Data Privacy Notice
(Last updated 17th May 2018)
1. Your personal data – what is it?
Personal data relates to a living individual who can be identified from that data. Identification can be by the information alone or in conjunction with any other information in the data controller’s possession or likely to come into such possession. The processing of personal data is governed by the General Data Protection Regulation (the “GDPR”).
2. Who are we?
Seymour Yang, Head Instructor of Borehamwood BJJ Club is both the data controller and data processor (contact details below).
3. How is your personal data collected
When you first contact the club via the online contact us form – your initial email (and optional phone number) is collected.
When you visit the club to take part in a class for the first time, you are asked to complete a printed form which asks for your name, address, phone, email, relevant medical details plus the name and phone number of an emergency contact (see here). The children participating in kids classes, the name, phone and signature is required by the parent or guardian.
4. How is your personal data processed
Borehamwood BJJ Club complies with its obligations under the “GDPR” by keeping personal data up to date; by storing and destroying it securely; by not collecting or retaining excessive amounts of data; by protecting personal data from loss, misuse, unauthorised access and disclosure and by ensuring that appropriate technical measures are in place to protect personal data.
5. How is your personal data used
When you make your first enquiry to the club, your email or phone number is used to reply. It will not be shared or used for any other purpose.
Students who join the club are asked for their address, phone and email address, plus the phone number of a close contact or family member. This information is used only in case of an emergency.
Examples of emergency use of personal data:
- when the club must cancel at short notice
- if a student is injured and unable to communicate
- to notify a member of lost belongings
Club attendance for each student is recorded after each session both manually via a handwritten notebook and via an online database. Only the student name is recorded. Students may request information regarding their attendance.
The club does not currently operate a mailing list. Main news and events are posted on this website and our public Facebook page.
The club operates an informal Facebook Members Group and a Whatsapp Group – members are free to join and leave at any time. Membership of the Facebook Group is subject to approval by the administrator (Seymour Yang) but does not require the person to be ‘Friended’. Membership of the club Whatsapp Group requires the mobile phone number of the member.
The club offers students the option to pay fees via the GoCardless Direct Debit platform – see the GoCardless Privacy Notice.
6. Sharing your data
Your personal data will be treated as strictly confidential. It will not be shared with other members of the club. It will not be shared with third parties outside of the club.
7. How long do we keep your data
For new inquiries to the club, your email and/or phone number will only be used for the purpose of responding to your inquiry. If you choose not to take part in our club, your number and email will be deleted after 3 months.
For students who take part in the club activities, your completed Membership form will be retained on an on-going basis.
For students who do not return to training – their completed membership form will be retained for a period of 2 years (since their last attendance) after which it will be destroyed.
8. Your rights about your personal data.
Under the GDPR, you have the following rights with respect to your personal data: –
· The right to request a copy of your personal data which the club holds about you
· The right to request that the club corrects any personal data if it is found to be inaccurate or out of date
· The right to request your personal data is erased where it is no longer necessary for the club to retain such data
· The right to withdraw your consent to the processing at any time
· The right, where there is a dispute in relation to the accuracy or processing of your personal data, to request a restriction is placed on further processing
· The right to lodge a complaint with the Information Commissioners Office
9. Further processing
If we wish to use your personal data for a new purpose, not covered by this Data Protection Notice, then we will provide you with a new notice explaining this new use prior to commencing the processing and setting out the relevant purposes and processing conditions. Where and whenever necessary, we will seek your prior consent to the new processing.
10. Contact Details
To exercise all relevant rights, queries of complaints please in the first instance contact please contact Seymour Yang, Head instructor, Borehamwood BJJ Club. Phone: 07900 188434, Email: firstname.lastname@example.org