Privacy notice

Data controller and contact details

Kai Ming Association for Tai Chi Chuan is the data controller for the personal information described in this notice. To ask a question about this notice or exercise your data protection rights, please contact the Principal Instructor using the contact details published on the Kai Ming Association website.

Kai Ming Association for Tai Chi Chuan comprises a number of clubs currently across the West Midlands, Worcestershire and parts of Staffordshire, run by qualified Instructors under the overarching management and guidance of the Principal Instructor.

Why we process personal information

Under the UK GDPR and the Data Protection Act 2018, Kai Ming relies on legitimate interests where processing is necessary to administer the Association and its membership, and on consent where individuals choose to receive wider Association news and event communications or agree to the use of their photographs.

Where we hold your personal details and how we use them

People who apply to join or renew their membership complete an Application for Membership or Renewal of Personal Details Form. Members should tell their Class Instructor promptly if any of their details change so that records remain accurate.

The personal details contained in these forms — name, address, gender, age band, telephone number and email address — are kept securely by the Class Instructor, currently in their original paper form. The information needed for registration and insurance is submitted to the Association’s Membership Secretary and forwarded to the British Council for Chinese Martial Arts (BCCMA), which issues a unique membership number.

Kai Ming does not otherwise disclose members’ personal details within or outside the Association without permission unless disclosure is required by law.

The information provided on the forms is used to maintain the Kai Ming membership database, confirm paid-up membership, record membership numbers for local clubs and the Association as a whole, and produce factual statistics for grant applications. Where possible, grant applications use aggregated information rather than information that identifies individual members.

Each Class Instructor keeps a separate email and telephone contact list to send members information about their class, including timetable changes, hall closures and other operational matters. Members may ask not to receive non-essential emails. Where a member does not use email, important class information will be provided by another suitable method.

In addition, individuals may choose to provide their name and email address to the Principal Instructor, who manages the Kai Ming Association’s General Mailing List, to receive information about Kai Ming activities, events and newsletters. This list includes Kai Ming members and members of the public who have asked to receive these communications. Joining the General Mailing List is optional and is separate from communications needed to administer membership or classes.

Kai Ming manages electronic communications in accordance with the Privacy and Electronic Communications (EC Directive) Regulations 2003 (PECR), as amended, and applicable UK data-protection law.

Individuals may unsubscribe from the General Mailing List at any time by contacting the Mailing List Manager or using any unsubscribe method provided in the message. Unsubscribing does not affect essential membership or class administration communications. Email addresses on this list are not shared with external organisations or individuals unless required by law.

Kai Ming uses its website and social-media accounts to publish information about club venues, training activities and events. Identifiable photographs are published only where there is an appropriate lawful basis. Members may tell their Class Instructor or the Principal Instructor at any time that they do not want new photographs of them published; Kai Ming will also consider reasonable requests to remove photographs already published where it controls the relevant account or website.

How long we keep personal information

Kai Ming keeps personal information only for as long as it is needed for the purposes described in this notice. Membership records are reviewed at least every five years and are deleted or securely destroyed when they are no longer required, subject to any legal, insurance, safeguarding or record-keeping obligations. Mailing-list details are retained until the individual unsubscribes or the list is otherwise reviewed and updated.

Your data protection rights

Depending on the circumstances, you may have rights to ask for access to your personal information, correction of inaccurate information, deletion, restriction of processing, data portability, or to object to processing. Where Kai Ming relies on consent, you may withdraw it at any time without affecting processing carried out before withdrawal. To exercise a right, contact the Principal Instructor using the contact details published on the Kai Ming Association website. You also have the right to complain to the Information Commissioner’s Office.

International transfers and automated decision-making

Kai Ming does not transfer personal information outside the UK and does not use personal information for automated decision-making or profiling. If either practice changes, this notice will be updated before the new processing begins.

Erasure and rejoining communications

Members may ask Kai Ming to delete personal information, but the right to erasure does not apply in every circumstance. If Kai Ming cannot administer membership without the information concerned, it will explain this and the member may need to end their membership. A request to leave the Members Only Mailing List or the General Mailing List will be handled separately. Anyone who later wishes to rejoin the General Mailing List may opt in again by providing their name and email address to the Mailing List Manager directly or through the Kai Ming Association website.