Privacy Policy

1. Who We Are

St Ives & St Leonards Karate Club is a community sports club based in St Leonards, affiliated with the Inner Strength Martial Arts Academy (ISMAA). We are the data controller for personal data collected through this website and club activities.

For data protection enquiries, contact us at: info@stiveskarateclub.co.uk

2. What Data We Collect

We may collect the following personal data:

Data	Source	Purpose
Full name	Enquiry / sign-up form	To identify you and respond to your enquiry
Email address	Enquiry / contact form	To respond to your enquiry and send club communications
Phone number	Enquiry form (optional)	To contact you about your trial or membership
Age category	Enquiry form	To place you in the appropriate class
Photos	Gallery upload form / club events	To display in the members gallery (with consent)
Cookie data	Website visit	To improve website functionality (see Section 7)

3. Lawful Basis for Processing

We process your personal data on the following lawful bases under UK GDPR:

• Consent — for marketing communications, photo use, and optional data submissions. You may withdraw consent at any time.
• Contract — to administer your club membership and process payments.
• Legitimate interests — to run the club safely and respond to enquiries.
• Legal obligation — to comply with child safeguarding and data retention requirements.

4. How We Use Your Data

We use your personal data to:

• Respond to trial enquiries and membership applications
• Administer club membership and communicate class changes or events
• Maintain attendance and grading records for ISMAA licensing purposes
• Manage photo consent and publish approved photos to the gallery
• Comply with safeguarding obligations for junior members
• Comply with our legal and regulatory obligations

We will not sell, rent or share your data with third parties for marketing purposes.

5. Children's Data and Safeguarding

We take the privacy and safety of children very seriously. For members under 16:

• We collect data with the explicit consent of a parent or guardian
• Photos of individuals under 16 are not published without verified parental consent
• Gallery photos involving under-16s are reviewed by the club admin before publication and require the uploader to confirm parental consent
• Junior member data is only accessible to authorised club officials and ISMAA administrators
• We follow national safeguarding guidelines for sports organisations and the ISMAA safeguarding policy

6. Data Retention

We retain personal data for the following periods:

Data type	Retention period
Enquiry form data (non-members)	12 months from last contact
Member data (adult)	Duration of membership + 3 years
Member data (junior)	Duration of membership + 7 years (safeguarding requirement)
Grading records	Indefinitely (for ISMAA licence continuity)
Photos	Until consent is withdrawn or member requests removal
Financial records	7 years (HMRC requirement)

7. Cookies

Our website uses the following cookies:

Cookie	Purpose	Duration
cookie-ok	Stores your cookie consent preference	1 year
Google Maps (third-party)	Required to display embedded maps	Session / varies

You can control cookies through your browser settings. Declining non-essential cookies will not affect your ability to use the site.

8. Third-Party Services

We may use the following third-party services which have their own privacy policies:

• Google Maps — for embedded maps (Google Privacy Policy: policies.google.com/privacy)
• ISMAA — we share member grading and licence data with ISMAA as required for affiliation

9. Your Rights

Under UK GDPR, you have the right to:

• Access — request a copy of the personal data we hold about you
• Rectification — request correction of inaccurate data
• Erasure — request deletion of your data ("right to be forgotten"), subject to legal retention requirements
• Restriction — request that we limit how we process your data
• Portability — receive your data in a structured, machine-readable format
• Object — object to processing based on legitimate interests
• Withdraw consent — at any time where processing is based on consent

To exercise any of these rights, email us at info@stiveskarateclub.co.uk. We will respond within one calendar month.

10. Security

We take appropriate technical and organisational measures to protect your personal data, including secure form submission, restricted access to member records, and regular review of our data handling practices.

11. Complaints

If you have concerns about how we handle your data, please contact us first. If you remain dissatisfied, you have the right to lodge a complaint with the UK Information Commissioner's Office (ICO):

• Website: ico.org.uk
• Helpline: 0303 123 1113

12. Changes to This Policy

We may update this privacy policy from time to time. The current version will always be available on this page, with the "last updated" date shown at the top. Significant changes will be communicated to members directly.