Northampton Judo Club – Privacy Policy

Last updated: 05.08.2025

Northampton Judo Club is committed to protecting and respecting your privacy. This policy explains how we collect, use, and protect your personal information in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. What Information We Collect

We may collect and store the following personal data when you join our club, participate in activities, or communicate with us:

  • Identity information: Name, date of birth, gender, and emergency contact details.

  • Contact details: Address, telephone number, email address.

  • Medical information: Relevant health or injury details provided to ensure safe participation.

  • Membership details: Licence numbers, grading history, competition records.

  • Media: Photographs or videos taken during club activities (with consent).

  • Payment details: Bank or card information (only if processing payments).

2. How We Use Your Information

We use your personal data to:

  • Administer membership and club records.

  • Communicate important updates, event information, and training changes.

  • Ensure your health and safety during training and events.

  • Process payments and manage accounts.

  • Register members with governing bodies (e.g., British Judo Association).

  • Promote the club in newsletters, social media, and marketing (with your consent for photos/videos).

3. Legal Basis for Processing

We process personal data under the following lawful bases:

  • Contract – To provide you with membership and training services.

  • Legal obligation – To comply with governing body or legal requirements.

  • Consent – For optional activities such as promotional photography.

  • Legitimate interests – For running and promoting club activities.

4. Sharing Your Information

We will never sell your personal data. We may share it with:

  • Governing bodies (e.g., British Judo Association) for licensing and competition entry.

  • Event organisers where participation requires personal details.

  • Professional service providers (e.g., insurers, IT providers) who support club operations.

5. Data Retention

We keep personal data only for as long as necessary:

  • Membership records – Up to 3 years after your membership ends.

  • Financial records – 6 years for tax purposes.

  • Medical or incident records – As required by law or insurance obligations.

6. Your Rights

Under UK GDPR, you have the right to:

  • Access a copy of your personal data.

  • Request correction of inaccurate data.

  • Request deletion of your data (where legally possible).

  • Withdraw consent for certain uses (e.g., photography).

  • Complain to the Information Commissioner’s Office (ICO) if you are unhappy with how we handle your data.

7. Security

We take appropriate measures to protect personal data from loss, misuse, or unauthorised access. This includes secure storage of paper records and password-protected digital files.

8. Contact Us

For questions about this policy or to exercise your data protection rights, please contact:

Data Protection Officer
Northampton Judo Club
Email: action@northamptonjudo.com