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Conditions of Use; Privacy Notice

Welcome to our website. The Northern Ireland Karate-Do Wado-Kai (NIKW) provide its services to you subject to the following conditions. If you use this website, you accept these conditions.
Please read them carefully.

We want you to feel secure about how we collect and use your data to maintain a trusted relationship.

Here we describe the privacy practices for our, websites, membership services. You will learn about the data we collect, how we use it, and the measures we take to keep it safe.

What information do we collect?
We hold personal information on our members which may include, names, date of birth, contact information, certain physical measurements and where relevant, medical information that may impact on ability to engage in training & competitive activities.
In addition, bank information may be collected to facilitate membership fees.
We may retain information on training history and assessment information against members as part of examinations.
In limited cases, we may retain further information such as passport details to facilitate travel arrangements. In addition for other purposes address history and certain ID documents to facilitate detailed background checks for those working with children & vulnerable adults.
Young Children;
We collect & retain individual personal data as mentioned above, with consent from parents or guardians.

Where we collect information:
When you give it to us DIRECTLY;
You may give us your information in order to apply for membership of the association, or participating in an event organised by us, give us your feedback, make a donation or communicate with us, like enquiring about joining on our Contact us page
When you give it to us INDIRECTLY
Your information may be shared with us by other organisations, for example other Karate organisations, payment platforms or marketing platforms we use. These third parties will only do so when required to facilitate participation on your behalf and with your consent. You should check their Privacy Policy when you provide your information to understand fully how they will process your data. You have the right to withdraw this consent at any time.

Social Media
Depending on your settings or the privacy policies for social media and messaging services like Facebook, WhatsApp or Twitter, you might give us permission to access information from those accounts or services.
Website
Like most websites, we use “cookies” to help us make our site – and the way you use it – better. Cookies mean that a website will remember you. They’re small text files that sites transfer to your computer (or phone or tablet). They make interacting with a website faster and easier – for example by automatically filling your name and address in text fields.

How we use the information we hold
The type and quantity of information we collect and how we use it depends on why you are providing it.
Members:
We hold information to ensure we can maintain an accurate record of our membership, coordinate our training activities, events & competitions.
We will only use your information for the purposes in which it was provided. Where you are providing this on a paper form or on an e-form, we’ll explain more on those forms.

Instructors/Volunteers:
At times we may hold information where volunteers or instructors help us prepare & run certain events from time to time.
Typically, we collect name, address, date of birth & contact details to keep a record of your relationship with us and keep in contact. We may also collect certain ID documents for the sole purpose of verifying your identity and processing a background check with the relevant statutory agency should we deem it necessary.
You have the right to withdraw this consent at any time.

Images
During events & training activities, Images in photos and videos may be taken to share with other members & supporters our activities and to promote Karate activities generally.
We will make it known during our events if images may be taken. Parents or participants may make it known to organizers that their consent for images is not given. We will respect this. This may mean though participants may not fully engage in relevant activities.
Should we use any images of a specific person on any printed promotional material, we will obtain explicit consent for this.
Banking information:
You may provide your bank details to us as part of the membership enrollment process.
These are only used to facilitate setting up of membership fee payments with your bank. We do not retain this information, and it is destroyed soon after membership is in place.
Only limited personnel are given access to this, which may include the instructor and association treasurer. We will respect the sensitivity of this information.

Security precautions
We may store information on certain approved Computer/Laptop devices controlled by authorised personnel. All authorised personnel have been made aware of their confidentiality obligations in relation to the data held on these devices.
We may also use reputable third party online platforms to store information in a database to maintain accurate records, and ensure ongoing communications with members.
If we believe your information has been accessed fraudulently/without our consent, we will let you know so you can consider any further security implications.

Access to your information
You have the right to request a copy of the information we hold about you, as well as the right of rectification and erasure; restriction of the processing; objection to processing and to data portability.
If you would like a copy of some or all of the information you can email [nikaratewadokai@gmail.com]
We aim to hold accurate, up to date information and so you can ask us to correct any information you think is inaccurate.
We will respond to this request within 21 days.

Data retention
We will retain your information until it is no longer needed or you are no longer interested in supporting our activities in which case we will delete it, unless we have an obligation either by law or from other agreements.

Data Transfer
We will not share your information with any other organisation unless we are obliged to as part of our own association obligations.
i.e. we may be required to share your information to our sporting Governing body.
We may transfer very limited information, such as name and email address outside of the EEA in order to use a chosen mail marketing platform.

Changes to our privacy policy
We keep our privacy policy under regular review. This policy was last updated on 1st April 2018.

Who to contact:
Get in contact by emailing the data protection officer at nikaratewadokai@gmail.com
Our Data Protection officer is Oliver Brunton jnr.

Complaints;
You have the right to complain to the Information Commissioner’s Officer (ICO). You can contact them by visiting: ico.org.uk/concerns
Ph: 0303 123 1113

NI Karate-Do Wado-Kai is the data controller, and is an unincorporated association.