Privacy Policy
INTRODUCTION
It has become somewhat of a soundtrack to hear companies and organisations claiming to put their customers’ privacy as a number one priority but as an organisation made of members (and therefore the attributable data of those members) E.S.K.K® Martial Arts & Fitness takes a firm stance on Data Protection and Privacy.
For the duration of this policy document, the terms ‘us’, ‘we’, ‘E.S.K.K® Martial Arts & Fitness, ‘E.S.K.K’, ‘The Denwood-Ling Group’, ‘Association’ and ‘organisation’ shall be a direct reference to, The Denwood-Ling Group or E.S.K.K® Martial Arts & Fitness (trading name), PO Box 105, Whitehaven, Cumbria. CA28 0BF
COLLECTING INFORMATION
We may collect information from you, or about you, for several reasons as a standard part of our ‘day to day’ operations. This may include.
1. When you register to try a class or join E.S.K.K® Martial Arts & Fitness,
2. When you insure yourself as a member, instructor, or student under the association,
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 with us 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 the association so we can ensure they are compliant with our data protection guidelines.
We only collect the minimal amount of information needed 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 Association and/or the services at hand.
We are registered with the Information Commissioner’s Office (ICO) as a data controller under the license number. ZA789042.
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 needed and called for to fulfil a requested service or product. In any case, the information used is minimal and kept only at the necessary levels.
E.S.K.K® Martial Arts & Fitness employ the strongest possible measures of control on data protection. Please see 1C – Protecting Information.
PROTECTING INFORMATION
E.S.K.K® Martial Arts & Fitness take our responsibility to safeguarding the collection, storage and use of personal information seriously. As standard, we:
COMPLAINTS, DISPUTES AND EREASERS
We understand that ultimately, data shared with E.S.K.K® Martial Arts & Fitness is borrowed from the person to whom it relates. So, anyone can 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 about instructors, students, volunteers, and other members who have either had active insurances with us, and/or have been registered to teach (or aid teaching) until 7 years has passed. We can erase erroneous service-based information, but not actual records during this period.
Should any person wish to query information held on them or discuss further how their personal information is held and/or processed, please contact our data controller by emailing [email protected]
It has become somewhat of a soundtrack to hear companies and organisations claiming to put their customers’ privacy as a number one priority but as an organisation made of members (and therefore the attributable data of those members) E.S.K.K® Martial Arts & Fitness takes a firm stance on Data Protection and Privacy.
For the duration of this policy document, the terms ‘us’, ‘we’, ‘E.S.K.K® Martial Arts & Fitness, ‘E.S.K.K’, ‘The Denwood-Ling Group’, ‘Association’ and ‘organisation’ shall be a direct reference to, The Denwood-Ling Group or E.S.K.K® Martial Arts & Fitness (trading name), PO Box 105, Whitehaven, Cumbria. CA28 0BF
COLLECTING INFORMATION
We may collect information from you, or about you, for several reasons as a standard part of our ‘day to day’ operations. This may include.
1. When you register to try a class or join E.S.K.K® Martial Arts & Fitness,
2. When you insure yourself as a member, instructor, or student under the association,
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 with us 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 the association so we can ensure they are compliant with our data protection guidelines.
We only collect the minimal amount of information needed 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 Association and/or the services at hand.
We are registered with the Information Commissioner’s Office (ICO) as a data controller under the license number. ZA789042.
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 needed and called for to fulfil a requested service or product. In any case, the information used is minimal and kept only at the necessary levels.
E.S.K.K® Martial Arts & Fitness employ the strongest possible measures of control on data protection. Please see 1C – Protecting Information.
PROTECTING INFORMATION
E.S.K.K® Martial Arts & Fitness take our responsibility to safeguarding the collection, storage and use of personal information seriously. As standard, we:
- employ leading security systems for all our hardware, software and digital space. This includes the latest technologies for both our websites and CRMs, as well as data management software for our physical offices, computers, phones and other data capable devices.
- ensure our websites are always protected by a Secure Socket Layer (SSL) connection, to make sure the connection between your browser and our server is secure.
- ensure password protection for any staff logins to potentially sensitive systems.
- ensure our CRMs and other data storage systems are auditable and fully tracked where possible, to allow us to ensure complete compliance from both staff and contractors.
- follow expert guidance and use professional services for any data protection matters, to always ensure the integrity of our data services.
- 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 EREASERS
We understand that ultimately, data shared with E.S.K.K® Martial Arts & Fitness is borrowed from the person to whom it relates. So, anyone can 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 about instructors, students, volunteers, and other members who have either had active insurances with us, and/or have been registered to teach (or aid teaching) until 7 years has passed. We can erase erroneous service-based information, but not actual records during this period.
Should any person wish to query information held on them or discuss further how their personal information is held and/or processed, please contact our data controller by emailing [email protected]
