Project Description

Privacy notices and policies, code of conduct and declaration

The British Student Taekwondo Federation want to make sure all the personal information we have collected about you, is safe and secure, whether we collect it through our website bstf.org.uk or from other sources. This Policy set outs our commitments to you, in compliance with and beyond the General Data Protection Regulation (commonly known as the GDPR) and explains how we collect, store and use your personal information.

General Privacy Notices

Collecting specific, relevant personal information is a necessary part of us being able to provide you with any services you may request from us or in providing services to our customers and members or just managing our relationship with you.

When we hold or use your personal information as a data controller (see below for a description of what this is) we will provide you with a privacy notice which sets out in detail what information we hold about you (such as your name and email address, etc.), how your personal information may be used and the reasons for these uses, together with details of your rights.

Where we collect personal information from you directly, we will provide this privacy notice at the time we collect the personal information from you.  Where we receive your personal information indirectly, we will provide this privacy notice when we first contact you, first pass the data to someone else or within a month, whichever is the earlier.

We will only provide this privacy notice to you once, generally at the start of our relationship with you.  However if the applicable privacy notice is updated substantially, then we may provide you with details of the updated version.  You are encouraged to check back here regularly for updates.

Please note that it is possible for you to be covered by more than one privacy notice.

The difference between data processors and controllers

A data controller is a person who controls how personal information is processed and used.  A data processor is a person who processes and uses personal information in accordance with the instructions of a third party, i.e. the data controller.

This distinction is important.  You have certain rights in relation to your personal information, for example the right to be provided with the personal information held about you and details of its use and the right to have certain of your personal information either erased or anonymised, commonly referred to as the right to be forgotten (see below to see what rights you have).  These rights can generally only be exercised against a data controller of your information.

In most cases we will be a data controller of your personal information.  In any case where we are not a data controller this means that you cannot exercise these rights against us directly (i.e. where we only act as a data processor), but you can do so against the data controller (i.e. the person who controls how we process the personal information).  In these cases we will endeavour to inform you who is the data controller of your personal information so that you can direct any such requests to them.

Also, it is only a data controller that will provide you with a privacy notice about your personal information, so where we process your personal information as a data controller we will provide you with a privacy notice.  Where we process your personal information as a data processor for a third party, that third party should provide you with a privacy notice which will set out details regarding the processing of your personal information, which should also include the processing to be carried out by us on their behalf.

How do we use your personal information?

We will use your personal information as described in the privacy notice, but, for example, we may use your personal information to administer any account(s) you have with us or to send you information we think you might find useful, provided you have indicated that you are happy to be contacted for these purposes.

Who do we share your personal information with?

Details of how we disclose your personal information are set out in the relevant privacy notice provided to you, but generally it is where we need to do so in order to run our organisation (e.g. where other people process information for us). In such circumstances, we will put in place arrangements to protect your personal information.  Outside of that we do not disclose your personal information unless we are required to do so by law.

If we transfer personal information about you outside the European Economic Area (EEA), we will let you know and ensure that all reasonable security measures are taken and that any third party processers will be required to process the information in accordance with information protection laws and we will notify you in your privacy notice if we are the information controller.

We do not sell, trade or rent your personal information to others.

How long do we hold onto your personal information

Further details of how long we hold onto your personal information for are set out in the relevant privacy notice provided to you, but we will only hold your information for as long as is necessary or where you ask us to delete records we may delete it earlier.

The duration for which we retain your personal information will differ depending on the type of information and the reason why it was collected. However, in some cases personal information may be retained on a long term basis: for example, personal information that we need to retain for legal purposes will normally be retained for at least six years in accordance with usual commercial practice and regulatory requirements.

What are your rights

Full details of your rights set out in the relevant privacy notice provided to you, but you are entitled by law to ask for a copy of your personal information at any time. You are also entitled to ask us to correct, delete or update your personal information, to send your personal information to you or another organisation and to object to automated decision making. Where you have given us your consent to use your personal information in a particular manner, you also have the right to withdraw this consent at any time.

To exercise any of your rights, or if you have any questions relating to your rights, please contact us. You can also unsubscribe from any direct marketing by clicking on the unsubscribe link in the marketing messages we send to you.

You should note that some of your rights may not apply as they have specific requirements and exemptions which apply to them and they may not also apply to personal information recorded and stored by us.  However your right to withdraw consent or object to processing for direct marketing are absolute rights.

If you are unhappy with the way we are using your personal information you can complain to the UK Information Commissioner’s Office or your local data protection regulator. More information about your legal rights can be found on the Information Commissioner’s website at https://ico.org.uk/for-the-public/.  However, we are here to help and would encourage you to contact us to resolve your complaint first.

Linking with third party sites

Our website may, from time to time, contain links to and from the websites of our university sport bodies, commercial partners, other regional bodies, advertisers and clubs.  If you follow a link to any of these websites, please note that these websites have their own privacy policies and they will be a data controller of your personal information. We do not accept any responsibility or liability for these policies and you should check these policies before you submit any personal information to these websites.

In addition, if you linked to this website from a third-party site, we cannot be responsible for the privacy policies and practices of the owners or operators of that third-party site and recommend that you check the policy of that third party site and contact its owner or operator if you have any concerns or questions.

