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 concerns**Please 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: info@mckinstryfamilykarate.co.uk
Phone: +44 (0)1704 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**.
We reserve the right to amend this privacy policy at any time with or without notice. However, please be assured that if the privacy policy changes in the future, we will not use the personal information you have submitted to us under this privacy policy in a manner that is materially inconsistent with this privacy policy, without your prior consent.
We are committed to conducting our business in accordance with these principles in order to ensure that the confidentiality of personal information is protected and maintained.
Contact
If you have any questions regarding this policy, or your dealings with our website, please contact us here.