Privacy protocol
BJJ Haarlem
BJJ Haarlem handles personal information from it’s members, instructors and participants of BJJ Haarlem Events. In this document BJJ Haarlem explains which information is processed, why it’s processed, how it’s processed and who has access to it. Furthermore, the rights and procedures for all individuals who’s information is processed are described in this protocol.
Personal information; What, why and how
In order to fullfill our task as an organisation that requires members to stay alive, BJJ Haarlem requires the minimum amount of personal info. When individuals sign up, the following information is required upon registration:
- Full name
- Address
- E-mail address
- Payment info (bank account in case of automatic authorisation). NB, BJJ Haarlem has no unauthorised acces to any financial information.
In addition to the above, BJJ Haarlem asks individuals to provide info regarding their training location and belt level. This information is requested to be able to see if a person which does a belt test, has the correct rank in order to do so.
BJJ Haarlem requests the email addresses of her members in order to communicate with them. Upon request, BJJ Haarlem will delete any info of her members. In order to be able to send any letters or products, BJJ Haarlem needs the personal address of our members.
All information is given by the individuals who are somehow registered, or via their instructors, which have an agreement with their students to do so, and BJJ Haarlem to handle the information safely. Upon request (by e-mail), BJJ Haarlem will show any individual who can identify himself the information BJJ Haarlem holds upon this individual. When an individual requests this, BJJ Haarlem will alter or delete all it’s personal information. All information is stored in BJJ Haarlem’s online system (cloud), which is hosted by a third party and which BJJ Haarlem has an agreement with. Furthermore, the only people with access to this data is BJJ Haarlem’s management.
Whenever BJJ Haarlem organise an event which requires to share personal information, BJJ Haarlem will never do this without any confirmation upon the safety of your privacy and the data sharing being necessary (for instance, when a hotel/campsite/etc is visited BJJ Haarlem will share your full name, in order for safety reason in any case something happens).
In the case of a belt test, BJJ Haarlem will share your name with the instructor who is taking your exam, he will report the result to BJJ Haarlem. Afterwards, he will destroy all records in his personal possession regarding your belt test.
The rights of our members or otherwise registered individuals
If an individual wants to know which information BJJ Haarlem has in it’s system, how it is obtained or needs it altered/deleted they have the option to go to their personal account through our website, or, if this is not conclusive, they can send a request by mail to EMAIL. BJJ Haarlem will reply within the legal term of 4 weeks with an overview of the data, alter or delete the data or otherwise reply to the request.
In order to fulfill the request, BJJ Haarlem might request a proof of ID, to make sure the information is shared with the correct persons. For all individuals that are 16 years of age and up, this means the individual itself. For juveniles (younger than 16 years) this means a parent or legal guardian.
If an individual requests to delete the information BJJ Haarlem has (following the procedure as described above), all personal records will be deleted (e-mail, newsletters, all personal records).
Legal ground
BJJ Haarlem processes personal information based on the following legal ground(s):
- You have given BJJ Haarlem permission (by registering, see BJJ Haarlem’s disclaimer on WEBSITE).
- Your information is needed in order to fulfill the agreement between BJJ Haarlem and the registered individuals.
Safety breach
All information is stored in a safe cloud environment, guarded with passwords. If a safety breach is detected, someone hacked BJJ Haarlem’s systems or the records have been compromised otherwise, BJJ Haarlem will inform the authorities (AP) and individuals involved immediately. Furthermore, BJJ Haarlem will do everything to close the breach and minimize all possible damage due to this breach.
BJJ Haarlem
Location:
Prinses Beatrixplein 1D
2033 WB Haarlem