Security

We employ a variety of technical and organisational measures to keep your personal information safe and to prevent unauthorised access to, or use, or disclosure of it. Unfortunately, no information transmission over the Internet is guaranteed 100% secure nor is any storage of information always 100% secure, but we do take all appropriate steps to protect the security of your personal information.

Cookies

Certain parts of our website bstf.org.uk may use “cookies” to keep track of your visit and to help you navigate between sections. A cookie is a small data file that certain websites store on your computer’s hard-drive when you visit such websites. Cookies can contain information such as your user ID and the pages you have visited. The only personal information a cookie contains is information that you have personally supplied.

We use cookies on our website to enable us to deliver content that is specific to your interests and gives us an idea of which parts of our website you are visiting and to recognise you when you return to the website. Reading cookies does not give us access to other information on your computer’s hard-drive and our website will not read cookies created by other websites that you have visited.

You may refuse to accept cookies by activating the setting on your browser which allows you to refuse the setting of cookies. If, however, you select this setting you may be unable to access certain parts of the website. Unless you have adjusted your browser settings so that it will refuse cookies, our system may issue cookies when you access the website.

Please note providers of third party content may also use cookies over which we have no control. For detailed information on the cookies we use and the purposes for which we use them see the table below:

Cookie Purpose
_ga This is a Google Analytics cookie. It helps us monitor the use and performance of our website.
__sharethis_cookie_test__ This cookie monitors “click-stream” activity, e.g. web pages viewed, navigation from page to page, time spent on each page etc. The ShareThis service only personally identifies you if you have separately signed up with ShareThis for a ShareThis account and given them your consent.
DYNSRV This cookie is added by our load balancer to track which web server to send the visitor to. Its purpose is to improve the performance of the website.
PHPSESSID This cookie stores the logged in user’s username and a 128bit encrypted key. This information is required to allow a user to stay logged in to a web site without needing to submit their username and password for each page visited. Without this cookie, a user is unable to proceed to areas of the web site that require authenticated access.
privacy_embeds This cookie stores your consent to use cookies on this website.

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Log files

In common with most websites, our website logs various information about visitors, including internet protocol (IP) addresses, browser type, internet service provider (ISP) information, referring / exit pages and date / time stamp.

We may use this information to analyse trends, administer the website, track your movement around the website and gather broad demographic information.

Changes to this policy

Any changes we may make to this Policy in the future will be posted on our website and, where appropriate, notified to you by e-mail. When we change this Policy in a material way, we will update the version date at the bottom of this page. Please check back frequently to see any updates or changes to this Policy and should you object to any alteration, please contact us.

Contact

In the event of any query or complaint in connection with the information we hold about you, please contact us via our contact form.

Whilst this privacy policy sets out a general summary of your legal rights in respect of personal information, this is a very complex area of law. More information about your legal rights can be found on the Information Commissioner’s website at https://ico.org.uk/for-the-public/.

Version Date: 19th May 2018

Privacy notice for our members

We are committed to respecting your privacy. This notice is to explain how we may use personal information we collect before, during and after your membership with us. This notice explains how we comply with the law on data protection, what your rights are and for the purposes of data protection we will be the controller of any of your personal information.

This notice applies to you if you are either:

1. An individual athlete/volunteer/participant of taekwondo who has registered his/her interest in participating in the sport competitively and/or whose details we have collected from one of our affiliated universities or other third-party referral;

2. A coach, technical official or referee/umpire who has registered for membership to attend our events or to find out more about the training courses and accreditation services we offer; or

3. A fan, participant or supporter of taekwondo who has contacted us to purchase any of our online merchandise and/or signed up to receive updates about upcoming events, offers and ways to get involved further with taekwondo.

References to we, our or us in this privacy notice are to the British Student Taekwondo Federation, registered charity number 1169895, Company Registration Number CE008385.

We have not appointed a Data Protection Officer to oversee our compliance with data protection laws as we are not required to do so, but you are able to contact us to discuss our privacy policy. Contact details are set out in the “Contacting us” section at the end of this privacy notice.

(1) Personal information we collect from you

When you sign up for membership with us, you may provide us with or we may obtain personal information about you, such as information regarding your:

  • personal contact details that allows us to contact you directly such as name, title, address, institution of study, email addresses and telephone numbers;
  • date of birth;
  • expected date of graduation;
  • gender;
  • membership details including start and end date;
  • records of your interactions with us such as telephone conversations, emails and other correspondence and your instructions to us;
  • any credit/debit card and other payment details you provide so that we can receive payments from you and details of the financial transactions with you;
  • use of and movements through our online portal, passwords, personal identification numbers, IP addresses, user names and other IT system identifying information;
  • records of your attendance at any events or competitions hosted by us;
  • images in video and/or photographic form and voice recordings; and
  • your marketing preferences so that we know whether and how we should contact you.

