Privacy policy

Dokan Karate Association – Privacy Policy


GDPR stands for General Data Protection Regulation and replaces the previous Data Protection and comes into effect on 25th May 2018.

The main purpose of this is to provide you with the ability to review, restrict or delete any data that we hold on you. At Dokan Karate Association we take this responsibility very seriously. We hold information for you for the purpose of safeguarding and health and safety of all students as well as students being able to participate in training, gradings, competitions and other events. 


Please read through this Privacy Policy to understand how and why we use any of your personal information. GDPR states that personal data should be ‘processed fairly & lawfully’ and ‘collected for specified, explicit and legitimate purposes’ and that individuals’ data is not processed without their knowledge and is only processed with their ‘explicit’ consent. GDPR covers personal data relating to individuals. Dokan Karate Association is committed to protecting the rights and freedoms of individuals with respect to the processing of students’, parents, and instructors’ personal data.

The Data Protection Act gives individuals the right to know what information is held about them and provides a framework to ensure that personal information is handled properly.

GDPR includes 7 rights for individuals

1) The right to be informed

Dokan Karate Association is a Karate Association registered with the English Karate Federation and, as so, is required to collect and manage certain data. We need to know both senior and junior students full names, addresses, date of birth, along with any medical requirements. We are required to provide some of this data to the English Karate Federation when students request a licence to train with us. This information is sent via a secure electronic file transfer system. We also need to know parents’ names, addresses, telephone numbers, email addresses and emergency contact details.

2) The right of access

At any point an individual can make a request relating to their/their child’s data and Dokan Karate  will need to provide a response (within 30 days).

3) The right to erasure

You have the right to request the deletion of your data where there is no compelling reason for its continued use. However Dokan Karate has a duty to keep students and parents details for a reasonable time, up to 6 years post-membership, accident and injury records for a period of 10 years, and Child Protection records for 22 years (or until a child reaches 24 years). This data is archived securely on site and deleted, shredded or incinerated after the legal retention period.

4) The right to restrict processing

Students/parents can object to Dokan Karate Association processing their data. This means that records can be stored but must not be used in any way, for example for communications.

5) The right to data portability

Dokan Karate Association requires data to be transferred from one IT system to another, such as from the Dokan Karate Association to the English Karate Federation, for licencing purposes, and other Karate organisations for competition entries. These recipients should use secure file transfer systems and have their own policies and procedures in place in relation to GDPR.

6) The right to object

Students/parents can object to their data being used for certain activities like marketing or research. Please note we never pass on personal information to marketing or sales companies. We would only contact you with information regarding Dokan Karate Association, the English Karate Federation or other Karate organisations for competitions or events.

7) The right not to be subject to automated decision-making including profiling.

Automated decisions and profiling are used for marketing-based organisations. Dokan Karate Association does not use personal data for such purposes.

Storage and use of personal information

The students’ permission to train, contact details and medical information forms are taken to the sessions by the instructor in charge in case of an emergency. In an extreme medical emergency, and where no parent or backup can be contacted the details may be passed to a medical authority i.e. ambulance or accident and emergency department of a local hospital. No further copies of the forms are held. They are kept in a secure file by the instructor in charge.

All paper copies of students’ licence applications are kept in a locked filing cabinet. Only one principal of Dokan Karate Association has access to these records. Information taken from the records about individual students is confidential and apart from archiving, these records remain locked at all times. These records are shredded or incinerated after the retention period.

Information is stored on the office computer including names, addresses, telephone numbers, email addresses, grading histories and medical conditions relevant to the training. The computer is password protected and runs security software. 

Information about individual students is used in certain documents, such as a weekly register, grading forms and competition entries. These documents include data such as students’ names, date of birth, current grade, licence expiry dates. These records are shredded after the relevant retention period.

Accident or incident records are kept in a locked filing cabinet.

Dokan Karate Association stores personal data held visually in photographs or video footage for training and grading purposes and competition performances where relevant with written consent being obtained via the consent form. Only first names are stored with images on the instructors’ camera equipment, on the website or on Dokan Karate Association social media sites and occasional local newspaper articles. Consent is always sought in advance.

GDPR means that Dokan Karate Association must;

* Manage and process personal data properly

* Protect the individual’s rights to privacy

* Provide an individual with access to all personal information held on them.

This Policy was adopted by Dokan Karate Association on 20th May 2018.

Policy review date May 2019.