Hizashikan Aikido respects your privacy and takes the protection of personal information seriously.
This notice explains what information we collect, why we collect it, how we use it, how long we keep it and the rights you have over your personal information.
Who we are
Hizashikan Aikido is a not-for-profit Aikido dojo based in Coventry, United Kingdom.
Hizashikan Aikido Dojo Wyken Community Centre Westmorland Road Coventry CV2 5PY
Email: info@hizashikan.co.uk Telephone: 07552 128860
For data protection purposes, Hizashikan Aikido is responsible for the personal information described in this notice.
Information we may collect
Depending on how you interact with us, we may collect:
- your name;
- email address;
- telephone number;
- details included in an enquiry;
- information required to arrange a trial class;
- a parent or guardian's details where an enquiry relates to a child;
- a child's name and age where needed to determine the appropriate class;
- membership and attendance information if you become a student;
- emergency contact information;
- photographs or video where appropriate permission has been obtained;
- correspondence between you and the dojo; and
- basic technical information generated when you use our website.
We aim to collect only information that we genuinely need.
Children's information
Hizashikan teaches children and young people.
Where possible, enquiries concerning children should be made by a parent or guardian.
We do not encourage children to submit personal information through the website independently.
When a child joins the dojo, additional information may be required for membership, safeguarding, emergency contact and safety purposes. Parents or guardians will be told what information is required and why.
Why we use personal information
We may use personal information to:
- respond to enquiries;
- arrange trial classes and visits;
- communicate with students and parents or guardians;
- administer dojo membership;
- maintain appropriate attendance and contact records;
- manage classes, events, seminars and gradings;
- help keep students safe;
- respond appropriately in an emergency;
- manage payments where applicable;
- maintain the security and operation of our website;
- comply with legal or regulatory obligations; and
- protect the legitimate interests of Hizashikan, its students and its community.
We will not sell your personal information.
Our lawful basis
UK data protection law requires us to have a lawful basis for using personal information.
Depending on the circumstances, we may rely upon:
Contract
Where information is needed to provide membership, classes or another service you have requested.
Legitimate interests
Where it is reasonably necessary for the operation of the dojo, responding to enquiries, maintaining appropriate records, protecting students, administering activities or keeping our website secure, provided those interests do not override your rights.
Legal obligation
Where we are required to retain or use information to comply with the law.
Consent
Where you have been given a genuine choice and have actively agreed to a particular use of your information, for example certain uses of photographs or marketing communications.
Where we rely on consent, you may withdraw it.
Photographs and video
Training, seminars, gradings and community activities may occasionally be photographed or filmed.
We recognise that photographs of children require particular care.
We will use appropriate permission arrangements before using identifiable photographs or video where consent is required.
If you have concerns about an image of yourself or your child appearing on a Hizashikan platform, please contact us.
Trial class and contact forms
When you submit a form through this website, we use the information you provide to respond to your enquiry or arrange your visit.
Submitting a trial-class enquiry does not add you automatically to a marketing mailing list.
Messages sent through the trial booking form and the contact form are stored in this website's content management system, where they can be read only by dojo administrators who have signed in. Where email sending has been configured, a copy is also sent to the dojo's email address so that Aziz Sensei can reply. No third party receives these messages.
If you contact us by email, we may retain the correspondence where reasonably necessary to deal with your enquiry, maintain membership records or keep an appropriate record of communications.
[To be confirmed]
Payments
No payments are taken through this website. There is no online checkout, no card form and no payment provider connected to it, so this site never sees or stores card or bank details. Class contributions are arranged directly with the dojo.
Who we share information with
We do not sell or rent personal information.
We may share limited information where reasonably necessary with organisations that help us operate the dojo or website, for example:
- website and hosting providers;
- email providers;
- payment providers;
- relevant martial arts or governing organisations where applicable;
- insurers;
- professional advisers; or
- public authorities where disclosure is required by law or necessary for safeguarding.
Service providers should only receive the information needed to perform their role.
[To be confirmed]
International transfers
[To be confirmed]
Where personal information is transferred outside the United Kingdom, we will take appropriate steps required by UK data protection law to protect it.
How long we keep information
We do not intend to keep personal information indefinitely.
Different records need to be retained for different periods depending on their purpose.
[To be confirmed]
For example, an unanswered or unsuccessful trial enquiry should not ordinarily need to be retained for the same period as an active student's membership or safeguarding record.
When information is no longer required, we will delete it securely or anonymise it where appropriate.
Website analytics and cookies
Our website may use essential technologies required for security and basic operation.
We aim to avoid unnecessary tracking.
Please see our Cookie Policy for details of the technologies currently used by the website.
Your data protection rights
Depending on the circumstances, UK data protection law may give you rights including the right to:
- ask for a copy of personal information we hold about you;
- ask us to correct inaccurate or incomplete information;
- ask us to delete information in certain circumstances;
- ask us to restrict how information is used;
- object to certain processing;
- withdraw consent where processing relies upon consent; and
- ask for certain information to be transferred where the right to data portability applies.
Not every right applies in every situation.
To exercise a right, contact us at info@hizashikan.co.uk.
We may need to verify your identity before responding.
Complaints
If you have concerns about how Hizashikan has handled your personal information, please contact us first so that we have an opportunity to resolve the matter.
You also have the right to complain to the UK Information Commissioner's Office (ICO).
Changes to this notice
We may update this privacy notice when our website, services or data-processing arrangements change.
The latest version will always be published on this website.