Athletes/Volunteers/Participants

If you are an athlete/volunteer/participant who has registered his/her interest in participating in the sport competitively, you may also provide us with or we may obtain the following additional personal information from you:

  • identification documents such as passport and identity cards;
  • details of any club and/or county membership;
  • details of next of kin, family members, coaches and emergency contacts;
  • records and assessment of any athlete rankings, gradings or ratings, competition results, details regarding [events/matches/games] attended and performance (including that generated through athlete pathway programme);
  • any disciplinary and grievance information;
  • any details required for the purposes of awarding scholarship funding or grants (including any means testing;

Coaches and officials

If you have registered with us to receive more information about our coaching/teaching accreditation/qualification schemes and/or any of our education and teaching programme] you may also provide us with or we may obtain the following additional personal information from you:

  • any code or official number;
  • your current affiliated club or other organisation (if applicable);
  • coaching/teaching qualification and/or officiating history and any athlete rating (if any);
  • accreditation/qualification start and end date;
  • identification documents such as passport, utility bills, identity cards, etc.; and

(2) Special categories of personal information

We may also collect, store and use the following “special categories” of more sensitive personal information regarding you:

information about your race or ethnicity, religious beliefs and sexual orientation;

information about your health, including any medical condition, health and injury/sickness records, medical records and health professional information; and biometric information about you, for example fingerprints, retina scans.

We may not collect all of the above types of special category personal information about you. In relation to the special category personal data that we do process we do so on the basis that:

the processing is necessary for reasons of substantial public interest, on a lawful basis;

  • it is necessary for the establishment, exercise or defence of legal claims;
  • it is necessary for the purposes of carrying out the obligations and exercising our or your rights in the field of employment and social security and social protection law; or
  • based on your explicit consent.

In the table below, we refer to these as the “special category reasons for processing of your personal data”. We may also collect criminal records information from you. For criminal records history, we process it on the basis of legal obligations or based on your explicit consent.

(3) Where we collect your information

We typically collect personal information about our members when you create an account on our site at bstf.org.uk to become a member of the British Student Taekwondo Federation to purchase any services or products we offer online when you make a query and/or complaint or when you correspond with us by phone, e-mail or in some other way.

If you are an athlete/ volunteer/ participant of taekwondo we also may collect personal information about you from any club, university or other organisation you are affiliated with or from other referrals such as from coaches or talent scouts.

If you are providing us with details of referees, next of kin, beneficiaries, family members and emergency contacts they have a right to know and to be aware of how what personal information we hold about them, how we collect it and how we use and may share that information. Please share this privacy notice with those of them whom you feel are sufficiently mature to understand it. They also have the same rights as set out in the “Your rights in relation to personal information” section below.

(4) Uses made of the information

The table below describes the main purposes for which we process your personal information, the categories of your information involved and our lawful basis for being able to do this.

For some of your personal information you will have a legal, contractual or other requirement or obligation for you to provide us with your personal information. If you do not provide us with the requested personal information we may not be able to admit you as a member or we may not be able to properly perform our contract with you or comply with legal obligations and we may have to terminate your position as a member. For other personal information you may not be under an obligation to provide it to us, but if you do not provide it then we may not be able to properly perform our contract with you.

Where you have given us your consent to use your personal information in a particular manner, you have the right to withdraw this consent at any time, which you may do by contacting us. Contact details are set out in the “Contacting us” section at the end of this privacy notice.

Please note however that the withdrawal of your consent will not affect any use of the data made before you withdrew your consent and we may still be entitled to hold and process the relevant personal information to the extent that we are entitled to do so on bases other than your consent. Withdrawing consent may also have the same effects as not providing the information in the first place, for example we may no longer be able to provide certain member benefits to you.

(5) Direct marketing

From time to time, we may contact you by email, post or SMS with information about products and services we believe you may be interested in. We will only send marketing messages to you in accordance with the marketing preferences you set. You can then let us know at any time that you do not wish to receive marketing messages by emailing us via our contact form. Contact details are set out in the “Contacting us” section at the end of this privacy notice. You can also unsubscribe from our marketing by clicking on the unsubscribe link in the marketing messages we send to you.

These preferences are separate from essential account and charity member information communications.

(6) Disclosure of your personal information

We share personal information with the following parties:

  • To any governing bodies (including, but not limited to British Universities and Colleges Sport), regional bodies of sport, sport charities and university sports departments/athletic unions: to allow them to properly administer the sports on a local, regional and national level.
  • Other service providers: for example, email marketing specialists, payment processors, data analysis contractors, promotional advisors, contractors or suppliers and IT services (including CRM, website, video- and teleconference services);
  • Our supply chain partners & sub-contractors, such as couriers, import/export agents, shippers, and other organisations as required to fulfil orders and contracts.
  • Our commercial partners: for the purposes of providing you with information on any tickets, special offers, opportunities, products and services and other commercial benefits provided by our commercial partners as part of your membership.
  • The government or our regulators: where we are required to do so by law or to assist with their investigations or initiatives.
  • Police, law enforcement and security services: to assist with the investigation and prevention of crime and the protection of national security.
  • Any other party approved by you.

We do not disclose personal information to anyone else except as set out above.

(7) How log do we keep personal information for?

The duration for which we retain your personal information will differ depending on the type of information and the reason why we collected it from you. However, in some cases personal information may be retained on a long-term basis: for example, personal information that we need to retain for legal purposes will normally be retained in accordance with usual commercial practice and regulatory requirements. Generally, where there is no legal requirement we retain all physical and electronic records for a period of 6 years after your last contact with us. Exceptions to this rule are:

  • Information that may be relevant to personal injury claims, or discrimination claims may be retained until the limitation period for those types of claims has expired. For personal injury or discrimination claims this can be an extended period as the limitation period might not start to run until a long time after you have worked for us.

It is important to ensure that the personal information we hold about you is accurate and up-to-date, and you should let us know if anything changes, for example if you change your phone number or email address.

