Last updated –21st May 2026
1. Introduction
Milton Keynes Karate Club (“MKKC”, “we”, “us”, “our”) is committed to protecting your personal data and respecting your privacy. This Privacy Policy explains how we collect, use, store, and protect your personal information when you use our website or register as a member of our club.
This policy is written in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
2. Data Controller
The data controller responsible for your personal data is: Milton Keynes Karate Club
3. What Personal Data We Collect
3.1 Contact Form Enquiries
When you submit an enquiry via our website contact form, we collect:
• Your name
• Your contact details (email address and/or phone number)
• The content of your enquiry
Purpose: To respond to your enquiry.
Lawful basis: Legitimate interests – it is in both your and our interest to be able to communicate about your enquiry.
Retention: Contact form submissions are deleted within 12 months of resolution of the enquiry.
3.2 Membership Registration
When you register as a member of MKKC, we collect:
• Full name
• Date of birth
• Home address
• Email address
• Next-of-kin name and contact details
Purpose: To administer your membership, maintain attendance and grading records, and provide access to our club app.
Lawful basis: Contract – this information is necessary to fulfil our membership agreement with you. Next-of-kin data is processed on the basis of our legitimate interests in being able to contact someone on your behalf in an emergency.
Retention: All membership data is securely deleted within 3 months of your membership ending.
Note on next-of-kin data: We collect the name and contact details of your nominated next of kin solely for emergency contact purposes.
3.3 Email Address
We use your email address to:
• Send training and grading updates
• Provide access to our club app for attendance and training records
• Communicate club information and news
Lawful basis: Contract – communication is necessary for the delivery of your membership.
3.4 Licence Application
To ensure you are fully insured while training within our governing Association, we may share certain personal data (name, date of birth, contact details) with the relevant Association administrators as part of the licence application process.
Purpose: To ensure you hold a valid insurance licence to train.
Lawful basis: Legal obligation and legitimate interests – we are required to ensure all members are appropriately insured.
Access: This data is accessible only to authorised Association administrators responsible for licence processing.
Retention: Licence data is retained for the duration of your membership and deleted within 3 months of leaving the club, unless the Association has separate retention obligations.
4. Children’s Data
We welcome members of all ages, including children under the age of 18. Where a member is under 18, we require a parent or guardian to provide consent for data processing on their behalf, and to provide their own contact details as the primary point of contact and nominated next of kin.
Parental or guardian consent will be obtained in writing at the point of registration and retained for the duration of the child’s membership. We handle children’s data with particular care, consistent with the requirements of UK GDPR.
5. How We Store and Protect Your Data
We are committed to keeping your personal data secure. We have put in place appropriate physical, electronic, and managerial procedures to safeguard and secure the information we collect, including:
• Secure password-protected systems for digital records
• Access restricted to authorised club officers only
• Secure disposal of paper records when no longer required
We will never sell, rent, or distribute your personal data to any third party for commercial purposes. We will only share your data where required by law or as necessary to deliver your membership (for example, for licence applications as described in section 3.4).
6. Cookies
Our website uses session cookies only. Session cookies are temporary files that are deleted when you close your browser. They are used solely to maintain the functionality of our website during your visit and do not track you across other websites or collect personal data for marketing purposes.
7. Links to Other Websites
Our website may contain links to external websites. Once you follow a link to leave our site, we have no control over the content or privacy practices of the destination website. We recommend you review the privacy policy of any external site you visit. We are not responsible for the protection of information you provide to third-party sites.
8. Data Breaches
In the event of a personal data breach that is likely to result in a risk to your rights and freedoms, we will notify the Information Commissioner’s Office (ICO) within 72 hours of becoming aware of it, as required by UK GDPR. Where the breach is likely to result in a high risk to you personally, we will also contact you directly without undue delay.
9. Your Rights Under UK GDPR
Under UK GDPR, you have the following rights in relation to your personal data:
• Right of access: You may request a copy of the personal data we hold about you.
• Right to rectification: You may ask us to correct any inaccurate or incomplete data.
• Right to erasure: You may ask us to delete your personal data in certain circumstances (‘right to be forgotten’).
• Right to restrict processing: You may ask us to limit how we use your data in certain circumstances.
• Right to data portability: You may request a copy of your data in a structured, machine-readable format.
• Right to object: You may object to our processing of your data where we rely on legitimate interests as our lawful basis.
• Right to withdraw consent: Where processing is based on consent, you may withdraw that consent at any time without affecting the lawfulness of processing carried out before withdrawal.
To exercise any of these rights, please contact us at enquiries@miltonkeyneskarateclub.co.uk. We will respond to your request within one month.
10. Right to Lodge a Complaint
If you are unhappy with how we have handled your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO), the UK’s independent data protection authority.
ICO website: https://ico.org.uk
ICO helpline: 0303 123 1113
We would, however, appreciate the opportunity to address your concerns directly before you contact the ICO. Please reach out to us in the first instance.
11. Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices or in applicable law. The current version will always be available on our website, with the date of the most recent update shown at the top. Where changes are significant, we will notify members directly.
12. Contact Us
If you have any questions about this Privacy Policy or how we handle your personal data, please contact us:
Email: enquiries@miltonkeyneskarateclub.co.uk