Shori-Kai Karate – GDPR Privacy Policy
Last Updated: 1st November 2025
Shori-Kai Karate (“we”, “our”, or “us”) is committed to protecting your personal data and respecting your privacy. This Privacy Policy explains how we collect, use, and safeguard your information in compliance with the General Data Protection Regulation (GDPR) and applicable data protection laws.
By using our website or providing your information to us, you agree to the terms of this policy.
1. Data Controller
The Data Controller responsible for your personal information is:
Shori-Kai Karate
2. What Personal Data We Collect
a. Information You Provide Directly
We may collect:
- Full name
- Email address
- Phone number
- Age or date of birth (for student registration)
- Emergency contact details
- Medical information relevant to training safety (optional and only with consent)
- Messages or enquiries sent through our website contact forms
b. Automatically Collected Data
When you visit our website, we may collect:
- IP address
- Browser type
- Device information
- Pages viewed
- Time spent on the website
This is done using cookies and similar technologies.
3. Legal Basis for Processing (GDPR Article 6)
We process personal data on the following bases:
- Contractual necessity – to register students, manage memberships, or provide training services.
- Legitimate interests – for club administration, safety, and communication with members.
- Legal obligations – to comply with safeguarding or health & safety laws.
- Consent – for marketing communications or processing special-category data (e.g. medical notes).
You may withdraw consent at any time.
4. How We Use Your Data
We may use your data to:
- Respond to enquiries
- Register you or your child for classes
- Communicate schedule changes, events, or updates
- Maintain attendance, safety, and emergency records
- Improve our website and services
- Send optional newsletters or marketing
We never sell or rent personal information.
5. Special Category Data (GDPR Article 9)
If you choose to provide medical or health information relevant to training safety, we will only use it:
- With your explicit consent
- To ensure safe participation in training
- To protect your vital interests in emergencies
This information is processed securely and only by authorised staff.
6. Cookies
We use cookies for:
- Website functionality
- Performance and analytics
- User preference saving
You may disable cookies in your browser settings. Some website features may not function correctly without them.
7. Data Sharing and Transfers
We may share your data only when necessary:
- With instructors and club staff for training administration
- With service providers such as website hosts or payment processors
- With emergency services when required for safety
- With the BMABA for the management of insurance and karate services
- To comply with legal obligations
We do not transfer your data outside the UK/EU unless adequate data protection safeguards exist.
8. Data Retention
We retain personal data only as long as necessary for the purposes described:
- Member records: while actively training + up to 3 years
- Accident or incident records: up to 7 years (legal requirement)
- Financial/payment records: 6 years
- Contact form messages: up to 12 months
You may request deletion sooner where legally permitted.
9. Your GDPR Rights
Under the GDPR, you have the following rights:
- Right to access – request a copy of your data
- Right to rectification – correct inaccurate information
- Right to erasure – request deletion (where applicable)
- Right to restrict processing
- Right to data portability
- Right to object to processing
- Right to withdraw consent at any time
- Right to lodge a complaint with a supervisory authority
In the UK, the supervisory authority is:
Information Commissioner’s Office (ICO)
Requests can be made by contacting:
10. Children’s Data
Shori-Kai Karate often works with children.
We collect children’s data only with verified parental or guardian consent.
Data is used solely for:
- Class registration
- Safety and attendance records
- Emergency management
We do not collect more data than necessary and never use children’s data for marketing without explicit consent.
11. Data Security
We take appropriate technical and organisational measures to protect your data, such as:
- Secure hosted servers
- Password-protected systems
- Limited staff access
- Encrypted communications (where applicable)
No internet system is completely secure, but we strive to follow industry best practices.
12. Links to External Websites
Our website may contain links to third-party websites.
We are not responsible for their content or privacy practices.
13. Changes to This Policy
We may update this Privacy Policy from time to time.
The “Last Updated” date at the top will reflect the most recent revision.
Continued use of our website implies acceptance of updates.
14. Contact Us
If you have questions or wish to exercise your rights, please contact:
Shori-Kai Karate
07847 409062