Privacy Policy
Last updated: 18 October 2026
1. About this policy
This privacy policy explains how Mike's Judo Club (“the club”, “we”, “us”) collects, uses, shares and protects personal information about our members, their parents or carers, and anyone else who contacts us. It forms part of, and should be read alongside, the club's 2027 Terms and Conditions (including section 8).
We are the controller of your personal information. This means we decide how and why it is used, and we are responsible for looking after it in line with UK data protection law, including the UK General Data Protection Regulation and the Data Protection Act 2018 (as amended by the Data (Use and Access) Act 2025).
Where a member is under 18, we will usually deal with their parent or carer. References to “you” include the member and, where relevant, their parent or carer.
2. Contacting us
We are a small club and are not required to appoint, and have not appointed, a Data Protection Officer. Questions about this policy or how we use your information should be sent to:
- Email: admin@mikesjudoclub.co.uk
- Post: St Marks Community Hall, Abercorn Place, London, NW8 9YD
3. What information we collect
We collect the following information:
- Member details: name, date of birth, address, British Judo membership number, grade and attendance.
- Parent or carer details: name, relationship to the member, telephone number and email address.
- Emergency contact details: name and telephone number of emergency contacts.
- Health information: medical conditions, allergies, medication and any additional needs relevant to taking part safely, together with accident and injury records.
- Safeguarding information: records of any safeguarding concerns and actions taken.
- Payment information: direct debit and payment records. Bank details are held by our membership and payments provider, not by the club directly.
- Photos and video: images taken at sessions, gradings and events, where you have given consent.
Most of this information is provided by you when you join or renew. We may also receive information from the British Judo Association (for example, licence and grading records) and from competition organisers.
4. Why we use your information
We use your information only for the purposes set out below, and rely on the lawful basis shown for each:
| Purpose | Lawful basis |
|---|---|
| Running memberships, sessions and payments | Performing our contract with you |
| Keeping children safe, including medical and safeguarding records | Legitimate interests and, for health and safeguarding information, the substantial public interest in safeguarding children and individuals at risk |
| Registering members with British Judo and entering competitions | Performing our contract with you |
| Keeping financial records | Legal obligation |
| Photos and video on the club website and social media | Your consent, which you can withdraw at any time |
Health and safeguarding information is special category data and receives extra protection. We use it only where necessary to keep members safe, and we limit access to the coaches and club staff who need it.
We do not sell your information or use it for marketing by other organisations. We do not carry out automated decision-making or profiling.
5. Who we share it with
We share personal information only where necessary, with:
- NEST Management (MyMA): which stores membership records and collects direct debit payments for the club, acting on our instructions.
- British Judo Association: for licences, insurance, gradings and competitions.
- Competition organisers: your child's name, club, age and grade when they are entered into an event.
- Emergency services: if your child needs urgent medical help.
- Safeguarding authorities: where the law requires us to share a concern.
We may also share information where required by law or to protect someone's vital interests. If any of our providers store data outside the UK, we will make sure appropriate safeguards are in place, as required by UK data protection law.
6. How long we keep it
| Type of record | How long we keep it |
|---|---|
| Membership records | While the member is a member, and for up to 2 years after they leave |
| Financial records | 6 years, as required by law |
| Accident and safeguarding records | May be kept for longer, in line with British Judo guidance |
When information is no longer needed, we securely delete or destroy it.
7. Keeping your information secure
We take appropriate steps to protect your information against loss, misuse and unauthorised access, including limiting access to those who need it and using a secure membership system. If a personal data breach occurs that is likely to put you at risk, we will tell you and, where required, report it to the Information Commission.
8. Your rights
You have the right to:
- ask for a copy of the information we hold about you or your child;
- ask us to correct anything that is wrong;
- ask us to delete information we no longer need;
- object to, or ask us to limit, how we use your information; and
- withdraw your consent for photos and video at any time.
To use any of these rights, email admin@mikesjudoclub.co.uk. We will reply within one month. Withdrawing consent does not affect anything we did before you withdrew it.
9. Complaints
If you are unhappy with how we have handled your information, please email us first at admin@mikesjudoclub.co.uk so we can try to put it right.
You also have the right to complain to the UK data protection regulator, the Information Commission, which replaced the Information Commissioner on 30 September 2026 under the Data (Use and Access) Act 2025. It can be contacted through its website at ico.org.uk.
10. Changes to this policy
We may update this policy from time to time. The latest version will be published on the club website and linked from the club's Terms and Conditions.