Privacy Notice

Aikido UK (“we”, “us”, “the group”) take the responsibility of safeguarding your personal information and privacy extremely seriously.  Accordingly, the study group follows all applicable laws and adheres to guidance from the UK Information Commissioner’s Office (ICO).

This privacy notice describes how we might use your information if you:

• Visit the group website at https://www.aikido-uk.com/ – “Website”.

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If you have any questions or concerns about this privacy notice or any of the group’s practices regarding your personal information, please contact us at: rfirestone@aikido-uk.com 

The purpose of this document is to explain to you in the clearest possible way what information we collect, how we use it, and what rights you have in relation to it.

If there are any terms in this privacy notice that you do not agree with, please discontinue use of our Website and Services immediately.

What Information Do We Collect?

In short: we collect personal information that you provide to us.

We collect personal information that you voluntarily provide to us when you express an interest in joining as a member of the study group, when you participate in any trial classes prior to becoming a group member, or otherwise when you contact us.

The personal information that we collect depends on the context of your interactions with us and the choices you make.  The personal information we collect may include the following:

Names, phone numbers, email addresses, dates of birth, mailing addresses, contact preferences, photography consent, notes of relevant medical conditions or injuries, declarations of assumed risk, and other similar information.

Through our Website you may also be directed to our payment provider (“PayPal” or “Stripe”) to subscribe and provide monthly membership fees conveniently.  Should you choose to do so, PayPal and/or Stripe will process your personal information in accordance with their privacy policy, which you may access via their corporate websites. 

Aikido UK do not store or process any payment information and have no access to any card or bank details provided to PayPal or Stripe.

Information Automatically Collected

Some information, such as your Internet Protocol (IP) address and/or browser and device characteristics, is collected automatically when you visit our Website.  Like many other organisations we also collect information through cookies and similar technologies.  You can find out more about this in our Cookie Notice: https://policies.google.com/technologies/cookies

How Do We Use Your Information?

In short: we process your information for the purposes of providing our services to you, to meet group insurance requirements, ensure compliance with our legal obligations, and/or as directed by you with your express consent.

We use the information we collect or receive to:

• Communicate as necessary with you or your emergency contact(s).

• Track attendance at classes and record achievement of grades.

• To assist you in assessing risk and adapting participation in our classes to suit any medical conditions or injuries you have disclosed.

• Comply with insurance requirements for the provision of group member to member policy cover.

• For other purposes that are strictly necessary to ensure the operation of the study group.

• For other purposes as directed by you and with your express consent.

Will Your Information Be Shared With Anyone?

In short: we only share information with your consent, to comply with laws, to provide you with services, to protect your rights, or to fulfil insurance requirements.

We may process or share your data that we hold based on the following legal basis:

• Consent: we may process your data if you have given us specific consent to use your personal data for a specific purpose.

• Legitimate Interests: we may process your data when it is reasonably necessary to achieve our legitimate organisational interests.

• Legal Obligations: we may disclose your information where we are legally required to do so in order to comply with applicable law, governmental requests, a judicial proceeding, court order, or other legal process required under UK law.

• Vital Interests: we may disclose your information where we believe it is necessary to investigate, prevent, or take action regarding potential violation of our policies, suspected fraud, situations involving potential threats to the safety of any person, or as evidence in any legal case in which we are involved.

Who Will You Information Be Shared With?

In short: we only share information with the following categories of third parties.

• Website Data Analytics Services.

• Website Hosting Service Providers.

• Payment Processors

How Long Do We Keep Your Information?

In short: we keep your information for as long as necessary to fulfil the purposes outlined in this privacy notice unless otherwise required by law.

We will only keep your personal information for as long as it is necessary for the purposes set out in this privacy notice unless a longer retention period is required or permitted by law.  No purpose in this notice will require us to keep your personal information for longer than 2 years after you have ceased to be a member of the study group.

When we no longer have an ongoing legitimate need to process your personal information, we will either delete or anonymise such information, or, if this is not possible (for example, because your information has been stored in backup archives), then we will securely store your personal information and isolate it from any further processing until deletion is possible.

How Do We Keep Your Information Safe?

In short: we aim to protect your personal information through a system organisational and technical security measures.

We have implemented appropriate technical and organisational security measures designed to protect the security of any personal information we process.  However, despite our safeguards and efforts to secure your information, no electronic transmission over the Internet or information storage technology can be guaranteed to be 100% secure, so we cannot promise of guarantee that hackers, cybercriminals, or other unauthorised third parties will not be able to defeat our security, and improperly collect, access, steal, or modify your information.

Although we will do our best to protect your personal information, it is shared with the group at your own risk.  You should only access the Website and/or any communications from the group within a secure environment.

What Are Your Privacy Rights?

In short: in some regions, such as the European Economic Area (EEA) and United Kingdom (UK), you have rights that allow you greater access to and control over your personal information.  You may review, change, or terminate your membership of the study group at any time.

Under the General Data Protection Regulation (GDPR) and data protection law you have the right to:

• Request access and obtain a copy of your personal information.

• Request incorrect details are corrected, or that incomplete information is completed.

• Request information be erased (deleted), in certain circumstances.

• Restrict the processing of your personal information, in certain circumstances.

• Object to processing of your personal information, in certain circumstances.

• Exercise data portability, i.e., you may request that we transfer the personal information you provided to another organisation, or to you, in certain circumstances.

You are not required to pay any charge for exercising your rights.  If you make a request, we have one month to respond to you.

Please contact us at: rfirestone@aikido-uk.com  if you wish to make a request.

Can I Restrict Cookies Or Use Do-Not-Track Features?

In short: you may make use of browser features to request the restriction of cookies.  As Do-Not-Track (DNT) has not been standardised into a uniform technology our website does not currently respond to DNT signals.

Most web browsers accept cookies by default.  If you prefer, you can usually choose to set your browser to remove cookies and to reject cookies.  If you choose to remove or reject cookies, this could affect certain features of our Website.

To opt-out of interest-based advertising on our Website visit https://optout.aboutads.info/

For further information please see our Cookie Notice (provided by Google): https://policies.google.com/technologies/cookies

Most web browsers offer a Do-Not-Track (DNT) but at this stage no uniform technology standard for recognising and implementing DNT signals has been finalised.  As such, we do not currently respond to DNT browser signals or any other mechanism that automatically communicates your choice not to be tracked online.

If a standard for online tracking is adopted that we must follow in the future, we will inform you about that practice in a revised version of this privacy notice.

Do We Make Updates To This Notice?

In short: Yes, we will update this notice as necessary to stay compliant with relevant laws.

We may update this privacy notice from time to time.  The updated version will be indicated in the footer along with the date of publication.  The updated version will become effective as soon as it is accessible.

If we make material changes to this privacy notice, we may notify you either by prominently posting a notice of such changes or by directly sending you a notification.