You may be able to update some of the personal information we hold about you through our registration portal. Alternatively, you can contact us. Contact details are set out in the “Contacting us” section at the end of this privacy notice.

(8) Your rights in relation to personal information

You have the following rights in relation to your personal information:

  • the right to be informed about how your personal information is being used;
  • the right to access the personal information we hold about you;
  • the right to request the correction of inaccurate personal information we hold about you;
  • the right to request the erasure of your personal information in certain limited circumstances;
  • the right to restrict processing of your personal information where certain requirements are met;
  • the right to object to the processing of your personal information;
  • the right to request that we transfer elements of your data either to you or another service provider; and
  • the right to object to certain automated decision-making processes using your personal information.

You should note that some of these rights, for example the right to require us to transfer your data to another service provider or the right to object to automated decision making, may not apply as they have specific requirements and exemptions which apply to them and they may not apply to personal information recorded and stored by us. For example, we do not use automated decision making in relation to your personal data. However, some have no conditions attached, so your right to withdraw consent or object to processing for direct marketing are absolute rights.

Whilst this privacy notice sets out a general summary of your legal rights in respect of personal information, this is a very complex area of law. More information about your legal rights can be found on the Information Commissioner’s website at https://ico.org.uk/for-the-public/.

To exercise any of the above rights, or if you have any questions relating to your rights, please contact us. Contact details are set out in the “Contacting us” section at the end of this privacy notice.

If you are unhappy with the way we are using your personal information, you can also complain to the UK Information Commissioner’s Office or your local data protection regulator. We are here to help and encourage you to contact us to resolve your complaint first.

(9) Changes to this notice

We may update this privacy notice from time to time. When we change this notice in a material way, we will update the version date at the bottom of this page. For significant changes to this notice we will try to give you reasonable notice unless we are prevented from doing so. Where required by law we will seek your consent to changes in the way we use your personal information.

(10) Contacting us

In the event of any query or complaint in connection with the information we hold about you, please contact us via our contact form.

Version dated 20th May 2018

Terms and Conditions

Our terms and conditions

A “Membership” means holding a valid membership pass type with the British Student Taekwondo Federation (BSTF). A membership must be created/ activated/ used (including logging in to the membership account or entering an event) once each the academic year or the membership will be considered inactive, unless otherwise specified. Memberships are valid from 01st of October, or one created/ activated/ used thereafter, up to the following 30th of September, unless otherwise specified. A membership is required to take part in the charity’s events.

Members agree to abide by all terms and conditions of membership at the time the membership is created/ activated/ used (including logging in to the membership account or entering an event) ongoing.

An “Event” means the event available for entries on the website or as advertised elsewhere.

“Fee” means the price of the Event as indicated during the entry process or as promoted in any marketing materials.

By submitting your entry(s) you are offering to enter into a contract for attendance at the Event and confirming that all the participant information submitted is accurate, true and complete. We reserve the right to reject any membership requests/ entries we receive.

Entry fees must be received according to the terms listed in the Event specific information provided. Fees are listed on per Event basis unless otherwise specified.

All places on Events are available on a first-come, first-served basis, or by other methods of selection as indicated by the organisers.

Events are subject to cancellation or rescheduling at our discretion. If the time, date, venue or content of the Event is changed after your entry, you will be notified. We shall not be liable for any additional loss or damage resulting from such cancellation or changes.

No events nor any minimum number of events of any particular type, location or other specifications are guaranteed to be run in any given academic year and are subject to removal, cancellation or rescheduling at our discretion.

We reserve the right to cancel, suspend or vary the operation of our contract with you if events occur which are outside of our reasonable control and we shall not be responsible for any breach of contract, nor for any loss or damage, resulting from such an event.

Any typographical, clerical or other similar accidental error or omission made by us in respect of your membership(s) or entry(s) shall be subject to correction without any liability on our part.

Participants grant permission to the rights of their image, likeness, audio and video recordings, information submitted, and for their own published images, video, audio and other media to be republished in part or whole by the charity, without payment or any other consideration. Copyright and all other intellectual property rights shall remain the property of the British Student Taekwondo Federation.

Our liability to you under or in relation to your membership(s), entry(s) and Event(s) (whether arising from an action in contract law, tort (including negligence) or otherwise) shall be limited as follows: (a) we shall not be liable to you in respect of any loss of profit, loss of anticipated savings, loss of goodwill or injury to reputation, loss of business opportunity, loss suffered by third parties or any form of indirect, consequential or special loss; (b) our total liability to you shall be limited to the amount of the Price paid by you.

Our insurance policy provides member to member cover for registered participants and at BSTF events only. This policy does not cover competitions, training or other activities outside of events organised by BSTF unless explicitly listed. All injuries must be reported to the medical staff and first aiders employed at the event. In the event of an insurance claim following an injury we require name of the claimant and the time of the incident to draw these records from our medical providers. Participants must contact the BSTF as soon as possible via the safeguarding/ insurance form, and within a maximum of 5 days in all cases where they intend to initiate an insurance claim. You must provide promptly all information we and/or our insurers may request related to your claim or you may become ineligible to make a claim. Be aware, in the event of an injury or incident requiring investigation that a participants’ declaration forms will be submitted in evidence to all necessary authorities.

