payment processors, insurers, IT service providers (e.g. DojoExpert, Google Workspace), and their sub-processors
  • Government bodies, if required by law or as part of investigations
  • Police or security services, to assist in the prevention of crime or safeguarding national security

 

Transfers of your data outside the UK or EU

Your personal data may be transferred to and stored in countries outside the United Kingdom and the European Union. These countries may have different data protection laws, which may offer less protection than those in your jurisdiction. In such cases, we will take all reasonable steps to ensure your data is processed in accordance with this policy and applicable data protection laws. Appropriate safeguards will be put in place for any third-party processors outside of the UK/EU.

 

How long do we retain your personal data?

We will retain your personal data for as long as you are an active member of the Club. Your data is reviewed and updated annually via membership forms.

Data will be securely deleted:

  • Two years after the expiry of your governing body licence, or
  • One year after your final class (if you never held a governing body licence)
  • Your personal data will not be processed for any purpose other than those outlined in this policy.

 

Your rights regarding your personal data

As a data subject, you have the right to:

  • Access, rectify, or erase your personal data
  • Restrict or object to the processing of your data (including direct marketing)
  • Request data portability
  • Lodge a complaint with the UK Information Commissioner’s Office (ICO)

 

Please note that you are not obliged to share your personal data with the Club. However, if you choose not to provide it, we may not be able to register or administer your membership.

 

Changes to this Privacy Notice

This Privacy Notice may be updated periodically. Any material changes will be highlighted by updating the version date below. Where legally required, we will seek your consent for any significant changes in the way we use your personal data.

 

Contact Us

If you have any queries or complaints regarding the personal data we hold about you, please contact us at: info@shoshinkarate.co.uk

Or speak directly to your instructor.