Privacy Statement

Tonbridge Judo Club (us, we, our)

This privacy statement sets out how we use and look after the personal information we collect from you. We are the data controller, responsible for the processing of any personal data that you provide us with. We take reasonable care to keep your information secure and to prevent any unauthorised access to or use of it.

We may update this privacy statement from time to time and will inform you of any changes in how we handle your personal data. Any changes will be updated to the privacy statement published on our website.

What personal Data do we collect

·         personal information (such as name, school, date of birth, address)

·         membership contract information (such as name, date of birth, address, emergency contact, medical details, BJA licence number) 

·         competition data (This is collected and shared with the British judo Association, to advise and guide members on the next steps in qualification or grading)

Personal data means any information about an individual from which that individual can be identified. We collect, use, store and transfer some personal data of our members, and where relevant their parents or guardians.

You provide information about yourself when you register with us, and by filling in forms and by corresponding with us by phone, email or otherwise.

Why we collect data and the

We use member information data to:

• enable the development of a comprehensive picture of the member to assist with progression in the sport;
• inform members about development of the sport, Club; and
• enable members to progress onto higher level competitions; and
• Enable the British Judo Association to track and improve Judo for its members.
• Relevant medical details will be given to emergency services if needed.
• Parents phone numbers will be used in the event of an emergency or to contact parents when needed.
• BJA licence number will be used for gradings and competitions entries.

Lawful reasons for processing personal data

We will only use personal data for the purpose for which it was specifically provided.

Processing of your data is necessary for the administration of your membership.

By signing the Privacy Statement included in your membership form you have given consent for us to process and store the data provided.

Who we share your personal data with

We routinely share this information with:

·         British Judo Association

·         Sport England

·         Other Club’s where competitions are held

·         Coaches may be given relevant information needed during competition, date of birth and emergency contact details.

The reason for sharing your data is to highlight and encourage competitors to advance in the sport.  Or to apply for further funding to ensure the sports or clubs longevity

We may disclose your personal information to third parties to comply with a legal obligation, or to protect the rights, property, safety of our members, associates and others.

Protection of your personal data

We have put in place appropriate security measures to prevent your personal data from being accidently lost, used or accessed in an unauthorised way, altered or disclosed.

We will not sell, distribute or lease your personal data to third parties unless we have your permission or are required to do so by the law.

Your personal data is stored electronically in a password protected laptop, any paper work is kept in a locked cabinet.

How long we hold your personal data for

We keep personal data on our members while they continue to be a member or are otherwise actively involved with us. We will delete this data 7 years after a member has left or ended their membership, or sooner if specifically requested to do so.

We may need to retain some personal data for longer for legal reasons or regulatory purposes. We will remove the following data annually if the member has left; medical details and date of birth.

Your Rights

You have the right to ask for details of the information we hold about you at any time. This is called a Subject Access Request (SAR). In accordance with GDPR, once you have made a SAR we are obliged to provide you with your information within 20 business days. Such requests should be made to the Club Secretary by email secretary@tonbridgejudo.co.uk – we will verify this request in person or by phone before providing this information to you.

Under GDPR you will also have the right to:

-       Withdraw your consent

-       Ask us to erase information

-       Ask us to restrict how we process your information

  Members Code of Conduct & Ethics

All members of Tonbridge Judo Club must adhere to the following Codes:

1. All persons attending Judo sessions should conduct themselves in a manner, so as not to be intrusive to others and in accordance with the spirit of Judo.

Parents will be held responsible for their children’s behaviour at all times.

Please do not stray or allow siblings to walk around premises.

2. Spectator Noise should be kept to a minimum inside the Dojo (Training Hall).

3. Strictly No Footwear is to be worn on Mats by anybody.

4. Participating Players must use footwear on every exit of Mat area (i.e. Toilet)

5. No Smoking in Dojo or Grounds.

6. No Eating or Drinking on Mat area.

7. No Bad Language should be used in Dojo.

8. No jewellery should be worn on Mat area.

9. No hard or metallic objects may be worn (This Includes Hair Ties)

10. General Hygiene: As Judo is a close combat sport; a high level of Hygiene is required.

1. Judo Suits / Clothing must be clean and odourless

2. Finger and Toe Nails must be kept short and clean.

3. Long Hair must be tied back with cloth/elastic ties only (free of metal/plastic)

The Coach in charge may revoke membership of any child or adult who can not follow these rules.

