The British Judo Council

The British Judo Council (BJC) is registered with the ICO (Information Commissioners Office) for the purposes of Data Protection (registration number Z1474126) and is fully compliant with the GDPR (General data protection regulations) May 2018.

We keep data, both in paper and electronic form, which are solely used for the proper and efficient running of the BJC. The purpose of this data is for complying with statutory legislation and for the efficient management of the BJC. Examples (but not limited to) of the uses to which this data is put include:

• Maintaining records of the membership for contact purposes
• Maintaining records of the membership in relation to their involvement in Judo including grades, competition results qualifications etc.
• Listing the affiliated clubs and their respective officers and roles with their clubs
• To provide sufficient information in order to maintain proper recording for insurance purposes for the members themselves, the clubs they belong to and the BJC.
• To comply with standard health and safety regulations.
• For the purpose of child protection and safeguarding.
• To maintain the Dan grade register as a historical document.
• For the proper maintenance of accounting records in relation to membership subscriptions etc. and to comply with duties required by the Companies Act.
• To allow the BJC and where appropriate member clubs and officers to communicate with the membership in relation to (but not limited by); events, competitions, courses etc.
• To allow the BJC to keep the membership informed of matters pertaining to their membership such as details pertaining to AGM’s, EGM’s and changes in the organisation, structure or rules of the BJC itself or the management of Judo within the BJC.

These are all in line with government guidelines and requirements. All data relates solely to the BJC members, their parents and/or guardians (where relevant).

All data that is stored electronically is kept on servers and computers either within the BJC HQ or those of appointed committee members or within databases hosted and maintained in a secure location by Flamble Limited. Flamble are registered with the ICO (Z4791666).

Any payments we receive from you (where you choose to use Credit, Debit or Charge Cards) is handled by PayPal who we have partnered with for the sole purpose of the handling these transactions. Consequently we do not hold any of your credit card information at all and therefore there is no risk of any third party obtaining your payment details from our system. We have established that PayPal's systems are amongst the most stringent in the world and we are satisfied that your personal data is being properly managed and only used for the proper purpose by PayPal.

We take your privacy very seriously. All your details are held on secure servers and are backed up regularly for security. Your data is kept solely for the purpose of the proper administration of BJC clubs and their members.

This email system does collect some personal data. The data consists of the date and time that you click on an email and whether you use the links within the email in order to visit the websites that we offer you. This data is used solely for statistical purposes (i.e., in order to analyse the effectiveness of our marketing efforts) and for no other purpose. The data is automatically deleted after a period of time (currently set to six months) and is not shared with any other person or body.

We do NOT give, sell or otherwise provide any details to any third party with the following three exceptions:

• Information is shared with the British Judo Association in line with our affiliation. This data is primarily of a statistical nature in order to allow reporting upon the state of Judo within the UK.
• In the event of any claim made to the BJC, relevant information will be shared with our insurance company in order to assist with the efficient and proper handling of any claims.
• As required by statute to any government agencies that may require it (eg. Police etc.).

Under the terms of the GDPR you are entitled to have access to any data that we hold that contains your name and we have to supply this to you within 28 days. In certain rare instances we may need to take longer and if this were the case, we would inform you and explain the reasons why. We do not intend to take the maximum period and in most cases will respond well within the time limit. Please note that in order to protect the data of a third party that it may be necessary to redact parts of any data supplied to you. Should you wish to receive a copy of your data please write either by letter or email with the title ‘Subject Access Request’ providing your details (name, address, previous address if changed within the last 3 years and membership number) so that we may properly identify you within our records. Our details are:

British Judo Council
37 High Street
Stalham
Norfolk NR12 9AH

admin@britishjudocouncil.org

Nothing above detracts from your Statutory Rights but merely adds to it.

Further information about our handling of data and how this may affect you is provided below:

HOW SECURE IS THE DATA YOU STORE ABOUT ME?

• We do not hold any credit card information at all. All payment information is handled by PayPal who are our partner in order to handle credit, debit and charge card payments on our behalf. As a world renowned payment handling company their systems and security is amongst the very best there is in the world.
• We maintain physical, electronic and procedural safeguards in connection with the collection, storage and disclosure of personally identifiable customer information. Our security procedures mean that we may occasionally request proof of identity before we disclose personal information to you.
• It is important for you to protect against unauthorised access to your password and to your computer. Be sure to sign off when you finish using a shared computer.
• Our websites and other public and private facing systems are protected by SSL (secure socket layer - an encrypted form of security that protects the transfer of data between our servers and your computer). The SSL certificate is provided by Comodo, a trusted certification provider and ensures that your data can not be intercepted.

CAN I SEE MY DATA ON YOUR SERVERS?

The BJC gives you access to a broad range of information about your membership and your interactions with the BJC.

CAN I CONTROL WHAT DATA GOES ON YOUR SERVER?

• You can add or update certain information on pages within your membership account. When you update information, we usually keep a copy of the previous version for our records.
• If you do not want to receive EMail or other mail from us, please adjust the appropriate setting in the email system. The easiest way to do this is by clicking the ‘Update my Preferences’ link on a marketing email that you receive.
• The Help menu on the menu bar of most browsers will tell you how to prevent your browser from accepting new cookies, how to have the browser notify you when you receive a new cookie and how to disable cookies altogether. However, you will find that your experience whilst using the BJC database will be degraded.

CONDITIONS OF USE, NOTICES AND REVISIONS

If you choose to visit the BJC website, database or mailing system, your visit and any dispute over privacy is subject to this Privacy Notice, including limitations on damages and application of the laws of Great Britain. Unless stated otherwise, our current Privacy Notice applies to all information that we have about you and your account. We stand behind the promises we make, however and will never materially change our policies and practices to make them less protective of our members information collected in the past without the consent of affected members.

DATA YOU PROVIDE TO US

You provide most of such information when you complete, whether online or by paper, a membership application form for BJC membership. Further information is provided by you when you enter a BJC or member club event such as a course, grading or competition. As a result of those actions, you might supply us with such information as your name, address and phone number, your credit card information.

DATA WE OBTAIN FROM YOU OF AN ELECTRONIC NATURE

Examples of the information we collect and analyse include the Internet protocol (IP) address used to connect your computer to the Internet, login, EMail address, password to our database, computer and connection information such as browser type and version, your operating system and platform, membership history, which we sometimes aggregate with similar information from other members to obtain statistical information, the full Uniform Resource Locators (URL) clickstream to, through and from our website (including date and time) and cookie number.

Most of this information is obtained solely in order to ensure that you have a trackable, secure and auditable connection to our database and to enable the storing of data therein.

DATA WE OBTAIN FROM ELSEWHERE

The BJC is the governing body for a large number of Judo clubs, currently in excess of 150. As a result we receive information in a number of different ways. Some of these include:

• When you attend a club or area grading, your new grade will be updated to the BJC database.
• When you enter a club or area competition, your entry may appear on the database along with your result in that event.
• If you attend a course or validation event, your attendance may be recorded alongside any qualification gained.

DATA THAT YOU CAN ACCESS

Examples of information you can currently access easily on the BJC database and mailing system include up-to-date information regarding your membership record, personally identifiable information (including name, EMail, password, communications preferences, address), EMail notification settings, etc.).

LINKS TO OTHER WEBSITES

Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.