Participants participate in an Event at their own risk and the organisers and their delegates cannot be held responsible for any injury, loss, theft, violence or damage to participants, spectators or property. By completing an entry the participant(s) thereby agree to these conditions (and all others listed in the Waiver of Participation) and applies for BSTF membership to be held for the duration of the event.

By completing an entry with specific role(s) (including but not limited to: athletes, volunteers, umpires, coaches) the participant(s) thereby confirm that they have received the appropriate training, are fit and able to fulfil the role(s).

Participants agree to be held liable for any loss or damage to the charity’s equipment , including items hired or loaned for use by the charity, at BSTF events.

An Event is run according to the processes, and the rules and regulations listed on this website, which have precedence over other documents. The organisers may at their discretion modify any listed/ unspecified event process(es)/ rule(s) as and when deemed necessary for the effective and efficient operation of an Event.

Memberships/ accounts are available to those 18+ years of age only. All participants must be aged 18 years or older to enter and take part in BSTF events. Scottish students under 18 and in full time university education wishing to join, please contact us for further information.

Fees shall not be refundable where we organise the event in question in good faith, in accordance with government, statutory and/ or local authority requirements, but a venue and/ or supplier of crucial goods and/ or services cancels or withdraws at such short notice that a suitable replacement cannot reasonably be used.

Online and offline training and educational courses any supporting materials e.g., slides, exams, handbooks, and all other associated media remain at all times the intellectual property of the charity and must not be copied or shared without written permission.

These Conditions and the entry process referenced in these Conditions constitute the agreement between the British Student Taekwondo Federation and you. In entering into these Conditions you acknowledge that you have not relied upon any statement or representation from us save as set out in these Conditions or as stated in writing as part of the entry process.

No term of any contract between us arising from these Conditions is intended to confer a benefit upon or be enforceable by any third party whether under the Contracts (Rights of Third Parties) Act 1999 or otherwise.

The language of any contract formed will be English. The Conditions shall be construed in accordance with English Law and you agree to submit to the exclusive jurisdiction of the English Courts.

We may change the term and conditions of membership and event entry from time to time, including the terms upon which we make Events available without notice to you and any subsequent event entry requests you may make will be subject to those changes. All members should review the current terms and conditions annually whenever renewing their membership and before submitting an event entry (refer to the version number below). If you do not agree to our terms and conditions you may close your account at any time via the contact us form.

Waiver of Participation

By becoming a member and when submitting any and all event registrations you agree to the following:

I agree to the listed items and I have read and understood them.

I realise martial arts & contact sports include a risk of bodily harm or worse.

I will not look to hold the organiser accountable for any costs or claims related to injury or accidents that occurs during the event(s) I register for.

I accept that the organiser may use my personal data for its legitimate purposes.

I assume full responsibility and liability for all damages, injuries and losses that I may sustain or incur while participating in or watching the tournament/ event.

I realise that serious injury is commonplace in combat sport events such as the one I am entering and that death is a possibility. I also realise that if I am injured, I might be disfigured, disabled and/or rendered unable to work again. By entering into this competition I agree to and fully accept and assume liability for any and all injuries that I may incur expressly give up and waive any and all claims that I or anyone acting on my behalf or through me might have against the organiser, it’s board members, the promoters, operators, sponsors, officials, participants, non-participants, or volunteers for any injury regardless of its nature, effect or affect on me as a result of my participation and/or presence at the tournament/event.

I authorise, and agree to hold harmless, whatever medical personnel that may be present at the tournament/event to take any action necessary, should I become injured.

I represent that I am in good health; that I am not presently, nor will I participate while under the influence of any drug or medication; that no one affiliated with this tournament has encouraged me to enter or made any representations regarding my fitness or ability to participate; that I have read and understood every provision of this release; and that I am legally competent to and freely enter into this waiver, release and assumption of risk agreement.

Disputes

The organiser hereby expressly reserves the right, in its sole and absolute discretion, with or without cause to deny a potential athlete/ competitor’s registration/ other application for permission to participate/ compete in the event. The terms participant, athlete, student-athlete and/or competitor may be used interchangeably. If any dispute arises out of, or is any way related to your participation in this event, by entering your registration application, you are hereby expressly waiving and giving up your right to the filing of any lawsuit. The word “dispute” as used above refers to anything, including claims for injury (which you have already waived) that may have occurred or you claim did not occur at the event.

Participant Agreement

All members agree to: act with good sportsmanship at all times; respect the rights, dignity and worth of others and not act in a manner that may intimidate, offend, insult or humiliate another person on the basis of their sex, disability, race, colour, age, religion or national or ethnic origin; maintain high standards of personal behaviour at all times; conduct oneself, online and in person, in an appropriate manner relating to language, temper and punctuality; refrain from any form of harassment of others; refrain from any behaviour that may bring their university or the BSTF into disrepute; and comply with all directions of the event organisers and their delegates pertaining to the management of events.

Participants attending any of the BSTF’s BUCS affiliated events must additionally agree to abide by the terms in BUCS General Regulations and additionally the BUCS Volunteer Code of Conduct where applicable.

Individuals deemed to be in breach of these terms and conditions may be disqualified from the event and their team penalised, and in the case of serious breaches may be banned from future events at the discretion of the event organisers. The BSTF may share information regarding its disciplinary investigations and actions with British Universities and Colleges Sport (BUCS), the Students’ Union of their registered university club/ their sports department/ their university’s administrative department where is it deemed necessary and individuals may be subject to separate disciplinary actions from each of these bodies.

