Last updated: 1 November 2026
1. Who we are
Karate-Do London (“we”, “us”, “the club”) is a traditional karate club training in St Albans and Welwyn Garden City, run by Sensei Filip Dębowski. We are the data controller for the personal information described in this policy.
Contact: [email protected] · 07949 748888
2. What information we collect
- When you contact us by email, phone or through this website: your name, contact details and whatever you tell us in your message.
- When you or your child join the club: name, date of birth, parent/guardian contact details, emergency contact, relevant medical information (such as allergies or conditions we need to know about for safe training), grading and competition records, and payment records.
- When you sign up for updates: your email address.
- Photos and video taken at classes, gradings and events.
- When you visit this website: basic technical information such as your IP address and browser type, and cookies (see section 7).
3. How and why we use it
- To reply to your enquiries and arrange trial classes. (Legitimate interests.)
- To run membership, classes, gradings and competitions, take payments and keep attendance records. (Contract.)
- To keep students safe, including holding medical and emergency contact details. (Legitimate interests, and for health information, your explicit consent or our obligations relating to safeguarding.)
- To send club news by email, if you have signed up. You can unsubscribe at any time using the link in every email. (Consent.)
- To publish photos on our website and social media. We only publish photos of children with a parent’s or guardian’s permission, and you can withdraw permission at any time. (Consent.)
- To register students with our governing body, the Traditional Karate Federation of Great Britain, for licences, insurance, gradings and competitions. (Contract / legitimate interests.)
4. Children
Many of our students are under 18. We collect children’s information from their parent or guardian and only use it for the purposes above. Parents and guardians can exercise the rights in section 8 on their child’s behalf.
5. Who we share it with
We never sell your information. We share it only with:
- Traditional Karate Federation of Great Britain – for licences, insurance, gradings and competitions.
- DojoExpert – our membership management system (the “Members” area of this site).
- Mailchimp (Intuit) – to send our email updates.
- Jolt – our website host, which stores this website and any messages sent through it.
- Cloudflare – which delivers and protects this website.
- PayPal – if you pay online in our shop. We do not see or store your full card details.
- Venue operators or the emergency services, where needed for safety.
Some of these providers may store data outside the UK. Where they do, they use legal safeguards approved under UK data protection law (such as the UK International Data Transfer Addendum or an adequacy decision).
6. How long we keep it
- Enquiries: up to 12 months, unless you join the club.
- Membership records: while you are a member and for 6 years afterwards for accounting and insurance purposes. Grading records may be kept longer so we can confirm a former student’s grade.
- Email updates: until you unsubscribe.
- Photos: published photos stay online until you ask us to remove them.
7. Cookies
This website uses very few cookies:
- Essential cookies that make the site work – for logged-in administrators and, when our online shop opens, to remember your basket. Ordinary visitors browsing the site are not given any cookies.
- Visitor statistics – Cloudflare Web Analytics counts page visits without using cookies or tracking you across other websites.
We do not use advertising or tracking cookies. The direction links on our Contact page open Google Maps, which has its own privacy policy. Our pages link to our Facebook and Instagram profiles. Those sites have their own privacy policies, and they only apply if you follow those links.
8. Your rights
Under UK data protection law you have the right to:
- ask for a copy of the information we hold about you;
- ask us to correct or delete it;
- object to or restrict how we use it;
- withdraw consent at any time (for example, for emails or photos);
- ask us to transfer your information to someone else.
To make a request, email [email protected]. We will reply within one month.
If you are unhappy with how we handle your information, please tell us first. You also have the right to complain to the Information Commissioner’s Office (ICO): ico.org.uk/make-a-complaint or 0303 123 1113.
9. Changes to this policy
We may update this policy from time to time. The latest version will always be on this page.