Privacy Policy

The Traditional Martial Arts Institute takes your privacy seriously. We are a “controller” of the personal information that you provide to us and this privacy notice sets out how, why and for how long we will use your personal data, as well as who it is shared with. It also explains your legal rights as a data subject and how to exercise them.

 

What we need from you

 

When you register as a student of the Traditional Martial Arts Institute or renew your annual licence (including if you are registering or renewing on behalf of a young person aged 16 or under), we may ask you for some or all of the following personal information:
• Contact details – eg. name, address, email address and phone number.
• Date of birth – to calculate membership category and eligibility for events and courses.
• Safety and emergency details – eg. next of kin, relevant health conditions.

If you do not provide us with all of the personal information that we need this may affect our ability to offer you our membership services and benefits.

Why we need your personal information

Contractual purposes

We need to collect our students’ and clients’ personal information so that we can manage your relationship with us. We may use our students’ personal information to:

• Provide you with core member services, including confirmation of membership, annual licence, end of year renewal.
• Organise school activities and manage risk and safety when you are training.
• Ensure that you are provided with insurance cover during all training activities.

Legitimate purposes

We also process our students’ personal information in pursuit of our legitimate interests to:

• Provide you with news and updates about the activity of the school.
• Raise awareness of the schools’s activities by capturing photos or videos at events. We will use this for promotion, education and development purposes.
• Respond to and investigate your questions, comments, support needs, complaints, concerns or allegations.

Legal obligations

We are under a legal obligation to process certain personal information relating to our clients for the purposes of complying with:

• The Protection of Vulnerable Groups (Scotland) Act 2007, which requires us to check that our instructors are able to undertake regulated work with children and vulnerable adults.

• The Equality Act 2010, which requires us to process personal information to make reasonable adjustments where necessary.

Other uses of your personal information

We may ask you if we can process your personal information for other purposes. Where we do so, we will provide you with an additional privacy notice explaining how we will use your information for these purposes.

Who we share your personal information with

We may be required to share personal information with statutory or regulatory authorities to comply with statutory obligations. Such organisations include the Health & Safety Executive, Disclosure Scotland, and Police Scotland for the purposes of safeguarding children. We may also share personal information with professional and legal advisors for the purpose of obtaining advice.

 

How we protect your personal information

 

Your personal information is accessed by our the Head Instructor only for the purposes set out above. It is electronically stored by the Traditional Martial Arts Institute in password protected files.

 

How long we keep your personal information

 

We only keep your personal information for as long as necessary to provide you with membership services. Unless you ask us not to, we will review and delete your personal information where you have not renewed your membership with us for one year.

 

You have a right to:

 

• Change your communication preferences or restrict the processing of your personal data for specific purposes.

• Request that we correct your personal data if you believe it is inaccurate or incomplete.

• Access the personal data that we hold about you through a “subject access request”.

• Request that we delete your personal information.

 

You can contact us at: Traditional Martial Arts Institute (Legacy Martial Arts Institute)

23 Goodhope Park Bucksburn Aberdeen AB21 9NE

Email: david.j.harrell@btinternet.com

Tel: +44 (0)7902 649395 mob

 

If you are dissatisfied, you have a right to raise a complaint with the Information Commissioner’s Office at www.ico.org.uk 

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