‘Kicks Martial Arts Centres’ Privacy Notice

Policy date: 21 November 2019

Our contact details

Kicks Martial Arts Centres is the data controller for the personal information we process, unless stated otherwise.

You may contact us via phone, email and by post.

Our postal address is:

Kicks Martial Arts
185 Lewes Road
Brighton
England
BN2 3LD

Tel: 01273 673680

Email: info@kicks.org.uk

Our Data Protection Officer

Our Data Protection Officer (DPO) is Tiffany Williams. You can contact Tiffany at tiffany.williamskicks185(at)gmail(dot)com, by phone, or post; both are listed above. Please ensure that you address the envelope to ‘Data Protection Officer’.

What type of information we have

We collect information entered into our Contact Form on the ‘Contact’ page at the kicks.org.uk website.

Information collected includes:

  • Your name;
  • Your email address;
  • Information typed into the open-text section of the form.

How do we get the information and why we do we have it?

The personal information we process is provided to us directly by you for one of the following purposes:

  • You have contacted us to make an enquiry via the contact form.
  • You have contacted us directly via email to make enquiry.
  • You have contacted us to make an information request.

We only hold the information necessary to respond to your enquiry, including your name, email address and written text describing the nature of your enquiry.

Under the General Data Protection Regulation (GDPR), the lawful bases we rely on for processing this information is:

  • Your consent. You are able to remove your consent at any time. You can do this by contacting our Data Protection Officer, Tiffany Williams.

 

What we do with the information we have

We use the information that you have given us in order to:

  • Respond to your enquiry via email;
  • Send you information about Kicks Martial Centres via email.

We may share this information by means of an email referral with other Kicks Instructors, Instructors who are based at Kicks Brighton, and Instructors at other Kicks venues.

A Captcha field is included in our contact form asking a basic mathematical question. This is to automatically determine that entries in the contact form are legitimate.

How we store your information

Your contact information is securely stored for contact purposes on our business email account which is operated by Google (Gmail).

Kicks Martial Arts Centres are private members clubs, if you do not proceed with membership your details will only be retained for the purposes of addressing your enquiry and any follow-up correspondence required.

If you do not become a member, we keep your name, email address and written enquiry in email format for up to one calendar year after the date of final correspondence. We will then dispose your information by purging any emails that you have sent to us or that we have sent to you.

Your data protection rights

Under data protection law, you have rights including:

Your right of access – You have the right to ask us for copies of your personal information.

Your right to rectification – You have the right to ask us to rectify information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.

Your right to erasure – You have the right to ask us to erase your personal information in certain circumstances.

Your right to restriction of processing – You have the right to ask us to restrict the processing of your information in certain circumstances.

Your right to object to processing – You have the right to object to the processing of your personal data in certain circumstances.

Your right to data portability – You have the right to ask that we transfer the information you gave us to another organisation, or to you, in certain circumstances.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

Please contact us by writing to Tiffany Williams (DPO) at tiffany.williamskicks185(at)gmail(dot)com or by post using the address listed in the contact section if you wish to make a request.

Options for getting in contact:

  • By email: please include the subject line ‘FAO: Data Protection Officer’ in any correspondence. 
  • By post: please ensure that you address the envelope to ‘Data Protection Officer’.

How to complain

You can register a complaint with us by contacting our Data Protection Officer, Tiffany Williams at tiffany.williamskicks185(at)gmail(dot)com, by phone (01273 673680), or by post using the address listed in the contact details section

Options for getting in contact:

  • By email: please include the subject line ‘FAO: Data Protection Officer’ in any correspondence. 
  • By phone: the number provided (01273 673680) is the phone line for our club reception in Brighton, please ask to talk to Tiffany Williams.
  • By post: please ensure that you address the envelope to ‘Data Protection Officer’.

You can also complain to the ICO if you are unhappy with how we have used your data.

The ICO’s address:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113

 

Appendix

Introduction

This document has been written to explain how we use photos of Kicks instructors and members on our website.

Publication of Instructor and Member photos on our website and social media channels

Upon joining Kicks, new members are asked whether they consent to be included in publicity photography for Kicks Martial Arts Centres. This has been part of the membership protocol since 01/09/18. Kicks Members and Instructors complete this process once annually as part of license renewal. Membership and renewal documents are co-signed by a parent or legal guardian for members who are under the age of 18.

Once consent has been provided, it is not necessary for additional permissions to be sought from individuals for inclusion of their photographs on Kicks’ public website and on our public and members-only social media channels.

Photos of Members under 13 years of age on our website and social media channels

Photos of members who are under 13 years of age are included with the consent of a parent or legal guardian.

Archival photographs and request for removal of photos

Photographs predating 01/09/18 are retained for archival reasons on our website and on our social media channels. If you wish for a photograph to be removed from all/any of our communication channels please contact Tiffany Williams (tiffany.williamskicks185(at)gmail(dot)com) via email. Please provide relevant links to the images which you wish to be removed in your email message.

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