Introduction

This General Data Protection Regulation applies mainly to the members of SKIF Belgium ASBL/VZW and to those whose data SKIF-B processes. We respect your privacy and appreciate your trust. As part of our efforts to clarify how we treat your personal information provided to us and in accordance with the European General Protection Regulation (GDPR), we ask you to read this General Regulation carefully.

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We may amend this regulation at any time without prior notice but always in accordance with the applicable laws. Any amendment is immediately applicable as soon as the amended regulation is published on the SKIF-Belgium website. In order to remain informed of any amendments, we recommend that you consult the text of the General Regulation on a regular basis.

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General Data Protection Regulation

The non-profit association SHOTOKAN KARATE-DO INTERNATIONAL FEDERATION BELGIUM hereinafter referred to as "SKIF-B" or "SKIF-Belgium" or "the ORGANISATION" or "the ASBL/VZW" or "the FEDERATION" (Avenue Baron Seutin 19 – 1410 Waterloo)] respects your private life and collects personal data from its members practitioners or representatives of (member) clubs or from third parties for the purposes as described below.

 

In this directive, the terms "Controller", "Personal Data", "Processing", "Processor", "Third Party/Third Parties", "Consent", "Data Subject or Member or Candidate", the same meaning as described in the General Data Protection Regulation (GDPR), Regulation EU 2016/679 of the European Parliament and the European Council.

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Purposes of Processing

SKIF-B collects your personal data with the following purposes :

1. The correct management of active members (= in possession of a valid permit) and the exercise of their rights and duties.

2. The medical fitness certificate and the management of risks inherent to sports activities.

3. Promoting awareness of the Federation.

4. The management of the clubs.

5. The management of the ASBL/VZW including maintaining the data of the Members of the Board of Directors.

6. Keeping participant lists during activities.

 

1. The proper management of active members and the exercise of their rights and duties

SKIF-B collects the data of candidates as soon as they become active members of the organization with a view to the proper management of the membership and with a view to asserting its (i.e. SKIFB's) rights and obligations (e.g. litigation). These data include: identification data (such as surname, first name, date of birthdate and place of birth, identity card number, nationality, gender, photograph, etc.), contact details (such as address, fixed or mobile telephone number, e-mail address), profession and study training, as well as a medical fitness certificate (see below).

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Furthermore, SKIF B generates additional personal data such as the number of the club to which the person concerned is affiliated, his/her membership number, his/her date of first registration with the ASBL/VZW, his/her date of renewal of his/her license/insurance, the examination date, the exam date for 1Kyu and by extension the exam dates and diploma numbers with regard to black belt exams.

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The data of the persons concerned are shared within the ASBL/VZW as well as with the clubs of the people involved in order to update the data correctly and regularly. These data can also be shared with the Shotokan Karate-do International European Federation (SKIEF) within the European Union as well as with the Shōtōkan Karate-dō International Federation (SKIF) based in Japan which is a country also recognized by the European Commission with regard to data protection. These data may also be shared with third parties (e.g. organizers of activities), solely in the interest of the person concerned (e.g. registration for international activities, booking of flights, etc.). In this context, the transfer of data can also take place to countries outside the European Union that do not necessarily have an adequate level of data protection.

 

Personal data will not be transferred to other recipients or to countries outside the European Union.

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The personal data are kept for the duration of the membership with the association as well as for five years after the member has left the organization.

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2. The medical certificate of fitness and the management of risks associated with sports activities

In order to become a member of the organization and more specifically to protect him/her against any risk to his/her health the person concerned may be submitted to a medical fitness certificate. This certificate of fitness is not a medical fact. This certificate belongs to the member and will not be shared outside the ASBLVZW. Within this context, SKIF-B does not collect any other medical data. If the organization does receive such data from the person concerned, they will never be stored. SKIF-B also has a legal interest in the processing of personal data with a view of exercising its rights and duties. To this end, SKIF-B may share the data with its Belgian insurer. Subject to their consent, SKIF-B may also collect other data - medical or otherwise - from its members (such as allergies, illnesses, etc.) with a view to eliminating as far as possible any health risk during activities organized by the organization itself or activities in which the organization takes part in (e.g. competitions, international seminars, etc.). In such a case this information can only be shared with third parties for the benefit of the person concerned (e.g. organizers of activities, etc.) established in a country outside the European Union which does not necessarily provide an adequate level of protection.

 

3. Promoting awareness of the organization

SKIF-B has a legitimate interest in obtaining information from its members but also from third parties (such as participants, instructors, or any other person present) who are present at an activity (photos, videos, etc...).

These personal data are used for promotional and advertising purposes for the association (such as creating a website, films, posters, etc.).

These photographs, videos, etc... may be published on the SKIF-B website as well as on the social media used by the ASBL/VZW (such as Facebook or Instagram).

The person concerned also irrevocably acknowledges that he/she waives his/her intellectual rights with regard to these photos, videos, etc... towards SKIF-B.

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4. Management of the Clubs

SKIF-B collects the personal data of the members who are responsible for the clubs belonging to the ASBL/VZW such as: the identification data (surname, first name, date and place of birth, number of identity card, nationality, gender, photograph, etc...) and the contact data (address, fixed or mobile telephone number, e-mail address). These data are collected in order to manage the clubs and their contacts. The data will be kept for five years by the organization. These data are also processed by the association in order to be able to exercise its rights and duties where necessary.

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5. Management of the association including maintaining the data of the Members of the Board of Directors

SKIF-B collects the following personal data from the members of its Board of Directors: Identification data (such as surname, first name, date and place of birth, etc.) identity card number, nationality, gender, photograph, etc. ...) and their contact details (address, fixed or mobile telephone number, e-mail address). These personal details are collected for management purposes and also with a view to fulfilment of the legal obligations such as providing data (for publication) in the Belgian Official Gazette. These data are also processed by the ASBL/VZW in order to exercise its rights and obligations where necessary. The personal data of the members of the Board of Directors and their history are kept for as long as the ASBL/VZW exists

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6. Keeping participant lists during activities.

SKIF-B has a legal interest in collecting the identification data of those who participate in its activities such as first name, surname, country and club in order to ensure the safety of the participants and also to draw up a list of participants as a as justified and supporting evidence (e.g. as accounting justification). Pursuant to the applicable tax regulations to which SKIF-B is subject, these lists will be kept for seven years after the year in which the activity took place. This personal data may, if necessary, be shared with the Belgian Tax Authorities, for example in the case of accounting audits. They may also be shared with the persons appointed as auditors to check the organization’s accounts during the annual the Annual General Meeting.

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Your rights with regard to privacy

During the processing or retention period of your data, you have the right to access them, to correct them, to receive a copy of them or to delete them to the extent that it is permitted by the privacy laws. If you have given your consent to personal processing, you have the right to withdraw this consent without charge and without any justification.

Please note that this withdrawal will not affect the legality of the processing carried out prior to the withdrawal of your agreement. In some cases, you also have the right to object to the processing of your personal data. Please contact Stephan Vanlerberghe (Stephan.vanlerberghe@skif.be) by e-mail if you want to exercise your right or if you have any questions about this regulation or about how the organization processes your personal data. You also have the right to ask questions or file complaints with the Belgian Authority for privacy or with the local authorities competent in this area.

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Our local authority is :

Data Protection Authority (DPA) Autorité de la Protection des Données

Rue de la Presse 35, 1000 Bruxelles

Phone: +32 (0)2 274 48 00

Fax: +32 (0)2 274 48 35

E-mail: contact(at)apd-gba.be

Website: www.dataprotectionauthority.be