KOKORO KAI Data Protection & Privacy Policy

We take our responsibility to treat our members fairly and with respect very seriously. Accordingly, we do our best to ensure the data we collect on you is safe and used strictly and only where absolutely necessary to maintain your membership within our club and associations.

Read on for more details regarding what this involves.

Overview

For the duration of this policy document, the terms ‘us’, 'our', ‘we’ and ‘the Club’ shall be a direct reference to Kokoro Kai and its representatives.

If you have any questions, please get in touch using the details provided on our Contact Page.

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;

When you register to join the club.
When you insure yourself as a member, instructor or student under the club and our association(s).
When you engage with or join our Social Media presences offered by us.
When you otherwise speak with us or contact us via phone or email.
When you become an instructor, assistant instructor or volunteer in order to complete all necessary insurance and background checks where required.

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 or its Association(s).

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.

We may share necessary information with the following 3rd parties, with your express concent, when providing our services:

The British Aikido Board (BAB)
Web: https://bab.org.uk/safeguarding/safeguarding-how-to-report-a-concern/
Phone: +44 (0) 1304 268243

Aikido Research Federation
Web: https://aikidoresearchfederation.co.uk/contact-us-2/

The British Martial Arts & Boxing Association (BMABA)
Web: https://bmaba.org.uk
E-Mail: safeguarding@bmaba.org.uk
Phone: 01798 306546
In Writing: BMABA, Kemp House, 160 City Road, London. EC1V 2NX

Protecting Your Information

We take our responsibility to safeguarding the collection, storage and use of personal information seriously. As standard, we;

Avoid storing your PII in any public data stores (websites, registers, etc.).
We follow expert guidance 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 & Erasers

We understand that ultimately, data shared with us 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 instructors, students, volunteers and other members who have either had active insurances through our providers, and/or have been registered to teach (or assist
teaching) until the legal retention period(s) have passed (often 7 years).

To address information with such 3rd parties, such as insurance providers and associations, you may be required to contact them directly.