This guidance explains when and why P.U.M.A. collect personal information about our members and instructors, how we use it and how we keep it secure and your rights in rela- tion to it.
We may collect, use and store your personal data, as described in this Data Privacy guid- ance and as described when we collect data from you.
We reserve the right to amend this Data Privacy guidance from time to time without prior notice. You are advised to check our website www.puma-uk.com regularly for any amend- ments (amendments will not be made available retrospectively).
We will always comply with the General Data Protection Regulation (GDPR) when dealing with your personal data. Further details on the GDPR can be found at the website for the Information Commissioner (www.ico.gov.uk). For the purposes of the GDPR, we will be the “controller” of all personal data we hold about you.
What information we collect and why.
| Type of information? | Purposes | Legal basis of processing |
| Member's name, address, telephone numbers, e-mail address(es). | Managing the Member’s and membership of P.U.M.A. | Performing P.U.M.A’s con- tract with the Member - for the purposes of our legit- imate interests in operat- ing P.U.M.A. |
| The names and ages of the Member’s dependants | Managing the Member’s and their dependants’ membership of P.U.M.A. | Performing P.U.M.A’s con- tract and contact with the Member. |
| Emergency contact details | Contacting next of kin in the event of emergency | Protecting the Member’s vital interests and those of their dependants |
| Date of birth / age related information | Managing membership categories which are age related | Performing P.U.M.As contract with the Member. |
| Gender |
Provision of adequate fa- cilities for members. Reporting information to P.U.M.A. |
For the purposes of our legitimate interests in making sure that we can provide sufficient and suit- able provision (such as changing and toilets facilit- ies) for each gender at events For the purposes of the legitimate interests of P.U.M.A. to maintain di- versity data required by Sports Councils. |
| Photos and videos of members | Putting on P.U.M.A’s web- site and social media pages and using in press releases | Consent. We will seek the Member’s consent on their membership application form and each member- ship renewal form and the Member may withdraw their consent at any time by contacting us by e-mail or letter. |
| Member’s name and e- mail address | Creating and managing P.U.M.A’s online Member- ship directory and contact | Consent. We will seek the Member’s consent on their membership application form and each member- ship renewal form. The Member may withdraw their consent at any time by contacting us by e-mail or letter to tell us that they no longer wish their details to appear in the Member- ship Directory |
| Bank account details of the member or other per- son making payment to P.U.M.A. | Managing the Member’s and their dependants’ membership P.U.M.A, the provision of services and events. | Performing the Schools contract with the Member. |
Member’s name and e- mail address
Passing to P.U.M.A. to conduct surveys of members (and members of other Schools affili- ated to P.U.M.A.). Surveys are for the benefit of the P.U.M.A. (and our Schools/members).
For the purposes of our legitimate interests in operating P.U.M.A. and / or the legitimate interests of Martial Arts in our capacity as the national body for our association.
Instructor’s name, address, email addresses, phone numbers and relevant qualifications and/or experience.
Managing instruction at a School.
For the purposes of our legitimate interests in ensuring that we can contact those offering instruction and provide details of instructors to members.
How we protect your personal data
We will not transfer your personal data outside the EU without your consent.
We have implemented generally accepted standards of technology and operational securi- ty in order to protect personal data from loss, misuse, or unauthorised alteration or de- struction.
Please note however that where you are transmitting information to us over the internet this can never be guaranteed to be 100% secure.
For any payments which we take from you online we will use a recognised online secure payment system.
We will notify you promptly in the event of any breach of your personal data which might expose you to serious risk.
Who else has access to the information you provide us?
We will never sell your personal data.
We will not share your personal data with any third parties without your prior consent (which you are free to withhold) except where required to do so by law or as set out in the table above or paragraph(s) below.
We may pass your personal data to third parties who are service providers, agents and subcontractors to us for the purposes of completing tasks and providing services to you on our behalf (e.g. to print newsletters and send you mailings).
However, we disclose only the personal data that is necessary for the third party to deliver the service and we have a contract in place that requires them to keep your information secure and not to use it for their own purposes
How long do we keep your information?
We will hold your personal data on our systems for as long as you are a member of P.U.M.A. and for as long afterwards as is necessary to comply with our legal obligations.
We will review your personal data periodically to establish whether we are still entitled to process it. If we decide that we are not entitled to do so, we will stop processing your per- sonal data except that we will retain your personal data in an archived form in order to be able to comply with future legal obligations e.g. compliance with tax requirements and ex- emptions, and the establishment exercise or defence of legal claims.
We securely destroy all financial information once we have used it and no longer need it.
You have rights under the GDPR:
You have the right to take any complaints about how we process your personal data to the Information Commissioner:
https://ico.org.uk/concerns/
0303 123 1113.
Information Commissioner's Office Wycliffe House Water Lane
Wilmslow
Cheshire SK9 5AF
For more details, please address any questions, comments and requests regarding our data processing practices to our Chairman chairman@puma-uk.com
If you have any queries, questions or comments on the information contained in this guid- ance kindly contact our Chairman on the email listed above
P.U.M.A’s Responsibility Statement:
P.U.M.A provides generic advice for our Instructors and members.
The information contained in this Guidance represents P.U.M.A’s interpretation to comply with the requirements placed upon us at the date of this revision.
P.U.M.A takes all reasonable care to ensure that the information contained in this Guid- ance is accurate and that any opinions, interpretations and guidance expressed have been carefully considered in the context in which they are expressed.
However, before taking any action based on the contents of this Guidance, readers are advised to confirm the up to date position and to take appropriate professional advice spe- cific to their individual circumstances.
Please note a printed copy of this information may not be the latest version – please refer to www.puma-uk.com for the latest web based version
Professional Unification of Martial Arts (P.U.M.A) Safeguarding Code of Practice is based on statutory and recognised national guidance, as well as best practice. Revised 2019
