Martial Arts Uniting Lives – Tae-Kwon-Do (MAUL-TKD/‘the club’/’we’/‘us’) is a volunteer-run Tae-Kwon-Do club for families and women in Cambridge, UK. The club is the data controller, i.e. it collects and maintains members’ records and receives enquiries from non-members.
Enquirers (i.e. non-members)
We’ll only use your personal information to answer your enquiry and your personal data will just be held in our correspondence records. These are often retained for archival purposes but you can request deletion at any time – please see the ‘Contact us‘ section below for our details.
Club members and supporters
How MAUL-TKD uses your information
We are committed to being transparent about how we use your data and the purposes for which we do so, and respect our members’ privacy.
The information you supply to us on your completed membership form [here’s what the one for adults looks like: MS Word .doc download] is held and processed in order to provide you with the services that membership entails, namely classes, grading and recording other training, progress or participation in club activities. Records are held electronically and in hard copy. Please note that we must retain your hard copy membership form for insurance reasons.
Please see ‘Communications‘ below for further information about how we use your contact information.
We do not pass personal information to other clubs without prior permission from individual members. For minors and/or vulnerable members, the same applies for their parent or legal guardian.
We hold certain health information for members, as submitted on membership forms or subsequently communicated to Instructors, in order to ensure that we provide a safe training environment and to adapt activities where needed. These details may be shared between our Instructors, Assistant Instructors and relevant volunteers in order to provide accessible club activities. You can update, correct or request deletion of this data, other than your original membership form, at any time by contacting our Instructors (details below). As mentioned above, we retain the hard copy of your original membership form for insurance reasons.
For members who become volunteer assistant instructors for classes attended by children, information about criminal convictions may be held in the form of any copy of a Disclosure and Barring Service check submitted by the volunteer to the Instructors. This data may be considered by Instructors in decisions about members’ vital interests.
We will never sell any of your data.
Your contact details are used to send you club-related information, which includes classes and grading details, supplementary training opportunities and social events, equipment and merchandise information, and opportunities specifically for MAUL-TKD members with other clubs.
We use third party service providers to communicate with members and record club activities, including:
- Gmail – used by Instructors for email and contact lists
- Google Calendar – used to record club activities (including classes, additional training opportunities and social events), also embedded in our website
- Google Drive – used for shared documents to which you may choose to contribute
- Trello – used for storing other electronic resources for club members
- Whatsapp – used by club volunteers and members to communicate about club activities and share items of interest
- Facebook – members (over 13 years of age) may join a closed group if they wish, which is used to communicate about club activities and share items of interest between members
- Skype – used to allow absent members to engage with club activities remotely
- Survey Monkey – used for occasional optional surveys of club members and supporters with a view to improving club activities/resources and responding to new needs or requests
MAUL-TKD contact lists in these services are usually visible to all members of the list to permit MAUL-TKD members to communicate directly with each other. Volunteers handling members’ data are provided with further guidance about protecting data and privacy.
Most of our communications with members are electronic. You can withdraw consent at any time and remain a member, of course, but please bear in mind that it is not always possible for us to update the website with very short-notice changes.
Photography and film recordings
We like to record our club activities and achievements with photography and film recordings, made by MAUL-TKD members and volunteers. We do not make these publicly available without members’ permission but do share them with members on a restricted basis using services such as Facebook, Flickr and YouTube, as well as file-sharing services such as Dropbox.
Where members have consented, photographs, video footage and testimonials may be used publicly on MAUL-TKD’s website, MAUL-TKD’s public profiles on Twitter, Facebook and Flickr, and by partner organisations promoting MAUL-TKD. You can withdraw consent at any time.
Leaving Cambridge and/or MAUL-TKD
MAUL-TKD stays in touch with members who move away or abroad using the services mentioned above. Should you wish to discontinue your membership, you can request that we remove your contact details and other personal information from membership records. Your name, dates of membership and gradings may remain in archival records.
We have an annual cycle of contacting inactive members to check whether you’re still happy we hold your information. If we don’t hear from you or are not able to successfully contact you, we will remove your personal data from membership records with the exception of name, membership dates and grading achievements, and the hard copy of your original signed membership form.
Please contact us online, by phone on 07568585359 or by replying to any emails or messages you have received from the club’s Instructors.
Last updated: 25 May 2018