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General Data Protection Regulations 
 
 
Purpose 
 
We respect the privacy of all our members who join us.  We may use the details you supply to us to contact you via telephone, email, social media platforms or post so that we can send you information regarding your membership, club and other relevant news. 
 
Confidentiality 
 
KKA will respect the confidentially in the following ways: 
 
We will only ever share your information with you, or with you if it is about your child.  Information given to KKA by you will not be passed onto third parties other than KKA Insurers without permission unless there is a safeguarding issue. 
 
Issues relating to instructors or staff, whether paid or voluntary, will remain confidential to those making personnel decisions. 
 
Any personal data is stored securely in a lockable file, any digital information is encrypted, or password protected. 
 
What personal data we hold on you 
 
You may give us information about you or your family member by filling in application forms at the club or by corresponding with us by phone, email or otherwise.  This includes information that you provide when you fill out an application form.  The information you give us may include for example your name, date of birth, address, e-mail address, phone number and any emergency contact details. 
 
We may also ask for sensitive personal data such as any relevant health information and criminal convictions which may have a bearing on any safeguarding issues. 
 
Why we need your personal data 
 
The reason we need your data is to be able to administer your membership and insurance requirements. Our lawful basis for processing your personal data is that we have a contractual obligation to you as a member to provide the services you are applying for. 
 
Sharing of personal data 
 
There are reasons why we may need to share personal data both internally with KKA and externally. 
 
Processing of application forms for insurance purposes with our approved insurance supplier. 
 
To manage training sessions, special events or competitions. 
 
To provide information about club activities, membership renewals or invitations to events. 
 
Newsletters promoting club activities. 
 
Providing information about promotions and offers. 
 
Providing information about selling/purchasing of merchandise and equipment. 
 
KKA has an official presence on social media platforms/Internet (for example Facebook, Website and Instagram).  If you join one of the social media platforms, please note that providers of the social media platforms have their own date/privacy policies and that KKA do not accept any responsibility or liability for these policies.  Please check these before you submit any personal data on the club social media pages. 
 
KKA does not share any personal data it holds to any other third parties than otherwise stated above or process data for any further purposes other than those detailed in this policy. 
 
KKA will share any data that we hold with law enforcement agencies where we are legally obliged to do so. 
 
KKA does not store or transfer your personal data outside of the U.K/E.U 
 
How long we hold your personal data   
 
We will hold your personal data on file for as long as you have an active account with us.  Membership data is generally updated every year.  Any personal data we hold on you will be securely destroyed once you confirm that you will no longer be attending the Academy. (Subject to any other data retention requirements as required for example accident records, insurance claims or any other reason where we are required to do so by law). 
 
Your rights regarding your personal data 
 
As a data subject you may have the right at any time to request access to, rectification or erasure of your personal data; to restrict or object to certain kinds of processing of your personal data, including direct marketing; to the portability of your personal data and to 
complain to the U.K’s Data Protection Supervisory Authority, the Information Commissioner’s Office about the processing of your personal data. 
 
As a data subject you are not obliged to share your personal data with KKA.  If you choose not to share your personal data with us, we will not be able to administer your membership/insurance which will have an effect on your joining the Academy. 
 
Contact and communication with us 
 
Persons contacting us through social media platform do so at their own discretion and provide any such personal details requested at their own risk.   Your personal information is kept private and stored securely until a time it is no longer required or has no use. 
 
Email mailing list and market messages 
 
We may operate an email mailing list program, used to inform you of upcoming events and special offers.  You have the right to request not to receive these communications from KKA.  Please note all emails will be sent individually or by using BCC on the email address section to restrict email information. 
 
 
Andy Ridley 
 
Updated August 2020