At a glance

This privacy policy explains how and why we use your personal data. We will only use your personal data on relevant lawful grounds as permitted by the EU General Data Protection Regulation (from 25 May 2018). Your personal data is any information which identifies you, or which can be identified as relating to you personally.

We use the personal data you provide to support your membership and your participation in the club. This includes sending insurance and membership renewal information, sending out news or event notifications, and information about club or Committee meetings and the Annual General Meeting.


Who we are

Malvern Aikido is an Aikido Club based in Worcestershire, UK. The operating structure of Malvern Aikido does not require it to have an appointed Data Protection Officer (DPO) as defined by the rules of the General Data Protection Register (GDPR) in force from 25th May 2018. Malvern Aikido is the data controller for all personal data related to this website and the running of the club. The British Aikido Federation (BAF) and the Joint Aikikai Council (JAC), and the JAC’s insurance company (see the JAC website for details of the current insurance provider) are also data controllers for membership and insurance information as appropriate to them.


What personal data we collect and why we collect it

We may collect the following information about you through our website, via our club or if you send details directly to the BAF Membership Secretary:

  • Name, date of birth
  • Address, telephone, email address
  • Name and telephone of your next of kin
  • Medical or physical information relevant to safe aikido training
  • Aikido qualifications, instructor status and qualifications, International Aikido Federation and Hombu Dojo registration information.

For people that register on our website, we also store the personal information that is provided in the user profile. All users can see, edit, or delete their personal information at any time (except they cannot change their username). Website administrators can also see and edit that information.

We do not process any personal data that has been obtained from a source other than yourself.

We use this personal data for the following reasons:

  • processing membership, insurance and grading information;
  • club communications including changes to training dates or times, and information about events and meetings;
  • keeping attendance records;
  • keeping accounts relating to Malvern Aikido;
  • keeping records of purchases, memberships or other transactions to ensure the relevant payments or services take place; and
  • making financial or management forecasts to help us run the club.

The individuals we hold information about are restricted to anyone whose personal information needs to be processed for our accounts and records and the information we hold is restricted to personal information that is necessary for our accounts and records.

What is your legal basis for processing my data?

Our legal basis for processing your personal data relating to training, memberships, insurance and gradings is that the processing of your personal data is necessary for the performance of a contract to which you (the data subject) are party or in order to take steps at your request prior to entering into a contract. You are therefore obliged to give us the information in order for us, the BAF, the JAC and the JAC’s insurance company (see the JAC website for details of the current insurance provider) to fulfil the contracts and you will therefore not be able to train.

For administration purposes a selected number of club officials can access data to help to respond to queries, update data and perform necessary administration activity.

How long will you retain my personal data?

Your personal data will be retained for 3yrs after you leave for insurance purposes to cover the period where an injury claim could be made.
If you leave a website comment, the comment and its metadata are retained indefinitely. This is so we can recognise and approve any follow-up comments automatically instead of holding them in a moderation queue.

Who will you share my data with?

When you fill in the online Membership Form, you get three ‘taster sessions’. Your name, address, etc. is then sent on to the BAF for membership services, the BAF in turn shares this information with the JAC and the JAC’s insurance company. To see how the BAF handles your data, please view the BAF privacy information. In the event of a legal claim, we may need to share your information along with any incident/accident reports with these bodies as well as any appointed legal representatives and the court.

How can I find out what data Malvern AIkido holds about me?

Under the Data Protection Legislation, you can ask to see any personal information that we hold about you. Such requests are called subject access requests. If you would like to make a subject access request, please contact us. You can also request that we erase any personal data we hold about you. This does not include any data we are obliged to keep for administrative, legal, or security purposes

Malvern AIkido website

Our website ( is maintained by Malvern Aikido for its members. Some protected content is stored on the website for Malvern Aikido members and to gain access to this material requires registration. Registration only requires name and email information.

Your IP address is noted by the website but only to monitor traffic and gather browsing behaviour of visitors to our websites. We will not use your IP address to identify you in any way.

Cookies are employed by the website for security. The use of cookies in no way exposes your personal information and only affects your access to the website noting access and times for routine website monitoring purposes.

Updates and Questions about this Privacy Policy

We regularly review our Privacy Policy and updates will appear on this page when necessary. This Privacy Policy was last updated in August 2018. If you have any questions or comments about this Privacy Policy please Get in touch.