Version Date: 5th October 2021

Legal Requirements

Under the Equality Act 2010, Trans people cannot be directly or indirectly discriminated against, nor can they be harassed. The law covers transgender people in different ways. The small number of transsexual people who, by definition, have the ‘protected characteristic’ of ‘gender reassignment’, are specifically protected, by the Equality Act 2010, from discrimination, harassment and victimisation, in employment and in the provision of goods, facilities and services, from the time that they disclose their intention to change their role.

However, equality law does also protect individuals in the wider transgender community, if they are discriminated against or harassed on the grounds that they are ‘perceived’ to be transsexual, as well as those who are ‘associated’ with a transsexual person, such as partners, family members or carers. The Act is, therefore, relevant to transgender employees, club members, volunteers and spectators who are, or who may be perceived to be transsexual and could, potentially, be subjected to transphobic behaviour.

The Gender Recognition Act (2004) provides transsexual people with legal recognition in their acquired gender, subject to some specified exceptions. A minority of the people who have undergone permanent transition of their gender role, obtain a gender recognition certificate (GRC) in accordance with the Gender Recognition Act, 2004 (GRA). In order to obtain a GRC it is not necessary to have had genital or other surgeries. Those whose births were registered in the UK, automatically receive a new birth certificate. The GRA provides enhanced privacy protection with regard to sensitive information about their gender status, from the time of application to the Gender Recognition Panel (GRP). In these circumstances, breach of privacy by any club official could amount to a criminal offence. The GRC confers on transsexual people their post-transition gender status ‘for all purposes’. It may be considered to be harassment, to ask if a person has a GRC, so it is advisable to extend the same level of protection and privacy to all those who have changed their gender role on a permanent basis.

The privacy of the wider group of transgender people, as well as transsexual people, is also protected under the Data Protection Act 1998, which means that any processing of their data should seek to avoid causing any damage or distress.

Definitions

This guidance uses a number of terms associated with transgender people, see definitions below:

Assigned Sex: The sex, male or female, assigned at birth based on physical characteristics
Gender-affected sport: Taekwondo is ‘gender-affected’, and means that the average woman will always be at a disadvantage when competing against men.
Gender Dysphoria or gender identify disorder: A condition where someone experiences discomfort or distress because of a mismatch between their gender identity and sex assigned at birth. Signs can appear at a very young age e.g. a child refusing to wear typical clothes of their gender or taking part in non-typical games – this occasionally passes but usually continues to adulthood. The onset of puberty may increase the risk of self-harm, addiction or suicide.
Gender identity or affirmed gender: The gender to which a person identifies or has transitioned or is transitioning, and which is opposed to that which was assigned at birth. Every person has a right to be able to express their gender in a way that is comfortable to them. Always use a transgender person’s chosen name.
Gender Reassignment: A term used for a person proposing to undergo, is undergoing, or has undergone, a process or part of a process for the purpose of reassigning the person’s sex by changing physiological or other attributes of sex. (Gender Reassignment is a protected characteristic under the Equality Act 2010
Gender Recognition Certificate (GRC): Trans people whose birth was registered in the UK can apply to the Gender Recognition Panel to have their acquired/affirmed gender recorded on their birth certificate. If accepted, the applicant receives a GRC which permits the holder to be recognised for all legal purposes, Inc. marriage, in their acquired gender.
Intersex: A condition where a child at birth doesn’t clearly appear male or female. Parents may be recommended to wait until the child can choose their own gender identity before any surgery is carried out.
Non-binary/ genderqueer/ gender fluid: Someone who defines their gender as falling somewhere in between man and woman; for example, those who are both man and woman, or neither man nor woman, or moving between genders.
Non-gendered: A person who doesn’t identify with either male or female gender
Real-Life Experience/ living in full-time gender: The Real-Life Experience (RLE), is a period of time in which transgender people live fulltime in their preferred gender role. The purpose is to confirm that a transgender person can function successfully as a member of the opposite gender in society, and confirms that they are sure they want to live as that gender for the rest of their life.
Trans: The umbrella term for any person whose gender identity does not correspond to that person’s biological sex assigned at birth, and all cross over identities that challenge the socially constructed border between the genders. This includes androgyne, polygender, cross-dressing and transvestite people.
Transgender Woman or girl: A person assigned male at birth who identifies with the female gender, but has not necessarily transitioned.
Transgender Man or boy: A person assigned female at birth but identifies with the male gender, but has not necessarily transitioned.
Transition: Someone who is taking or has taken the 4-5-year complex medical process of changing their birth sex and their legal documentation to become the opposite sex.
Transphobia: Discriminatory, abusive or negative language or behaviour directed towards a transgender person, and may include refusal to provide access to services equal to nontrans people. It is as unacceptable as racism, sexism or homophobia.
Transsexual: A person who proposes, or undergoes, to realign their gender and sex through use of medical intervention.

Summary information

British Student Taekwondo Federation welcomes all participants equally, accepting anyone joining in the gender they identify with, whether or not transition is taking/has taken place, and addressing that person accordingly.

Trans women will be able to participate in training sessions, work through the grading systems, become officials, coaches and volunteer at British Student Taekwondo Federation events, although they may not be eligible to enter competitions* (see notes below under Domestic Competition).

