Definition of terms used in this policy:
Tora Karate Academy & Tora Kodo Karate Kai maybe referred to as “Tora”
Introduction – Please Note:
Tora maintains strict data protection policies and maintains very high data protection standards. No personal information supplied or obtained by Tora is ever sold for commercial reasons, and information provided to Tora stays with Tora, except when individuals have agreed it may be shared with third party. We do not allow unauthorised access to personal information for illegitimate purposes. When personal data is no longer required it is securely destroyed. We will not allow access to identifiable data without the express permission of the individuals identified.
Please note: Our archives also contain public information which is commonly available from books, newspapers, television and other media. Such information – which is accessible to all – is outside the responsibilities of the GDPR and the Data Protection Act.
Your privacy is important to us. To better protect your privacy we provide this notice explaining our online information practices and the choices you can make about the way your information is collected and used. To make this notice easy to find, we make it available on our homepage and at every point where personally identifiable information may be requested.
Collection of Personal Information
We collect and process the following data from you:-
Information that you provide when you contact us either via the website or by filling in forms, by telephone, by email, by letter or face to face. We collect and record your contact details so that we may send you information including newsletters.
Information that you voluntarily disclose to us during your contact with us:-
When visiting http://www.torakarate.co.uk the IP address used to access the site will be logged along with the dates and times of access. This information is purely used to analyse trends, administer the site, track users’ movement and gather broad demographic information for internal use. Most importantly, any recorded IP addresses are not linked to personally identifiable information.
Why we collect it
We collect data to enable us to register Instructors and students as members of Tora and where applicable enable us to apply for personal accident and liability insurance on your behalf and to answer your queries and complaints.
We will process it on the basis of legitimate interest to ensure we are accepting genuine, qualified and experienced Instructors and students with a minimum of bureaucracy. Such activity will include managing eligibility, ensuring compliance with Association and national governing body rules and regulations, maintaining records for renewal of memberships and insurances and communicating with Instructors and students in respect of martial arts news, Association Newsletters, events and Association activities.
In respect of student members we collect data to facilitate membership and determine senior or junior members and associated membership cost and register membership start date and renewal date. This minimum data is required for student insurance cover.
If you are a licensed Instructor we will process your data on the basis of legitimate interest in determining your qualifications, obtaining information about your criminal convictions and offences on the basis of legal obligations, for example regarding working with children and vulnerable adults or to comply with national governing body ‘safeguarding’ requirements.
Without the data we collect we would not be able to complete the membership licensing process.
For some of your personal information you will have a legal, contractual or other requirement or obligation for you to provide us with your personal information. If you do not provide us with the requested personal information we may not be able to admit you as a member or we may not be able to properly perform our contract with you or comply with legal obligations and we may have to terminate your position as a member. For other personal information you may not be under an obligation to provide it to us, but if you do not provide it then we may not be able to properly perform our contract with you.
Where you have given us your consent to use your personal information in a particular manner, you have the right to withdraw this consent at any time, which you may do by contacting us as described in the “Contacting us” section below.
Please note however that the withdrawal of your consent will not affect any use of the data made before you withdrew your consent and we may still be entitled to hold and process the relevant personal information to the extent that we are entitled to do so, on bases other than your consent. Withdrawing consent may also have the same effects as not providing the information in the first place, for example we may no longer be able to provide certain member benefits to you.
How long will we keep it?
We will retain your data for as long as you are a registered Tora member and then delete your data after a lapse of four years after expiry of membership.
The retention period enables us to re-instate a lapsed membership during this period (a common occurrence) and/or enable us to process a Third Party liability claim that may be made against an Instructor or complaint and enable us to confirm a student in question was a members during the period in question.
How we hold the data
Club, Instructor and any associated student data is held in paper files held in secure buildings. Data necessary to enable the application of governing body membership and insurance is held digitally on specific club databases, together with Instructor and member’s contact information and membership start and renewal dates.
How We Use Your Information
We use the information you give us to keep our records up-to-date.
We may use your information to administer your membership, respond to your inquiries, fulfil your requests and send you administrative communications about our work and services.
Provision of services
We may use the information collected about you to provide and improve our services.
Links to Third Party Websites
We have included links on this site for your use and reference. We are not responsible for the privacy policies on these websites. You should be aware that the privacy policies of these sites may differ from our own.
Email and Mailing Lists
The email and mailing lists have traditionally been operated using an opt-in policy. Should you wish to unsubscribe from Tora communications please contact the Tora office by e-mail.
Management of Data
Any information you supply is kept strictly confidential. It will not be sold or supplied to commercial third parties for any reason. Should you wish to have your email, contact, and other details removed from our records please contact us with a removal request. We will respond within 72 hours, and then remove your information as quickly as we reasonably can. All information supplied will be permanently deleted. Data removal requests will be completed within 30 days.
Please note: Tora can refuse data access requests that are unfounded or excessive under the rules of the Data Protection Act (1998) and the General Data Protection Regulation (2018).
Should any data breach occur it will be reported to the relevant authorities within 72 hours.
Tora operates strict security and privacy policies. All identifiable personal information is subject to a clear audit trail. If you have had contact with Tora and wish to know what personal information on yourself is held by the Tora please contact us using the details below. Information is not supplied to non-commercial third parties without your consent. No information is supplied to commercial entities for commercial purposes. Information may be anonymised or securely destroyed when our data protection criteria demand it.
Rights of Individuals
We have implemented the changes required by the GDPR regulations in relation to the following:
- the right to be informed;
- the right of access;
- the right to rectification;
- the right to erasure;
- the right to restrict processing;
- the right to data portability;
- the right to object; and
- the right not to be subject to automated decision-making including
If you have had contact with Tora and have questions or requests in regard to individual rights please contact us by email.
Email and Mailing Lists
The email and mailing lists have traditionally been operated using an opt-in policy. Should you wish to unsubscribe from Tora communications please contact Tora by e-mail.
Changes to This Privacy Statement
The contents of this statement may be altered at any time, at our discretion.
Additional Note on Cookies
A cookie is a file containing an identifier (a string of letters and numbers) that is sent by a web server to a web browser and is stored by the browser. The identifier is then sent back to the server each time the browser requests a page from the server.
Cookies that we use
We use a third party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to the various parts of the site. This information is only processed in a way which does not identify anyone. We do not make, and do not allow Google to make, any attempt to find out the identities of those visiting our website.
The website uses SSL (Secure Sockets Layer) the standard security technology for establishing an encrypted link between a web server and a browser. This link ensures that all data passed between the web server and users remains private
Most browsers allow you to refuse to accept cookies and to delete cookies. The methods for doing so vary from browser to browser, and from version to version.
Last updated Friday, 18th January 2019.