Scope

This policy applies to all personal data held by the association or its instructors that is held for the normal running of the association. This policy applies to all members of the association when dealing with personal information on behalf of the association. This policy does not apply to students who choose to share their own personal information with other students for social purposes.

In the event of a medical emergency the club instructor may release contact details to ensure the welfare of the individual.

The association will share information where required by law, for example with law enforcement agencies.

Data we hold

• Club students
• Name
• Address
• Telephone number
• Mobile number
• Email address
• History of related activities, e.g. other martial arts previously studied
• Paper and/or PDF copies of membership forms

People enquiring about joining

• Name
• Telephone number
• Mobile number
• Email address
• Website users
• IP address
• Web browser used

Students Records

• A record of club students shall be kept in either an electronic document such as a spreadsheet or database, or a paper record. The record shall contain the following fields:
• Name
• Address
• Telephone number
• Mobile number
• Email address
• Communication preferences

The record shall be stored on a personal computer of the club instructor. All copies shall be password-protected. Copies may be made for backup purposes, and may be stored on a reputable cloud storage platform or the PC of a deputy appointed by the club instructor. Other local copies may be made if necessary for the normal running of the club, but must be kept for the shortest possible time and then deleted.

Due to the higher risk of loss or theft, records shall not be kept on mobile devices (laptops, mobile phones and tablets) unless those devices are only used at home in lieu of a desktop PC.

Archive electronic copies of the record shall be kept for a maximum of 3 years.

Paper copies of information shall be retained by the club instructor at home in a locked cabinet.

Communications

Communication preferences must be respected.

All emails sent to more than one person must have the recipients blind copied (BCC) so that it is not possible for recipients to see the email addresses of other recipients. The To: line should contain your own email address, preferably in the form 

Undisclosed recipients <xx@mayoshindo.org>

“Undisclosed recipients” may be replaced with, for example, “MayoShinDo Students”. If it is likely you will send more than one email to the same group, it may be convenient to set up a mailing list containing the addresses of the people in the group, then select that mailing list in the BCC line.

There are many email clients and web platforms that are used for emails, and they all differ in the detail. Make sure that you understand how to use BCC in your chosen mail client.

We cannot disclose email anybody’s email addresses to anyone else without express permission. Exceptions are role-based addresses at the MayoShinDo domain that are publicly available anyway, such as admin@mayoshindo.org, and if information is required by law enforcement agencies.

Membership Forms

The following wording shall be included on club student application forms. The form shall be completed by all persons before starting training for the first time. New students shall complete the form when they apply. Existing students are expected to inform the club instructor if any details change, to make sure that those details are up to date.

“When you become a student of a MayoShinDo club the instructor will keep a record of the personal information necessary for the running of the club. The instructor will keep your details safe, and you can unsubscribe or change your preferences at any time by contacting the instructor.

Would you like to continue to hear from us about our latest news and ways in which you can support us? If so, please tick below to let us know how you would like to hear from us and confirm your contact details: 

1) Text message Yes [ ] No [ ] 

2) Email Yes [ ] No [ ]

3) Social Media Yes [ ] No [ ]

An Instructor will occasionally capture video and images of a student during class on a mobile device such as a phone or tablet as means of a learning tool, allowing them to visually see themselves performing techniques

Do you consent to appearing in this material? Yes [ ] No [ ]

Videos and Still images may be used by the club to promote its activities to the public, e.g on our website and on social media.”

Do You Consent to appearing in this material? Yes [ ] No [ ]

Any content captured will be deleted from the device once there is no longer any use for it.”

Videos and Photos

Video and still images may be recorded during training sessions to give feedback to the participants. This will normally be recorded on a mobile device, e.g. a phone or tablet. If participants wish to keep copies for their own records they must bring to the session their own means of copying the information (for example a USB memory stick). All such information shall be deleted from the original device once it is no longer needed.

Video and still images may also be recorded during club sessions and gradings and used to promote the activities of the club.