Trans men may do all of the above and compete in the affirmed gender in the appropriate age/weight category. It is still a requirement to disclose they are trans males to ensure appropriate competition safeguards are followed.

Everyone has a right to choose the facilities that they’re comfortable with. All toilet facilities have cubicles, and unisex toilets are becoming more usual in public venues which helps to retain privacy and dignity for everyone. Facility use is a matter for facility providers to provide guidance on and in accordance with UK law.

Confidentiality

It is illegal under the Gender Recognition Act 2004 for a person who has acquired transgender information in an official capacity to disclose personal information about that person’s gender history if he/she has applied for a gender recognition certificate or been granted one, except with his/her permission or in other very limited circumstances. Any information relating to a transsexual person’s former gender (regardless of whether or not they have a Gender Recognition Certificate) is also likely to be classed as sensitive personal data under the Data Protection Act 1998 and GDPR 2018.

Challenging Transphobia

British Student Taekwondo Federation adopts a zero-tolerance approach to transphobia and ensures that any unacceptable behaviour and language is challenged appropriately and sanctions and /or educational programmes implemented to ensure the creation of a safe, inclusive and welcoming environment for trans people.

Types of discrimination include:

  • discriminatory language or behaviour directed towards anyone who comes under the umbrella term of trans,
  • discrimination towards a transgender person’s friend or supporter,
  • anyone that may be perceived to be a transgender person (whether they are transgender or not),
  • a reluctance or refusal to provide access to services to the same extent as that provided for a nontransgender person.

Transphobic behaviour should be reported to the charity’s board.

Competition

Taekwondo is a ‘gender-affected’ sport which is defined as one where ‘the physical strength, stamina or physique of average persons of one gender would put them at a disadvantage to average persons of the other gender as competitors in events involving the sport’. (Gender Recognition Act 2004).

The overriding sporting objective is the guarantee of fair and safe competition. British Student Taekwondo Federation activities and events do not restrict the participation of a transgender person in competitive sport unless this is strictly necessary to uphold fair or safe competition; any other restriction may amount to direct discrimination. It is the responsibility and a requirement of a transgender person to declare their status to allow British Student Taekwondo Federation to uphold fair play objective.

Trans women, whether or not they have a Gender Recognition Certificate (GRC), can participate, attend training session, grade and become officials, coaches and volunteer at your club; however, when it comes to competition, clubs should work in accordance with the Equality Act, which states:

  • 5.5.2 “The Act allows transsexual competitors to be prohibited from competing where the physical strength, stamina or physique of average persons of one sex would put them at a disadvantage compared to average persons of the other sex and where such a prohibition is necessary for fair competition or the safety of competitors.”

Each application to compete will be reviewed on an individual basis.

Any transgender male (female to male transgender person) may compete in his affirmed gender in the appropriate weight and/or age category, subject to an individual assessment being made.

Any transgender woman over 16 and post puberty (male to female transgender person) may either compete in her affirmed gender by providing evidence that her hormone therapy has brought her bloodmeasured testosterone levels within the range of her affirmed gender. British Student Taekwondo Federation adopts the ruling of the International Olympic Committee and requires the athlete’s total testosterone level in serum to remain below 10 nmol/L throughout the period of desired eligibility to compete in the female category. The athlete is responsible for the provision and cost of any test.

Full IOC definition states:

  • Athletes would also be required to demonstrate that their total testosterone level in serum has been below 10 nanomoles per litre for at least 12 months prior to their first competition – with the requirement for any longer period to be based on a confidential case-by-case evaluation, considering whether or not 12 months is a sufficient length of time to minimize any advantage in women’s competition.
  • OR, she may compete in any male competition if she has not started hormone treatment

It is important to note that these regulations are only applicable to domestic competitions organised through British Student Taekwondo Federation and would not be transferable to the International Competition arena until appropriate rules and regulations have been put in place.

Non-Competitor Trans

Spectators may be transgender and may be subjected to transphobic comments from others around them. Transphobic language and behaviour can be reported directly to club safeguarding officers or officials. In the same way that racist or homophobic language and behaviour is challenged it is vital that coaches and club staff respond to transphobic language whenever it happens and take all reasonable steps to resolve the situation safely and effectively.

Spectators may also direct transphobic comments at players. This is not always because a player is known to be trans, but simply as a term of abuse, in the same way that ‘gay’ may be used as a derogatory term, even if there are no gay people present. Whenever phobic language is used it creates a hostile environment and must be addressed.

Complaints regarding transphobic behaviour should be reported to the charity’s board

Trans employees

British Student Taekwondo Federation will not discriminate against trans people in any aspect of their employment and will endeavour to ensure that the culture of the workplace is supportive and welcoming throughout any transitioning process or as a transgender person.

