What this notice covers

MayoShinDo is committed to protecting your personal information. In this notice, references to ‘we’ or ‘us’ means MayoShinDo. This notice explains how we collect and use the personal information about you.

Who we are

MayoShinDo is an amateur community martial art association, with clubs in the Oxford and West Cornwall areas. MayoShinDo is a data controller under the data protection rules and our Data Protection Officer is Denzil Searle, contactable at 2, Carn Arthen Villas, Carn Brea, Redruth, Cornwall TR15 3YA or 01209 716656.

Information we gather.

MayoShinDo gathers certain information about you. We collect information in the following ways:

Information you give us.

When you become a student of MayoShinDo you will give us information. You may also give us information when using our Website. Information may include your name, date of birth, postal address, email address, phone number, financial information, a personal description, disability, history of related activities, or CRB / DBS / PVG checks that have been undertaken and a photograph.

Information we get from your use of our Website and services

. Each time you visit our Website, we may automatically collect certain information. This information includes technical information, such as Internet Protocol (IP) addresses used to connect your computer to the internet, your login information, browser type and version, browser plug-in types and versions, operating system and platform and information relating to what pages you have viewed (e.g. using cookies as described further below); Photography and video may be taken at events, and these images may be used on our website, social media platforms and promotional / internal documents.

Information about you from third parties.

Where MayoShinDo works with third parties, such as web hosts and equipment retailers, we only release personal information about individual students when it is absolutely necessary and then only with your express permission. 

How we may use your information

We rely on the legitimate interest basis to use your personal information in some circumstances. For example, when you apply to become a student of MayoShinDo, we have a legitimate organisational interest to use your information to respond to you and give you the benefits of being a student as explained on the Website. We also rely on obtaining your consent to use your personal information. For example, we will seek your consent to receive marketing via email and post about MayoShinDo. We may use your information for a number of purposes including the following:

1. compliance with legal, regulatory and corporate governance obligations and good practice;
2. to provide you with information about our activities that you have agreed to receive. 

We will use the information we get from your use of our Website and services to:

1. administer our Website and for internal operations, including troubleshooting, data analysis, testing, research, statistical and survey purposes; 
2. improve our Website to ensure that content is presented in the most effective manner for you and for your computer; 
3. allow you to participate in interactive features of our service, when you choose to do so; 
4. as part of our efforts to keep our Website safe and secure; 
5. any other reasonable purposes of MayoShinDo, acting always in accordance with the data protection law (as amended from time to time). 

We will use the information you give us to:

1. perform services you have requested (such as providing you with Membership Benefits or providing you with information you have asked for); 
2. administer the martial art of MayoShinDo, for instance by providing training facilities and organising gradings; 
3. where we permit selected third parties to use your data, we (or they) will contact you by electronic means only if you have consented to this. If you do not want us to use your data in this way, or to pass your details on to third parties for marketing purposes, please email admin@mayoshindo.org 
4. notify you about changes to our service, including but not limited to any changes to the student benefits; 
5. ensure that content from our Website is presented in the most effective manner for you and for your computer; and 
6. any other reasonable purposes of MayoShinDo, acting always in accordance with the data protection law (as amended from time to time). 

Marketing

By Marketing, we mean the necessary communication between MayoShinDo and its students to provide news about our activities. We may contact you for marketing purposes by email or text message if you have agreed to be contacted in this manner. We may include information from other organisations in these communications. It is your choice as to whether you want to receive information about our work, how we raise funds and the ways you can get involved. If you do not want us to use your personal information in these ways please tick the relevant box situated on the form on which we collect your data. You may opt-out of our marketing emails or change your contact preferences at any time by contacting your club instructor via telephone, email or by letter.

Information Sharing and Disclosure

We may share your information with the following selected third parties:

1. Associate bodies such as martial art umbrella bodies in order that they may communicate with you regarding relevant events only or to allow the associate bodies to manage the running of their activities. 

We may disclose your personal information to third parties:

1. If we are under a duty to disclose or share your personal data in order to comply with any legal obligation (for example to government bodies and law enforcement agencies), or in order to enforce or apply other agreements; or 
2. to protect the rights, property, or safety of MayoShinDo, our students, or others. This includes exchanging information with other companies and organisations for the purposes of fraud protection. No data outside of EEA. 

We require these third parties to comply strictly with our instructions and data protection laws and we will make sure that appropriate controls are in place. 

Users under 18

If you are under 18 and would like to get involved, please ensure that you have consent from a parent or guardian before giving us your personal information. When we collect data about a child or young person aged under 18 we will make it very clear as to the reasons for collecting this data and how it will be used.

Keeping your records

We keep records only for as long as required to operate the service in accordance with legal requirements and tax and accounting rules. Your personal information may be retained for 2 years. Following this period we will anonymise your history. We may retain non-identifiable data for statistical purposes. Where we may store your information The data that we collect from you will be transferred to, and stored at the homes of the officers of MayoShinDo and on online systems. By submitting your personal data, you agree to this transfer, storing or processing. MayoShinDo will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this Privacy Notice. Where we have given you (or where you have chosen) a password which enables you to access certain parts of our site, you are responsible for keeping this password confidential. We ask you not to share a password with anyone.

Your rights

You have the right to:

1. Have any inaccuracies in your data corrected. If you would like to update the details we hold about you other than online, please contact your instructor via telephone, email or by letter. 
2. Request that we delete your personal data. 
3. You have a right to request a copy of the personal information we hold about you. We require you to prove your identity with two pieces of approved identification. Please address requests to your instructor and we will respond within one month of receipt of your written request and confirmed ID. Please provide as much information as possible about the nature of your contact with us to help us locate your records. This request is free of charge unless the request is manifestly unfounded or excessive. 

Changes to this notice and the way we treat personal information We may update the terms of this privacy notice at any time, so please do check it from time to time. We will notify you about significant changes in the way we treat personal information by sending a notice to the primary email address you have provided to us or by placing a prominent notice on our Website. By continuing to use our Website you will be deemed to have accepted such changes.

Enquires and Complaints

The Data Protection Officer is the first point of contact regarding any enquires arising from this Privacy Notice. Where possible, please raise all enquires in writing. If you are unhappy with our work or something that we have done or failed to do, please inform us in writing. MayoShinDo will acknowledge receipt of all complaints and will endeavour to investigate the complaint within 15 working days. All complaints should be sent to: MayoShinDo 2, Carn Arthen Villas, Carn Brea, Redruth, Cornwall TR15 3YA You may also complain directly to the Information Commissioner’s Office if you are concerned with how we are handling your personal information using their online form which can be found here: https://ico.org.uk/concerns/handling/.

Changes to this Notice

We may change this Privacy Notice from time to time. If we make any significant changes in the way we treat your personal information we will contact you directly.