Shinrai Karate-Do Assoication
Privacy Notice for Members
Version 2026.001, first published 1st May, 2026
We are committed to respecting your privacy. This notice explains how we may use personal information we collect before, during and after your membership with us. It applies to you if you have registered to become, or are currently, a member of our Association.
This notice explains how we comply with the law on data protection, what your rights are, and for the purposes of data protection we will be the controller of any of your personal information.
1. Personal information we may collect from you
When you register with us, or at any point during your membership, we may collect the following personal information about you:
- Personal contact details that allow us to contact you directly, such as your name, email address and telephone number
- Date of birth
- Sex
- Membership number
- Licence number
- Club within the Association
- Member type (for example, member or coach)
- Membership start and end date
- References or other information provided as part of the application process
- Records of your interactions with us, such as telephone conversations, emails and other correspondence, and your instructions to us
- Records of your attendance at events hosted by us
- Images in video and/or photographic form, and voice recordings
- Your marketing preferences, so that we may know whether and how we should contact you
- Details of next of kin, family members and emergency contacts
- Records of gradings and competition results
2. Special categories of personal information
We may also collect information you have provided about your health or medical conditions, in order to assist in safeguarding your welfare and the welfare of other members. This is a special category of personal information under data protection law and we treat it with the highest level of care.
3. Where we collect your information
We typically collect personal information about our members when you:
- Apply to become a member of our Association
- Purchase any services or products we offer
- Make a query or a complaint
- Correspond with us by phone, email or in any other way
- Attend a class or event run by the Association
If you provide us with details of next of kin, family members or emergency contacts, those individuals have a right to know how we hold their personal information, how we collected it, and how we use and may share it. Please share this privacy notice with those of them whom you consider mature enough to understand it. They also have the same rights as set out in section 7 below.
4. Images and recordings
Images in video, photographic and/or voice recording form may be collected at classes or events run by the Association. You should be aware that:
- All Shinrai Karate-Do events and classes are held in the public domain and are subject to being photographed or recorded. Images and recordings taken by third parties are outside our control.
- Images and recordings taken by us, or our agents, may be used for promotional purposes and/or posted on our social media pages (for example, on Facebook).
- If you do not wish to have identifiable images of you published on social media, you may request at the time of the event that such images be made unidentifiable before publication. We will respect that request.
- In the case of printed promotional material, your image will NOT be included without your prior written consent.
5. Uses made of the information
The table below sets out the purposes for which we use your personal information and the lawful basis we rely on for each use under the UK General Data Protection Regulation (UK GDPR).
| Purpose / activity | Type of data used | Lawful basis (UK GDPR) |
| Membership administration | ||
| Processing membership applications and renewals |
|
Performance of a contract |
| Maintaining membership records |
|
Performance of a contract |
| Collecting membership fees and processing payments |
|
Performance of a contract |
| Recording grading and competition results |
|
Performance of a contract |
| Governance and regulatory compliance | ||
| Sharing member data with national governing bodies (EKF and EK NGB) for administration of karate at local, regional and national level |
|
Legitimate interests |
| Complying with legal or regulatory obligations (including safeguarding and health and safety legislation) |
|
Legal obligation |
| Retaining records for the statutory limitation period in the event of a personal injury or discrimination claim |
|
Legal obligation |
| Member welfare and safeguarding | ||
| Managing health, safety and welfare at classes and events |
|
Vital interests / Legal obligation |
| Contacting emergency contacts or next of kin in the event of an incident |
|
Vital interests |
| Obtaining parental or guardian consent for members under the age of 16 |
|
Legal obligation |
| Communication and events | ||
| Communicating with members about classes, events, grading and Association news |
|
Performance of a contract |
| Recording attendance at classes and events |
|
Legitimate interests |
| Responding to queries, complaints or other correspondence |
|
Legitimate interests |
| Images, recordings and marketing | ||
| Taking and using photographic or video images at classes and events for promotional purposes, including on social media |
|
Legitimate interests |
| Including identifiable images in printed promotional material |
|
Consent |
| Sending marketing communications by email, post or SMS |
|
Consent |
Lawful basis key
- Performance of a contract: the processing is necessary to fulfil your membership with us.
- Legitimate interests: the processing is necessary for the Association’s legitimate purposes, and your interests and rights are not overridden.
- Legal obligation: the processing is required by law or regulation.
- Vital interests: the processing is necessary to protect someone’s life or physical safety.
- Consent: you have given us clear, specific consent to process your data for a particular purpose. You may withdraw your consent at any time by contacting us using the details in section 9.
6. Disclosure of your personal information
We share some of the personal information we collect with the English Karate Federation (EKF) and the English Karate National Governing Body (EK NGB), both of which are national governing bodies for karate in England. This sharing is necessary to allow those bodies to administer the sport at local, regional and national level. The information shared is limited to:
- Name
- Sex
- Date of birth
- Email address
- Full address (including city/town, county, postcode and country)
- Licence number (this identifier is assigned and controlled by EK NGB/EKF)
- Club within the Association
- Member type (for example, member or coach)
We will not share your personal information with any other third party without your consent, unless we are required to do so by law.
7. Direct marketing
From time to time we may contact you by email, post or SMS with information about our services and activities that we believe may be of interest to you. We will only send marketing messages in accordance with the marketing preferences you have set.
You can unsubscribe from our marketing communications at any time by:
- Responding as directed within any marketing message we send to you; or
- Contacting us directly using the details set out in section 9 below.
8. Data relating to children
Our activities are open to people of all ages. Where we collect personal information from individuals under the age of 16, we require a parent or guardian to provide consent before any such personal information is collected. We will not knowingly collect personal information from a child under 16 without that consent.
9. How long we keep your information
Where there is no legal requirement to retain data for a longer period, we retain all physical and electronic records for a period of six years after your last contact with us or the end of your membership, whichever is the later.
Exceptions to this general rule include:
- Information that may be relevant to a personal injury or discrimination claim, which may be retained until the limitation period for those types of claims has expired.
It is important that the personal information we hold about you is accurate and up to date. Please let us know if anything changes, for example if you change your phone number or email address, using the contact details in section 11 below.
10. Your rights in relation to personal information
Under UK data protection law, you have the following rights:
- The right to be informed about how your personal information is being used
- The right of access to the personal information we hold about you
- The right to request correction of any inaccurate personal information we hold about you
- The right to request erasure of your personal information in certain circumstances
- The right to restrict processing of your personal information in certain circumstances
- The right to data portability in certain circumstances
- The right to object to processing where we rely on legitimate interests as our lawful basis
- Rights in relation to automated decision-making and profiling
Data protection law is a complex area. More information about your legal rights can be found on the Information Commissioner’s website at https://ico.org.uk/for-the-public/.
If you wish to exercise any of these rights, or if you have any concerns about how we handle your personal information, please contact us using the details in section 11.
11. Changes to this notice
We may update this privacy notice from time to time to reflect changes in the law or our practices. We will give you prior notice of any significant changes to this notice. The current version is always available on request from us.
12. Contacting us
If you have any query or complaint in connection with the personal information we hold about you, or if you wish to exercise any of your rights, please contact us using the following details:
Email: info@shinraikaratedo.co.uk
Post: Shinrai Karate-Do Association, 14 Hewens Road, Hayes, Middlesex, UB4 8JR
If you are not satisfied with our response, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO):
- Website: https://ico.org.uk/make-a-complaint/
- Telephone: 0303 123 1113