British Student Taekwondo Federation will work to meet the individual needs of each person to ensure that they have a positive experience of their employment

Appendix 1

INTERNATIONAL OLYMPIC COMMITTEE STATEMENT NOVEMBER 2015 (to be reviewed post Tokyo 2021)

Transgender Guidelines

A. Since the 2003 Stockholm Consensus on Sex Reassignment in Sports, there has been a growing recognition of the importance of autonomy of gender identity in society, as reflected in the laws of many jurisdictions worldwide.
B. There are also, however, jurisdictions where autonomy of gender identity is not recognised in law at all.
C. It is necessary to ensure insofar as possible that trans athletes are not excluded from the opportunity to participate in sporting competition.
D. The overriding sporting objective is and remains the guarantee of fair competition. Restrictions on participation are appropriate to the extent that they are necessary and proportionate to the achievement of that objective.
E. To require surgical anatomical changes as a pre-condition to participation is not necessary to preserve fair competition and may be inconsistent with developing legislation and notions of human rights.
F. Nothing in these guidelines is intended to undermine in any way the requirement to comply with the World Anti-Doping Code and the WADA International Standards.
G. These guidelines are a living document and will be subject to review in light of any scientific or medical developments.

In this spirit, the IOC Consensus Meeting agreed the following guidelines to be taken into account by sports organisations when determining eligibility to compete in male and female competition:

1. Those who transition from female to male are eligible to compete in the male category without restriction. 2. Those who transition from male to female are eligible to compete in the female category under the following conditions:
2.1. The athlete has declared that her gender identity is female. The declaration cannot be changed, for sporting purposes, for a minimum of four years.
2.2. The athlete must demonstrate that her total testosterone level in serum has been below 10 nmol/L for at least 12 months prior to her first competition (with the requirement for any longer period to be based on a confidential case-by-case evaluation, considering whether or not 12 months is a sufficient length of time to minimize any advantage in women’s competition).
2.3. The athlete’s total testosterone level in serum must remain below 10 nmol/L throughout the period of desired eligibility to compete in the female category.
2.4. Compliance with these conditions may be monitored by testing. In the event of non-compliance, the athlete’s eligibility for female competition will be suspended for 12 months.

Hyperandrogenism in female athletes

In response to the interim award dated 24 July 2015 in Chand v AFI and IAAF CAS 2014/A/3759, the IOC Consensus Meeting recommended:
1. Rules should be in place for the protection of women in sport and the promotion of the principles of fair competition.
2. The IAAF, with support from other International Federations, National Olympic Committees and other sports organisations, is encouraged to revert to CAS with arguments and evidence to support the reinstatement of its hyperandrogenism rules.

To avoid discrimination, if not eligible for female competition the athlete should be eligible to compete in male competition.

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Version Date: 19th May 2018

**Instagram Photo Competition Terms and Conditions**

1. **Eligibility**: This competition is open to residents of the United Kingdom aged 18 years or over, except for employees of the British Student Taekwondo Federation (BSTF), their close relatives, and anyone otherwise connected with the organisation or judging of the competition.

2. **Agreement to Rules**: By entering this competition, the entrant (“You”) agree to be bound by these terms and conditions and represent that you meet the eligibility requirements. Furthermore, you accept the decisions of [Organizer’s Name] as final in all matters relating to the competition.

3. **Competition Period**: Entries will be accepted starting on Friday 24th November 2023 18:30 GMT, and ending Friday 1st December 2023 23:45 GMT. All entries must be received by Friday 1st December 2023 23:45 GMT.

4. **How to Enter**: Entries must be submitted via Instagram by following the specified entry instructions. The entry must meet all competition requirements to be eligible to win a prize.

5. **Prizes**: The Winner of the competition will receive £50 in BSTF shop credit. The prize is as stated and no cash or other alternatives will be offered. Prizes are not transferable and are subject to availability. We reserve the right to substitute any prize with another of equivalent value without giving notice.

6. **Rights Granted by You**: By entering this competition, you understand and agree that the BSTF, anyone acting on behalf of the BSTF, and BSTF’s licensees, successors, and assigns shall have the right, where permitted by law, to print, publish, broadcast, distribute, and use in any media now known or hereafter developed, in perpetuity and throughout the World, without limitation, your entry, name, portrait, picture, voice, likeness, image, statements about the competition, and biographical information for news, publicity, information, trade, advertising, public relations, and promotional purposes without any further compensation, notice, review, or consent.

7. **Intellectual Property**: By submitting your photos, you agree that any images provided will be considered non-confidential and non-proprietary. You retain all of your ownership rights in your content, but you are required to grant us [and any third parties we use to help operate our site and services] a limited licence to use, store and copy that content and to distribute and make it available to third parties. The rights you licence to us are described in the next paragraph (Rights Granted by You).

8. **Terms & Conditions**: BSTF reserves the right to cancel or amend the competition and these terms and conditions without notice in the event of a catastrophe, war, civil or military disturbance, act of God or any actual or anticipated breach of any applicable law or regulation or any other event outside of the BSTF’s control. Any changes to the competition will be notified to entrants as soon as possible by the BSTF.

9. **Data Protection and Privacy**: By entering this competition, you agree that any personal information provided by you with the competition entry may be held and used only by the BSTF or its agents and suppliers to administer the competition.

10. **Governing Law**: This competition is governed by English law and any disputes will be subject to the exclusive jurisdiction of the courts of England.

11. **Social Media Platform**: This competition is in no way sponsored, endorsed or administered by, or associated with Instagram. By entering this competition, you agree to a complete release of Instagram from any claims.

12. **Acknowledgment**: You acknowledge that you have read these terms and conditions carefully before entering the competition and fully understand its contents. By entering this competition you agree to these terms and conditions.

Participants are made aware that they should only submit their own original work and that they should not infringe upon the intellectual property rights of others. It is also important that the privacy policy complies with UK GDPR requirements.

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