Privacy Policy

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UK GDPR Privacy Policy

Ki No Nagare Aikikai UK – Aikido Association

Last updated: May 2026

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Ki No Nagare Aikikai UK – Aikido Association is committed to protecting the privacy and security of its members, students, visitors and seminar participants.

This policy explains how we collect, use, store and share personal data in accordance with the UK General Data Protection Regulation — UK GDPR — and the Data Protection Act 2018.

1. Data Controller

The data controller is:

Ki No Nagare Aikikai UK – Aikido Association

16 Balderton Street

London W1K 6TN

United Kingdom

Email: office@kinonagare.uk

Telephone: 07470 311 000

For data protection queries, please contact the Association Secretary at: office@kinonagare.uk

2. Registrar

The person responsible for managing membership and registration matters for Ki No Nagare Aikikai UK is:

Stéphanie Santini

Registrar 

Email: office@kinonagare.uk

3. Personal Data We Collect

We collect only the personal data necessary for the administration, safety and proper running of the Association and its Aikido activities.

This may include:

• Name and contact details, including email address and telephone number.
• Date of birth, where required for insurance, safeguarding, membership category or registration purposes.
• Membership information, including attendance records, membership status and payment records.
• Aikido-related information, including current grade, technical history, dojo affiliation and seminar or grading eligibility.
• Health or fitness information voluntarily provided by the participant, where relevant to safe practice.
• Emergency contact details, where required.
• Photographs or video images, where consent has been given or where images are taken in the context of public events, seminars or Association promotion.
• Website usage information, where applicable, such as cookies or basic analytics data.

4. How We Use Personal Data

We use personal data for the following purposes:

• To manage classes, seminars, events and bookings.
• To administer membership of Ki No Nagare Aikikai UK.
• To register members with relevant national or international Aikido governing bodies, where required.
• To arrange insurance and maintain appropriate insurance records.
• To keep accurate grading, attendance and technical records.
• To communicate with members and participants about classes, seminars, events, membership, insurance, grading and Association matters.
• To ensure the safety of participants during Aikido practice.
• To comply with legal, regulatory, insurance and safeguarding obligations.
• To maintain records required for future certification, grading or official recognition.

We do not sell personal data and we do not share personal data with third parties for marketing purposes.

5. Lawful Basis for Processing

We process personal data on the following lawful bases:

• Contract: to provide membership, classes, seminars and related Aikido services.
• Legal obligation: where we are required to keep certain records or comply with applicable law.
• Legitimate interests: to manage the Association, maintain accurate membership and grading records, communicate with members, and ensure the proper administration of the dojo.
• Consent: where required, for example for certain photographs, videos, promotional material or optional communications.
• Vital interests: in rare circumstances, where information may be needed in an emergency to protect someone’s health or safety.

6. Health and Safety Information

Aikido is a physical martial art. We may ask participants to provide relevant health or fitness information so instructors can support safe participation.

This information is used only for safety, insurance and duty-of-care purposes. It will be shared only with instructors or relevant organisers where necessary.

Participants are responsible for confirming that they are fit to practise and for informing the instructor of any relevant condition, injury or limitation.

7. Sharing Personal Data

We may share personal data only where necessary and appropriate, including with:

• Aikido governing bodies, including national or international organisations, for membership, grading, insurance, registration or recognition purposes.
• Insurance providers or brokers.
• Instructors, organisers or authorised Association officers.
• Payment processors or booking platforms, where used.
• Professional advisers, where necessary.
• Public authorities or legal bodies, if required by law.

We will only share the minimum amount of personal data necessary for the relevant purpose.

8. Payments

Online payments may be processed through secure third-party payment providers. Ki No Nagare Aikikai UK does not store credit card or full financial card details on its own systems.

Payment records may be retained for accounting, membership and audit purposes.

9. Data Security

We take reasonable technical and organisational measures to protect personal data against unauthorised access, loss, misuse, alteration or disclosure.

Access to membership and personal data is limited to authorised officers, instructors or administrators who need the information for Association purposes.

10. Data Retention

We keep personal data only for as long as necessary for the purposes for which it was collected.

Membership, attendance, grading and insurance records may be retained for a reasonable period after a person ceases to be a member, where necessary for insurance, safeguarding, certification, grading history, legal or administrative purposes.

Financial records may be retained for the period required by accounting and tax regulations.

Where consent has been given for photographs, videos or promotional material, consent may be withdrawn at any time, although this may not affect material already published before withdrawal.

The ICO guidance says a privacy notice should explain how long data is kept, or at least the criteria used to decide the retention period.

11. Your Rights

Under UK GDPR, individuals have rights in relation to their personal data. These may include the right to:

• Access the personal data we hold about them.
• Ask for inaccurate data to be corrected.
• Request deletion of personal data, where applicable.
• Ask us to restrict processing in certain circumstances.
• Object to certain processing.
• Withdraw consent, where consent is the lawful basis for processing.
• Request transfer of their data, where applicable.

Requests should be sent to:

office@kinonagare.uk

The ICO says privacy notices should explain people’s information rights, including the right to withdraw consent where consent is the lawful basis.

12. Complaints

If you have concerns about how we handle your personal data, please contact us first so that we can try to resolve the matter.

You also have the right to complain to the Information Commissioner’s Office, the UK supervisory authority for data protection matters.

13. Changes to This Policy

We may update this policy from time to time to reflect changes in our activities, legal requirements, insurance requirements or the structure of the Association.

The latest version will be made available on request and, where appropriate, on our website.