Code of Conduct FOR Parents / carers

·        Encourage your child to learn the rules and play within them

·        Discourage unfair play and arguing with officials

·        Help your child to recognise good performance, not just results

·        Never force your child to take part in Judo

·        Set a good example by recognising fair play and applauding the good performances of all

·        Never punish or belittle a child for losing or making mistakes

·        Publicly accept officials’ judgements

·        Support your child’s involvement and help them to enjoy their Judo

·        Use correct and proper language at all times

·        If talking to one another during class, please do so quietly

Responsibilities of a Coach include ensuring the welfare of their players. In order to help Coaches in doing this, the BJA require all new Coaches to understand and abide by the BJA Coaches Code and Ethics

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At Tonbridge Judo Club we will not tolerate any form of bullying, harassment or intimidation from any person or source.

This procedure covers any necessary disciplinary action or actions as a result of a complaint or incident.
All officials, members, parents, guardians or others attending one of our venues or external venues as part of attendance on behalf of Tonbridge Judo Club are covered by this document.
 

HOW TO MAKE A COMPLAINT 
Any complaints should be put in writing and passed to a club welfare officer.
Where this is inappropriate or impracticable, complaints may be made in person to a club officer who will record the details either at the time or later where this is not possible.
All complaints will be dealt with in the strictest confidence and, where possible, the name of the complainant will not be divulged.

INVESTIGATION 
All complaints will be investigated by a club officer/coach or officers/coaches as required.
All findings will be recorded and solutions discussed and where possible, resolved by a minimum of 3 club officers/coaches.
Discussion may be face to face, by telephone or via electronic means.
Matters involving child welfare issues will only be dealt with by those who have been suitably trained.

RESOLUTION 
We will endeavour to resolve issues as soon as is practicable, and to communicate to the person making the complaint in a clear and concise form.
Where necessary, the resolution will be communicated to any others as may be necessary to ensure that actions are taken and followed.

ESCALATION 
Where the complaint cannot be resolved within the club, and the nature of the complaint falls within their jurisdiction, the complaint shall be escalated to the British Judo Association.
Complaints should be sent in writing along with the name and address of the person making the complaint to:
The Chairman, Complaints and Conduct Panel,
The British Judo Association,
Suite B – Technology Park,
Epinal Way, Loughborough
LE11 3GE.

Tonbridge Judo club reserves the right to take disciplinary action against anyone who:

·         Carries out a physical assault within our dojo or in the immediate vicinity of our venues or when at another as part of our judo activities.

·         Threatens a physical assault within our dojo or in the immediate vicinity of our venues or when at another as part of our judo activities.

• Verbally assaults or abuses any member, parent, guardian, visitor, coach or officer of the club.
• Harasses, bullies or belittles any of those mentioned above.
• Causes emotional or physical distress or pressure to any judoka who is active on the mat during their session.
• Disrupts training sessions.
• Enters any venue unfit by drink or drugs.
• Steals or attempt to steal property of the club, members or visitors.
• Sells or attempt to sell drugs or other materials considered illegal or undesirable.
• Displays any behaviour that risks the health safety any welfare of those attending our club.
• Displays any behaviour in person or by written or electronic means that brings the club or the sport of judo into disrepute.

​ACTIONS 
Actions will be decided and implemented, where practical, at the time of the incident by club officers/coaches present.
This may include:

• A verbal caution by a club officer/coach.
• A period ban from the club venues.
• Permanent expulsion from the club.
• Intervention by the Police.

Club officers and coaches will fully cooperate in any investigation by the police or other authorities

As a club that produces competitive players, Tonbridge Judo Club will offer members the opportunity to attend training camps and competitions both within the UK and abroad.

What to expect:

Competitions in the UK –

·       parent/s and player will be told of an upcoming competition that is suitable for the players level of judo and where/how to register for it

·       It is the parents’ responsibility to register their child for the competition should they wish to compete, unless otherwise stated

·        Parents and child will make their own way to and from the venue.

·       While waiting to compete the child will remain the responsibility of the parent/carer - as the coach may be coaching other players at times

For competitions further afield, we may travel together and the following information will be confirmed by email in advance:

-         Date, venue and timings of competition

-         Drop off and collection meeting points and times

-         Means of transport

-         Accommodation if needed

-         Contact details for coach and chaperone (responsible for children who are waiting to compete)

-         A kit list of what to pack

Going abroad –  some members go abroad independently; the following procedures are for those travelling in attendance with TJC

When the opportunity to attend a training camp or competition abroad arises you will receive an email informing you of all details and an estimated cost for you to consider

Once you have decided your child will be attending you will be emailed the following information:

-         Name of Coach and Team manager responsible for the team

-         Competition details including date and venue

-         Method of transport

-         Drop off and collection places and times

-         All transport information e.g. departure and arrival times and luggage allowances

-         Accommodation details

-         Itinerary of trip 

-         Contact details for Coach, Team Manager and Home contact

-         Travel insurance details

-         Kit requirements

-         Payment details

You will be required to:

-         Complete a consent form giving both parents’ permission for a minor to travel without them

-         Complete a medical form