Introduction
Five Towns Ju Jutsu Ryu place their customers’ privacy as a number one priority and as a club made up of members (and therefore the attributable data of those members) Five Towns Ju Jitsu Ryu takes a firm stance on Data Protection and Privacy. For the duration of this policy document, the terms ‘us’, ‘we’, ‘Five Towns Ju Jitsu Ryu’, ‘Club’ and ‘Group’ shall be a direct reference to Five Towns Ju Jitsu Ryu.
Collecting information
We may collect information from you, or about you, for a number of reasons as a standard part of our ‘day to day’ operations. This may include;
1. When you register to join our club
2. When you insure yourself as a member, instructor or student of Five Towns Ju Jitsu Ryu
3. When you engage with our online material, website or other application processes 4. When you ask us to quote you for services and provisions
5. When you otherwise speak with us, use our websites and apps, or join as a member in any form
The information we collect may also be provided to us from a third party. In the instance of instructors, this will usually be the lead instructor. In the instance of students, this will usually also be the lead instructor. In any situation whereby data is provided from a third party, they must already be a registered member of our group so we can ensure they are compliant with our data protection guidelines. We only collect the minimal amount of information required to safely and accurately fulfil services and requirements, and do not hold or ‘harvest’ data that is not directly relevant to the purposes of the club and/or the services at hand. We are not required to be registered with the Information Commissioner’s Office (ICO) as a data Controller.
Using your personal information
We understand that personal information is inherently sensitive and that this may also be heightened where more confidential disclosures are made – for example, pre-existing medical conditions for student registrations. Personally identifiable information (PII) is never processed under any circumstances except where directly required and warranted in order to fulfil a requested service or product. In any case, the information used is minimal and maintained only at the necessary levels. Five Towns Ju Jitsu Ryu employ the strongest possible measures of control on data protection. Please see Protecting Information.
Protecting Information
Five Towns Ju Jitsu Ryu take our responsibility to safeguarding the collection, storage and use of personal information seriously. As standard, we;
• Employ security systems for all of our hardware and software.
• We follow expert guidance and use professional services for any data protection matters, to ensure the integrity of our Data Services at all times.
• We have appointed a Data Controller who is ultimately responsible for all matters of data integrity, including both staff training and operational compliance from third party threats.
Complaints, Disputes and Erasers
We understand that ultimately, data shared with the club is borrowed from the person to whom it relates. Accordingly, anyone has the opportunity to check what information we hold for them, and to correct any records that are held incorrectly. Furthermore, in some cases we will be able to remove records completely if requested by the named person. It is important to remember that under both insurance and safeguarding guidelines, we are unable to erase entirely, records pertaining to instruct or students, volunteers and other members who have either had active insurances with us, and/or have been registered to teach (or assist teaching) until 7 years has passed. We can erase erroneous service-based information, but not actual records during this period.
Should any person which to query information held on them or discuss further how their personal information is held and/or processed, please contact our data controller.
