Privacy Policy
Who we are
Kimura Shukokai Karate Surrey ("we", "us") is the data controller for the personal data described in this policy. We run karate classes in Reigate and in partnership with local schools, and operate this website and our student/parent portal at portal.karatesurrey.co.uk.
For anything relating to your data, contact us at info@karatesurrey.co.uk.
What we collect and why
We only collect data we genuinely need to run the club:
- Parent/guardian details — name, email address, phone number: to manage enrolment, invoicing, and to contact you about your child's training.
- Student details — name, date of birth, class group, grade/belt, and SKF licence details: to run classes, gradings, and licensing appropriate to age and ability.
- Medical information — any medical notes you choose to share so instructors can keep your child safe during training. We only hold this with your explicit consent and you may ask us to remove it at any time.
- Photo consent preferences — whether you allow photographs of your child.
- Payment records — invoices and payment status. Card details are handled entirely by Stripe and never touch our servers.
- Portal activity — sign-in records and basic audit logs, to keep accounts secure.
Our lawful basis
We process most data under legitimate interest (running the club and keeping members informed) and contract (managing your enrolment and payments). Medical information is processed with your explicit consent. Financial records are kept to meet our legal obligations.
Where your data lives
Your data is stored in the United Kingdom. The services we rely on are:
- OVH — hosts our portal server (UK).
- Amazon Web Services (AWS) — delivers our transactional email (enrolment confirmations, invoices, sign-in codes).
- Stripe — processes card payments. Stripe may process data outside the UK under UK GDPR-approved safeguards.
- Zoho — provides our club mailbox (info@karatesurrey.co.uk).
- Cloudflare — serves this website and protects our services.
These providers act as data processors on our behalf. We never sell your data or share it with anyone for marketing.
SKF licences
Students need a valid Shukokai Karate Federation (SKF) licence for grading and to take part in federation events — it is not required to begin training, and your instructor will let you know when one is needed. When you apply for or renew a licence, we pass the details SKF head office needs to issue it: name, date of birth, address, gender, grade, and existing licence details. We do not pass on your phone number, email address, or any medical information; SKF correspondence comes through the club. Once issued, SKF holds this data as its own data controller under its privacy policy.
Children's data
All information about a child is provided and managed by their parent or guardian through the portal, and we collect the minimum needed to teach them safely. See our safeguarding page for the policies we train and operate under.
How long we keep it
We keep membership data while your family trains with us and for a reasonable period afterwards in case you return. Financial records are kept for six years as required by UK tax law. Medical notes are deleted when no longer needed or on request.
Cookies
This website sets no tracking or advertising cookies. The portal uses a single essential cookie to keep you signed in. The map on our contact page is provided by Mapbox, which may receive your IP address when it loads.
Your rights
Under UK GDPR you can ask us at any time to:
- See a copy of the data we hold about you or your child
- Correct anything that's wrong
- Delete your data ("right to be forgotten")
- Restrict or object to how we use it
- Receive your data in a portable format
Just email info@karatesurrey.co.uk and we'll respond within one month. If you're unhappy with how we handle your data, you have the right to complain to the Information Commissioner's Office (ICO).
Changes to this policy
If we make significant changes to how we handle your data, we'll update this page and let members know by email.