Ronin Grappling Privacy Notice for Individual Members.
We are committed to respecting your privacy. This Privacy Notice explains in detail the types of personal data we may collect before, during and after your membership with us. It also explains how we will store and handle that data, and how we keep it safe. This notice explains how we comply with the law on data protection and what your rights are.
When you register as a member of Ronin Grappling or renew your membership (including if you are registering or renewing on behalf of a child under the age of 16), we may ask you for the following personal information:
Personal and contact information that allows us to contact you directly such as your name, date of birth, email address, phone number. Personal contact details that you volunteer to provide for emergency contacts.
Information about your health including any medical condition.
If you are providing us with details of your emergency contacts they have a right to know and to be aware of what personal information we hold about them, how we collect it and how we use and may share that information. Please share this privacy notice with them. They also have the same rights as set out in the “Your rights” section below.
Why we need your personal information – contractual purposes We need to collect our members’ personal information so that we can manage your membership.
We will use our members’ personal information to: administer your membership with us and to manage our relationship with you, provide you with core membership services, including insurance though the UKBJJA and assisting you in registering for events.
We will occassionally send you membership communications by social media or email in relation to essential membership services, including but not limited to, membership renewals and information on membership benefits, such as advanced ticket information, competitions and events, and any updates on Ronin Grappling.
If you do not provide us with all of the personal information that we need to collect, then this may affect our ability to offer the above membership services and benefits.
We also process our members’ personal information in pursuit of our legitimate interests of promoting Ronin Grappling’s events by sending members’ communications and booking information for upcoming seminars and special occasions. Our events may be filmed for live streaming purposes and your personal information may also be used in images captured from our events, which we use for promotional and development purposes.
We further process members’ personal information in order to respond to and communicate with members regarding your questions, comments, support needs or concerns in relation to Ronin Grappling. We will use your personal information to investigate complaints, to suspend membership and take disciplinary action where appropriate.
We will use information about your physical or mental health (including any injuries) or disability status, to ensure your health and safety and to assess your fitness to participate.
Instructors’ personal data will be used to comply with legal obligations, for example, regarding people working with children or vulnerable adults to comply with our safeguarding requirements.
Where we process your personal information in pursuit of our legitimate interests, you have the right to object to us using your personal information for the above purposes. If you wish to object to any of the above processing, please contact us at Giles@roningrappling.com If we agree and comply with your objection, this may affect our ability to undertake the tasks above for the benefit of you as a member.
We are under a legal obligation to process certain personal information relating to our members for the purposes of complying with our obligations under:
The Protection of Vulnerable Groups (Scotland) Act 2007 to check that our instructors are able to undertake paid or unpaid regulated work with children and young adults and the Equality Act 2010, which requires us to process personal information to make reasonable adjustments where necessary and if this is brought up by a member.
We may ask you if we can process your personal information for additional purposes. Where we do so, we will provide you with an additional privacy notice with information on how we will use your information for these additional purposes.
If your personal information is included in any images or videos we take, or are taken on our behalf, we may share this on social media and our website for promotional and/or journalistic purposes.
We may be required to share personal information with statutory or regulatory authorities and organisations to comply with statutory obligations, such as assisting with the investigation and prevention of crime and the protection of national security. Organisations include the Health & Safety Executive, Disclosure Scotland, and Police Scotland for the purposes of safeguarding children and vulnerable adults, local authorities, such as social work, education (including named persons).
We may also share personal information with our professional and legal advisors for the purposes of taking advice.
Your personal information is stored on our electronic filing system and our servers based in the EU, and is accessed by our staff for the purposes set out above. In some circumstances we may use third parties located outside the EU, but will ensure they are signed up to the “Privacy Shield”.
We will 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 possibly delete your personal information where you have not renewed your membership with us for seven years. We will retain information on your qualifications indefinitely to prove your level of qualification.
You can exercise any of the following rights by writing to us at Giles@roningrappling.com
Your rights in relation to your personal information are:
You have a right to request access to the personal information that we hold about you by making a “subject access request”. If you believe that any of your personal information is inaccurate or incomplete, you have a right to request that we correct or complete your personal information. You have a right to request that we restrict the processing of your personal information for specific purposes, and if you wish us to delete your personal information, you may request that we do so.
Any requests received by Ronin Grappling will be considered under applicable data protection legislation. If you remain dissatisfied, you have a right to raise a complaint with the Information Commissioner’s Office at http://www.ico.org.uk