South Coast Martial Arts Data Policy
Who we are
We are South Coast Martial Arts, the registered address for which is: Rosemary Cottage, Townslake, Tavistock, PL19 8PQ
Data Protection is managed by Chris Wood & Debbie Young, who can be contacted at Support@scmaclub.com
What Personal Information do we collect and what do we do with it?
We only collect and process the personal information that you provide us with. We do not obtain additional personal information from other sources. We do not share your data with any third party for marketing purposes. We need this personal data to manage your time with us as a student, whether that’s training, grading or competing. Unfortunately, if you don’t want to provide us with this information you won’t be able to become a student with South Coast Martial Arts.
Where you are under 18 years of age, we will also collect and use the personal information you provide about your parent/guardian to:
- contact them about club activities including gradings, competitions, training and other club related activities.
- use their name and email address to enable us to set up a standing order to pay your training fees.
We also ask you to provide personal information about someone we can contact in the event of an emergency.
Student Health data
When you become a student with us we ask you to tell us about any medical conditions that may be relevant to you undertaking a martial art. We only ask for this information to ensure that you are able to train with us in a safe environment where your individual needs can be recognised.
We do not share this information with anyone not involved in teaching, grading or organising and running competitions and only when relevant to ensure your wellbeing. You’ll be asked to give explicit consent for us to hold and process the information for the purpose described above.
Who we share your data with
We only share relevant personal information with other organisations (“third parties”) where it is necessary to enable you to take part in the activity, including where we use a service to manage your contract with us.
Club Management System
South Coast Martial Arts uses a student administration system called Martialytics. The personal information you provide us with whilst a student is stored in this system, and we use this system to track your training including promotions.
South Coast Martial Arts are partnered with UK ITF. We are required to register students with UK ITF and this is a condition of training with South Coast Martial Arts. We only share the personal information when necessary to register you. We share your name, date of birth and nationality.
International Taekwon-Do Federation (ITF)
If you achieve your black belt in Taekwon-Do we are required to register you directly with the ITF. We share your name, grade, date of birth and nationality.
How long do we hold your details for?
Once you become a student we hold your personal information for the whole time you are a student with us. If you leave us we will hold your personal information for a period of 7 years after you leave. If you ask us to delete your personal information we will delete what we can but we will not delete all of your data until this 7 year period has ended.
You have the right to object to our processing of your personal information and may do so at any time. However, we hold your personal information as part of our contract with you. If you don’t want us to hold your personal information this will restrict your ability to attend our classes and be a student of South Coast Martial Arts.
Your additional individual rights
The right to access
If you want to know what personal information we hold about you, you can contact us at Support@clubscma.com and we’ll provide you with the information. We have a month to get it to you but we’ll try and make sure it’s quicker than this. You can ask us to provide your personal information in a form that is easily transferable to another organisation and which can be extracted by software. This is called The right of data portability
The right to rectification
When you are a member of South Coast Martial Arts we ask you to let us know of any changes to your personal information. We do this explicitly when we ask you to renew your annual membership, but you can do this at any time. If you tell us we’ve got something wrong, and we’ve shared that with another organisation as described in the section called “Who we share your data with”, we’ll tell them the correct information to enable them to update their records.
The Right to Withdraw Consent
Once you become a student, we will only contact you with information about being a student with South Coast Martial Arts.
How to contact us
If you have any questions about what we do with your personal information you can contact us at Support@scmaclub.com. In the event something goes wrong, you also have the right to complain not only to us but also to the Information Commissioner’s Office. Find out how on their website https://ico.org.uk/concerns/
Your agreement to process your Information
By signing the Enrolment form you are entering into an agreement with South Coast Martial Arts and we will use your personal information in the ways we have described.