The General Data Protection Regulation (GDPR) (EU) 2016/679 comes into effect from midnight tonight (25/5/18). It is a regulation in EU law on data protection and privacy for all individuals within the European Union.
I therefore wanted to let you all know the information I keep about our students and make you aware that any student can request to see this or opt out at any time.
I would also like to reassure you that State of Mind does not keep any information about any student online.
Student Information Form:
In order to attend one of our Martial Arts or Fitness classes you will be asked to fill in a ‘new student information form’. This will include your name, contact details, address and any medical information we would need to be aware of in order to take part in a contact sport.
Anyone under the age of 18 needs a parent or guardian to complete and sign our consent form. Without consent you will not be able to train.
We never pass on any of your personal data. The only person who has access to your data is the head instructor and owner.
*We use your address details for marketing and promoting new classes as well as sending achievement postcards.
*We collect your medical details to make sure our classes are suitable for you to take part in. We need to be aware of any medical conditions you have e.g. asthma.
*We collect your contact number in case of an emergency if you have left your child with us during a class. Or to text/call if you need to be aware of any class cancellations.
We use an ‘opt in' box at the end of our student information form if you would like to receive any promotional newsletters, offers etc. If you do not tick this box we will not email or contact you.
Becoming a member:
If you wish to start your formal gradings with State of Mind, we will ask you to fill in a licence and registration form. This form stays with the head instructor where your information will be stored in a secure members file (paper copy). The head instructor will also email WTKA (world traditional karate kickboxing association), who are our governing body, a list of each members name and date of birth. From there State of Mind collects each students licence slip from WTKA after receiving the members information.
Each year you will need to renew your licence. Therefore, each year the head instructor will email a list of members names and date of birth’s to WTKA.
No Longer Training?:
If you no longer wish to train with State of Mind, your student information form will be shredded after 6 months. However, if you want your information shredded sooner, please email or call us and we will do this with immediate effect. You can also, at any point, ask for your student information form back to dispose of yourself.
State of Mind uses Facebook and our own website to promote classes. Therefore, we do like to use photographs and videos from our classes. If we are wanting to use a picture of yourself/your child, we verbally ask for approval. If at any point, you no longer wish to be used on a promotional picture/video we would remove it immediately.
If you become a member with State of Mind, inside your WTKA licence book there is space to add your personal photo. We do not make it a requirement that you must have a photo, this is optional.
Assistant Instructors & Lead Instructors:
We have 3 lead Instructors and 1 assistant instructor. Only the head instructor (Natasha Thompson) holds student data. The only information our other instructors/assistants are able to obtain is if there is any medical information our instructors need to be aware of whilst they are teaching/assisting. For example, they will be told which students have asthma and to make sure they have the right medical equipment with them whilst they are training.
All 3 of our lead instructors are First Aid trained and always carry a First Aid Box. They also know where the nearest Defibrillators are.