The West Wales Wadoryu Karate Association (WWWKA) maintains strict data protection policies and high data protection standards. No personal information supplied or obtained by the WWWKA is ever sold for commercial reasons, and information provided to the WWWKA stays with the WWWKA, except when individuals have agreed it may be shared with a third party. We do not allow unauthorised access to personal information for illegitimate purposes. When personal data is no longer required, it is securely destroyed. We will not allow access to identifiable data without the express permission of the individuals identified.
Please note: Our archives also contain public information commonly available from books, newspapers, television and other media. Such information – which is accessible to all – is outside the responsibilities of the GDPR and the Data Protection Act.
Your Privacy
Your privacy is important to us. To better protect your privacy, we provide this notice explaining our online information practices and the choices you can make regarding how your information is collected and used. To make this notice easy to find, we make it available on our homepage and at every point where personally identifiable information may be requested. https://www.pembrokekarate.co.uk/ uses cookies to help provide our website users with the required information.
Collection of Personal Information
We collect and process the following data from you:-
Information you provide when you contact us via the website or by filling in forms, by telephone, by email, by letter or face to face. We collect and record your contact details to send you information, including newsletters.
Information that you voluntarily disclose to us during your contact with us:-
When visiting https://www.pembrokekarate.co.uk/, the IP address used to access the site will be logged along with the dates and times of access. This information is used to analyse trends, administer the site, track users’ movement and gather broad demographic information for internal use. Most importantly, recorded IP addresses are not linked to personally identifiable information.
Why we collect it
We collect data to enable us to register instructors and students as members of our membership association, which, where applicable, will allow us to apply for personal accident and liability insurance on your behalf and answer your queries and complaints.
We will process it based on legitimate interest to ensure we accept genuine, qualified and experienced Instructors and their students with a minimum of bureaucracy. Such activity will include:
Managing eligibility.
Ensuring compliance with Association and national governing body rules and regulations.
Maintaining records for renewal of memberships and insurances and communicating with Instructors regarding martial arts news, Association Newsletters, events and Association activities.
Regarding student members, we collect data to facilitate membership, determine senior or junior members and associated membership costs, and register the membership start date and renewal date. This minimum data is required for student insurance coverage.
If you are a licensed Instructor, we will process your data based on legitimate interest in determining your qualifications, obtaining information about your criminal convictions and offences based on legal obligations, such as working with children and vulnerable adults or complying with national governing body ‘safeguarding’ requirements.
We need the data we collect to complete the membership licensing process.
For some of your personal information, you will have a legal, contractual, or other requirement or obligation to provide us with your personal information. If you do not provide us with the requested personal information, we may not be able to admit you as a member, or we may not be able to properly perform our contract with you or comply with legal obligations, and we may have to terminate your position as a member. For other personal information, you may not be obligated to provide it to us, but if you do not provide it, we may not be able to perform our contract with you properly.
Where you have given us your consent to use your personal information in a particular manner, you have the right to withdraw this consent at any time, which you may do by contacting us as described in the “Contacting us” section below.
Please note, however, that the withdrawal of your consent will not affect any use of the data made before you withdrew your permission, and we may still be entitled to hold and process the relevant personal information to the extent that we are entitled to do so, on bases other than your consent. Withdrawing consent may also have the same effects as not providing the information in the first place; for example, we may no longer be able to provide certain member benefits to you.
How long will we keep it?
We will retain your data for as long as you are a registered Association member and then delete your data after a lapse of four years after the expiry of your membership.
The retention period enables us to reinstate a lapsed membership during this period (a common occurrence). It allows us to process a third-party liability claim that may be made against an Instructor or complaint. It enables us to confirm a student in question was a member during the period in question.
How we hold the data
Club, Instructor and any associated student data is held in a paper file secured in locked filing cabinets. Data necessary to enable the application of governing body membership and insurance is held digitally on specific Association databases, together with Instructor contact information
and membership start and renewal dates
How We Use Your Information
We use the information you give us to keep our records up-to-date.
Membership management:-
We may use your information to administer your membership, respond to your inquiries, fulfil your requests and send you administrative communications about our work and services.
Provision of services:-
We may use the information collected about you to provide and improve our services.
Links to Third Party Websites
We have included links on this site for your use and reference. We are not responsible for the privacy policies on these websites. You should be aware that the privacy policies of these sites may differ from our own.
Email and Mailing Lists
The email and mailing lists have traditionally been operated using an opt-in policy. Should you wish to unsubscribe from WWWKA communications, please contact the WWWKA office by email or in writing.
Management of Data
Any information you supply is kept strictly confidential. It will not be sold or provided to commercial third parties for any reason. Should you wish to have your email, contact, and other details removed from our records, please contact us with a removal request. We will respond within 72 hours and remove your information quickly. All information supplied will be permanently deleted. Data removal requests will be completed within 30 days.
Please note: The WWWKA can refuse data access requests that are unfounded or excessive under the rules of the Data Protection Act (1998) and the General Data Protection Regulation (2018).
Data Breaches
Should any data breach occur, it will be reported to the relevant authorities within 72 hours.
Data Usage
The WWWKA operates strict security and privacy policies. All identifiable personal information is subject to a clear audit trail. If you have had contact with the WWWKA and wish to know what personal information on yourself is held by the WWWKA, please get in touch with us using the details below. Information is not supplied to non-commercial third parties without your consent. No information is provided to commercial entities for commercial purposes. Information may be anonymised or securely destroyed when our data protection criteria demand it.
Removal requests can be accepted by email – hello@pembrokekarate.co.uk or post.
To write to us, please contact:
Data Controller
Graham Thomas,
10 Gatehouse View
Pembroke
Pembrokeshire
SA71 4TQ
United Kingdom
Rights of Individuals
We have implemented the changes required by the GDPR concerning the following:
the right to be informed;
the right of access;
the right to rectification;
the right to erasure;
the right to restrict processing;
the right to data portability;
the right to object;
and the right not to be subject to automated decision-making, including:
If you have had contact with the WWWKA and have questions or requests regarding individual rights, please get in touch with us by email or letter.
Email and Mailing Lists
The email and mailing lists have traditionally been operated using an opt-in policy. Should you wish to unsubscribe from WWWKA communications, please contact the BKA office by email or in writing.
Changes to This Privacy Statement
The contents of this statement may be altered at any time, at our discretion.
If you have any questions regarding the privacy policy of the WWWKA, then please get in touch with us at hello@pembrokekarate.co.uk
Governing body:
WKGB Ltd.
63 Ashcroft Crescent
Fairwater
Cardiff
CF5 3RL