British Aikido Federation Privacy Policy

Introduction

The British Aikido Federation (BAF) is a not-for-profit organisation established soley for the purpose of enabling and promoting the practice of Aikido in England and Wales. The operating structure of the BAF does not require it to have an appointed Data Protection Officer(DPO) as defined by the rules of the General Data Protection Register(GDPR) in force from 25th May 2018.

The information we collect about you

We may collect the following information about you through our website, via your club or if you send details directly to the membership secretary:

• name, age, aikido qualification and instructor status, IAF and Hombu registration information

• address, telephone, email address may be held if provided but are not obligatory

• IP address (which is a unique identifier that computers and devices use to identify and communicate with each other) which is automatically recognised by the web server but carries no personal information about you

The information clubs collect about you.

Normal member communications are carried out via club secretaries. Clubs will hold member contact details for membership and emergency purposes and contact details for guardians for junior members. Medical information and permissions may also be held where necessary for safety and insurance purposes

How we use your information

We may use your personal information for a number of purposes, including:

• To deal with your requests and enquiries.

• To contact you for reasons related to your enquiry.

• To notify you about insurance and membership or BAF and related events

• To use your IP address to monitor traffic and gather browsing behaviors of visitors to our websites. We will not use your IP address to identify you in any way.

Our legal bases for processing your information

We will retain and process your data on the basis of the following legitimate interests:

• The transfer of registered members from one club to another. You will maintain the same record but the club name associated with the record will change.

• For administration purposes a selected number of staff can access data to help to respond to queries, update data and perform necessary administration activity.

• Providing relevant and necessary information via email to you about the following:

– Changes to rules and regulation

– Updates to advice and guidance relating to BAF issues

– Transactional information relating to insurance and club membership

• your data will be retained for 3yrs after you leave for insurance purposes. We will anonomise your data after 4yrs.

Finding out what information the BAF holds about you

Under the Data Protection Legislation, you can ask to see any personal information that we hold about you. Such requests are called subject access requests. If you would like to make a subject access request, please contact any member of the BAF executive committee.

The BAF website

The BAF website (www.bafonline.org.uk) is maintained by the BAF for its members. Some protected content is stored on the website for BAF members and to gain access to this material requires registration. Registration only requires name and email information. Your IP address is noted by the website but only to monitor traffic and gather browsing behaviour of visitors to our websites. We will not use your IP address to identify you in any way.

Cookies are employed by the website for security. The use of cookies in no way exposes your personal information and only affects your access to the BAF website noting access and times for routine website monitoring purposes.

Changes to our Privacy Policy

We regularly review our Privacy Policy and updates will appear on this page when necessary. This Privacy Policy was last updated in February 2018.

Contacting British Aikido Federation about this Privacy Policy

If you have any questions or comments about this Privacy Policy please write to us:

British Aikido Federation

Head Office:

Lands End,
The Towpath,
Hythe Bridge St,
Oxford, OX1 2TA.

Email: GeneralSecretary@bafonline.org.uk

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