McKinstry Family Karate – Privacy Policy

1. Introduction

McKinstry Family Karate ('we', 'us', 'our') is committed to protecting your personal data and respecting your privacy. This Privacy Policy explains how we collect, use, store, and protect your personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Information We Collect

We may collect the following personal information:

- Personal Details – Name, address, phone number, and email address.

- Emergency Contact Information – A contact in case of emergencies.

- Health and Medical Data – If provided, to ensure your safety during training.

- Financial Information – Payment details processed securely via third-party providers.

- Attendance and Grading Records – To track progress and maintain student records.

- Website Data – IP addresses, cookies, and browsing history when using our website.

- Email Correspondence – Any emails sent to us.

- Media Content – Photos or videos from training sessions and events (subject to consent).

3. How We Use Your Information

We process personal data for the following lawful purposes:

- To manage membership and class attendance.

- To process payments and purchases from our Pro Shop.

- To maintain grading records and register students with the BMABA Lifetime Student Grading Register.

- To ensure student safety and comply with health and safety regulations.

- To communicate updates, promotions, and event details (with your consent).

- To improve our website and user experience through cookies and analytics.

4. Legal Basis for Processing Data

We process personal data based on the following legal grounds:

- Contractual Necessity – To provide our services and manage memberships.

- Legal Obligation – Compliance with UK laws and safeguarding policies.

- Legitimate Interests – To improve services and maintain business records.

- Consent – For marketing communications and use of media (photos/videos).

5. How We Share Your Data

We may share your personal data with:

- BMABA – To register student gradings.

- ClubLink – For attendance tracking and membership management.

- Payment Processors – For secure transactions.

- Emergency Services – If necessary for health and safety reasons.

All third-party providers comply with UK GDPR and handle data securely.

6. Use of Cookies

Our website uses cookies to enhance user experience. Cookies collect information such as:

- Pages visited and time spent on our site.

- Websites visited before and after ours.

- IP address and browser type.

You can manage cookie preferences through your browser settings.

7. Media Content (Photos & Videos) and Intellectual Property Rights

We may take photos or videos during training sessions, events, and competitions. This content may be used for:

- Promoting McKinstry Family Karate on our website, social media, and marketing materials.

- Training and educational purposes.

Consent & Withdrawal

- We obtain explicit consent for media use at the time of enrolment or event participation.

- If you withdraw consent, we will stop using your images/videos in future materials.

- Withdrawal does not require us to remove previously published content.

- If you have specific concernsPlease contact us, and we will review requests on a case-by-case basis.

Intellectual Property Rights of Associated Parties

- IP rights belonging to affiliated parties (such as partner organizations, sponsors, or associated clubs) will be treated in the same way as individual IP rights, meaning:

  - Any media featuring their branding or copyrighted material will not be used without prior consent.

  - Consent for usage can be withdrawn in the same manner as for individual media content.

  - Previously published materials featuring associated parties' IP will remain unless removal is requested and agreed upon.

8. Email Communications and Marketing

We do not sell, rent, or lease email addresses to third parties.

- You will only receive marketing emails if you opt-in.

- Every email contains an unsubscribe option.

- You can withdraw consent at any time by clicking 'unsubscribe' or contacting us.

9. Data Storage and Security

We store personal data securely using password-protected systems and take reasonable steps to prevent unauthorised access.

10. Data Retention Policy

We retain data only as long as necessary:

- Membership records: 6 years after cancellation.

- Grading records: Retained indefinitely.

- Payment records: 6 years for financial compliance.

- Media content: Until consent is withdrawn.

11. Your Rights Under UK GDPR

You have the right to:

- Access your personal data.

- Correct inaccurate data.

- Request deletion of your data.

- Restrict processing in certain circumstances.

- Object to certain uses of your data.

- Withdraw consent at any time.

12. How to Exercise Your Rights

If you wish to exercise any of your rights, contact us at:

Email: [email protected]

Phone: 01704 616456

We will respond within one month in accordance with UK GDPR.

13. Complaints

If you have concerns about data protection, you can contact us. If unresolved, you can file a complaint with the Information Commissioner’s Office (ICO):

Website: [https://ico.org.uk](https://ico.org.uk)

Phone: 0303 123 1113

14. Changes to This Privacy Policy

We may update this policy periodically. Any significant changes will be notified via our website or email.