Last updated: 3 December 2025
1. Who We Are
Kendal Chojinkai Karate is a volunteer-led martial arts club based in Kendal, UK. This privacy policy explains how we collect, use, store, and share personal data in connection with our activities, in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
We are the Data Controller for the personal information we collect and manage.
If you have any questions, you can contact us at info@kendalchojinkai.co.uk
2. What Information We Collect
We may collect and hold the following personal information:
- Full name
- Date of birth
- Address
- Email address and phone number
- Emergency contact details
- Medical or access needs
- Attendance and grading records
- Membership status and payments
- Communications preferences
- English Karate National Governing Body (EKNGB) licence details
- Competition entry details
- Website usage data (via cookies)
3. How We Collect Information
We collect personal information:
- Directly from you (or your parent/guardian) when you complete membership, licence, or competition entry forms (online or paper)
- Through our membership system (DojoExpert)
- Through competition management platforms (Kihapp)
- From a paper entry form, passed via your club instructor to us for processing
- When you attend classes, gradings, or events
- When communicating with us via email, our website, or event/competition entry forms
4. Why We Use Your Data (Purpose and Legal Basis)
We only use your personal data when the law allows us to. The main reasons are:
| Purpose | Legal Basis |
| Administering club membership and classes | Performance of contract |
| Communicating with you about training, gradings, and events | Legitimate interests / Consent |
| Managing attendance and progress | Legitimate interests |
| EKNGB licence applications via our association | Legal obligation / Consent |
| Emergency contact and health info (if provided) | Vital interests / Explicit consent |
| Collecting payments | Performance of contract |
| Competition entry and participation | Legitimate interests / Consent |
| Sharing updates or marketing | Consent |
| Website analytics and security | Legitimate interests |
5. Membership Platform (DojoExpert)
We use DojoExpert, a secure online membership system provided by LINK LAB Ltd, to store and manage member information. DojoExpert is a data processor acting on our behalf. We remain the data controller.
Your data (e.g. name, contact info, attendance, grading history) is stored on DojoExpert’s secure servers, which are in the USA. Data transferred internationally is covered by appropriate safeguards (www.dojoexpert.com/security).
Learn more about DojoExpert at www.dojoexpert.com.
6. Event & Competition Entries (Competition Platforms such as Kihapp)
We use competition management platforms, such as Kihapp (provided by Kihapp Oy, Finland), to manage registrations for tournaments and inter-club events.
You may enter competitions in different ways:
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By completing a registration form directly on the competition platform (e.g. Kihapp)
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By submitting a Google Form, which we then process into the platform on your behalf
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By providing details on a paper entry form, which is passed to your club instructor and then entered by us
The personal information collected may include your name, date of birth, belt grade, club, and contact details. This information is used only for administering competitions, including creating categories, draws, running orders, and results.
We (Kendal Chojinkai Karate) are the Data Controller for this information. The competition platform acts as our Data Processor. Your details may also be visible to referees, table officials, and event organisers for fair and safe competition management.
When registering via Kihapp, you are also subject to Kihapp’s own privacy policy, available at: https://www.kihapp.com/privacy.
7. Sharing Your Information
We may share your data with:
- The English Karate National Governing Body (EKNGB) – to apply for or renew karate licences. This includes your name, address, and date of birth. Data is submitted via our governing association. Learn more about the EKNGB at
- British Karate – Do Chojinkai – Our governing association for grading, competition, or licence purposes. Learn more about Chojinkai at www.chojinkai.com
- Competition platforms such as Kihapp – to administer event entries.
- Event or competition organisers – where necessary and with your consent.
- Emergency services – in the event of a medical or safeguarding emergency.
We do not sell your personal information.
8. How Long We Keep Your Data
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Membership data: kept while you are a member and up to 3 years after leaving (unless longer required for legal, safeguarding, or insurance reasons).
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EKNGB licence data: retained in line with EKNGB’s requirements.
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Competition entry data: retained only as long as necessary to administer the event and for records of results.
9. Your Rights
You have the right to:
- Access your personal data
- Correct or update inaccurate information
- Request deletion of your data (where not legally required)
- Object to or restrict how we use your data
- Withdraw consent at any time (e.g. for email updates)
- Request a copy of your data in a portable format
- Complain to the Information Commissioner’s Office (ICO) if you’re unhappy with how we use your data: www.ico.org.uk
To exercise these rights, contact us at info@kendalchojinkai.co.uk.
10. Cookies and Website Use
Our website uses cookies to help us understand how it’s used and to improve your experience. Cookies are small text files stored on your device. You can control or disable cookies via your browser settings.
11. Data Security
We take appropriate technical and organisational steps to protect your personal data. This includes secure hosting (e.g. SSL encryption), access control, and backups.
Access to personal data is limited to authorised instructors and administrators.
12. Changes to This Policy
We may update this policy from time to time. The most current version will always be available on our website.
