Legal Notices

//Legal Notices
Legal Notices2018-10-18T20:45:46+00:00

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:

CookiePurpose
_gaThis 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.
DYNSRVThis 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.
PHPSESSIDThis 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.

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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.

(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) Transferring your personal information internationally

The personal information we collect is not transferred to and stored in countries outside of the UK and the European Union.

(8) 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.

(9) 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.

(10) 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.

(11) 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

Your privacy is important to us. We will send you additional information that is relevant to you and which you have consented to receive such as our newsletter and other email communications about our services, promotional activities, events and university sport updates.

We will never pass newsletter subscribers’ details to a third party for marketing purposes without your permission. You may opt out of receiving these communications at any time by request through our contact form or using the opt-out facility on each email.

Version Date: 19th May 2018

Participant Agreement

Members and participants 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 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 the event.

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 shall share information regarding disciplinary procedures with the student union of the SU registered university club, their sports department and their university’s admissions department where this is deemed appropriate.

Terms and Conditions

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.

Please review all the information you have submitted or will submit in respect of your entry(s) before you make an entry. By submitting an entry, you confirm that all the information you submit is accurate, true and complete.

By submitting your entry(s) you are offering to enter into a contract for attendance at the Event. We reserve the right to reject any entries we receive.

All places on Events are available on a first-come, first-served basis, except for Regional events as indicated, where first refusal will be offered to members of member institutions within the hosting region.

Events are subject to cancellation or rescheduling at our discretion. If the Event is cancelled in its entirety, we will credit any event fees paid as soon as possible. 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. Any event marked to be confirmed (TBC) or otherwise pending confirmation, are proposed events displayed to assist with scheduling 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 entry(s) shall be subject to correction without any liability on our part.

Your  insurance policy provides member to member and public liability insurance cover at BSTF events only. This policy does cover competitions, training or other activities outside of events organised by BSTF.

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 entry(s) and the Event (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.

Participants participate 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 the above conditions and applies for BSTF membership to be held for the duration of the event only.

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 terms upon which we make Events available from time to time without notice to you and any subsequent entry requests you may make will be subject to those changes.

In order to be entered into the promotional giveaway you must:

  1. Like the BSTF’s Facebook page (if you’ve not already!)
  2. Like the promotional post
  3. Comment on the post telling us which kit on the BSTF shop you would use your voucher on! See https://bstf.org.uk/shop-front/

Competition closes Midnight on Thursday 16th of November 2018 and winner announced Monday 19th of November 2018.

Promotion terms and conditions:

  1. This competition is open for all current UK university students, and alumni who are current university club members;
  2. Over 18s only
  3. One entry per person maximum.
  4. The winner will be drawn at random from the entrants.
  5. Entries after the deadline will not be counted.
  6. To qualify for this giveaway you must follow all 3 steps as listed above.
  7. Once announced the winner will be contacted by direct message with instructions on how to redeem their prize. If no contact is made within 7 working days a new winner will be drawn. The BSTF can not be held responsible for any communication failure or incorrect details being provided.
  8. The prize is untransferrable with no cash equivalent, and must be redeemed by 31st March 2019.
  9. The BSTF reserves the right to withhold prizes until we can verify the validity of the entry.
  10. By entering this competition you agree with the terms and conditions above.

This promotion does not have a connection with Facebook in any way and is not sponsored, supported or organised by Facebook. The recipient of the information provided by you is the British Student Taekwondo Federation.

Legal Stuff

Amazon Smile is a hassle-free way for you to support student taekwondo every time you shop, at no cost to you! Simply click this link to activate it and Amazon will donate an amount equal to .5% of your net purchases to your selected charity 🙂

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