Last updated: 13/08/2025
1. Introduction
This Privacy Policy is issued by Takemusu Aiki CIC, a company incorporated in Scotland (“the Company”, “we”, “our”, “us”).
This Policy sets out the basis on which we will process personal data relating to our members, event participants, and other data subjects, in compliance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and all other applicable data protection and privacy legislation in force within the United Kingdom.
By providing personal data to us, you acknowledge that you have read and understood this Policy.
2. Definitions
For the purposes of this Policy:
- “Personal Data” means any information relating to an identified or identifiable natural person, as defined in Article 4(1) UK GDPR.
- “Processing” shall have the meaning ascribed to it in Article 4(2) UK GDPR.
- “Special Category Data” refers to personal data revealing racial or ethnic origin, political opinions, religious beliefs, trade union membership, genetic data, biometric data, or data concerning health, as defined in Article 9 UK GDPR.
3. Categories of Personal Data Processed
We may collect and process the following categories of Personal Data:
(a) Identity and contact information: full name, postal address, telephone number, email address, date of birth;
(b) Emergency contact details;
(c) Financial information: payment details processed via PayPal or Revolut (no card data stored);
(d) Website-related data: IP address, cookies, browsing data, and analytics;
(e) Membership and participation records: attendance records, event registrations;
(f) Photography and video: images captured during Club activities.
4. Lawful Basis for Processing
Processing of Personal Data shall be conducted on one or more of the following lawful bases, in accordance with Article 6 UK GDPR:
(a) Contractual necessity – processing required for the performance of a membership or event participation agreement;
(b) Legal obligation – processing necessary for compliance with legal requirements, including but not limited to accounting and insurance obligations;
(c) Legitimate interests – processing necessary for the legitimate interests pursued by the Company, including administration and operational management, provided such interests are not overridden by the rights and freedoms of the data subject;
(d) Consent – processing undertaken pursuant to the explicit consent of the data subject, particularly in relation to marketing communications, photography, and video publication.
Where Special Category Data is processed (e.g., emergency contact details), such processing will be undertaken pursuant to Article 9(2)(a) UK GDPR (explicit consent) or Article 9(2)(d) UK GDPR (processing carried out in the course of legitimate activities of a not-for-profit body).
5. Methods of Data Collection
Personal Data is obtained directly from data subjects through:
(a) online and paper membership forms;
(b) email and postal correspondence;
(c) website contact forms;
(d) event registration forms;
(e) social media communications.
6. Data Sharing and Transfers
We may disclose Personal Data to:
(a) national governing bodies for martial arts and sport;
(b) insurance providers;
(c) event organisers;
(d) payment service providers (PayPal, Revolut);
(e) overseas data processors and service providers, subject to appropriate safeguards as required under Chapter V UK GDPR.
We do not sell or otherwise commercially exploit Personal Data.
7. Data Retention
We shall retain:
(a) membership records for five (5) years following the cessation of membership;
(b) financial records for six (6) years in compliance with statutory obligations;
(c) event photographs and videos indefinitely as Club property, subject to consent.
8. Security of Processing
We implement appropriate technical and organisational measures to protect Personal Data, including secure storage of paper records, encryption and password protection of digital files, and access restriction to authorised Club officials or committee appointees only.
9. Data Subject Rights
In accordance with Chapter III UK GDPR, data subjects have the right to:
(a) obtain confirmation as to whether Personal Data concerning them is being processed, and access such data;
(b) request rectification of inaccurate Personal Data;
(c) request erasure of Personal Data in certain circumstances;
(d) object to processing or withdraw consent where applicable;
(e) lodge a complaint with the UK Information Commissioner’s Office (ICO) (www.ico.org.uk).
Requests should be directed to: takemusuaikiscotland@gmail.com.
10. Cookies and Website Data
Our website utilises session, analytics, and marketing cookies. Consent is obtained via a cookie banner upon first access. Details of specific cookies used and their purposes are contained in our separate Cookie Policy.
11. Photography and Video
Consent for photography and/or video recording is obtained via the Club Application Form. Images and recordings may be published on the Club website, social media, printed promotional materials, or other media as deemed appropriate for the advertisement of Club events.
12. Amendments
We reserve the right to amend this Privacy Policy from time to time. Any revisions shall take effect upon publication on our website.
13. Contact
All privacy-related enquiries should be directed to:
Takemusu Aiki CIC
Email: takemusuaikiscotland@gmail.com
This version uses formal legal terms, explicit references to UK GDPR provisions, and numbered clauses — the format you’d typically see in corporate privacy policies.
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