Privacy protocol

Gracie Jiu Jitsu Gouda handles personal information from it’s members, instructors and participants of Gracie Jiu Jitsu Gouda Events. In this document Gracie Jiu Jitsu Gouda 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, Gracie Jiu Jitsu Gouda 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, Gracie Jiu Jitsu Gouda has no unauthorised acces to any financial information.

In addition to the above, Gracie Jiu Jitsu Gouda 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.

Gracie Jiu Jitsu Gouda requests the email addresses of her members in order to communicate with them. Upon request, Gracie Jiu Jitsu Gouda will delete any info of her members. In order to be able to send any letters or products, Gracie Jiu Jitsu Gouda 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 Gracie Jiu Jitsu Gouda to handle the information safely. Upon request (by e-mail), Gracie Jiu Jitsu Gouda will show any individual who can identify himself the information Gracie Jiu Jitsu Gouda holds upon this individual. When an individual requests this, Gracie Jiu Jitsu Gouda will alter or delete all it’s personal information. All information is stored in Gracie Jiu Jitsu Gouda’s online system (cloud), which is hosted by a third party and which Gracie Jiu Jitsu Gouda has an agreement with. Furthermore, the only people with access to this data is Gracie Jiu Jitsu Gouda’s management.

Whenever Gracie Jiu Jitsu Gouda organise an event which requires to share personal information, Gracie Jiu Jitsu Gouda 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 Gracie Jiu Jitsu Gouda will share your full name, in order for safety reason in any case something happens).

In the case of a belt test, Gracie Jiu Jitsu Gouda will share your name with the instructor who is taking your exam, he will report the result to Gracie Jiu Jitsu Gouda. 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 Gracie Jiu Jitsu Gouda 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. Gracie Jiu Jitsu Gouda 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, Gracie Jiu Jitsu Gouda 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 Gracie Jiu Jitsu Gouda has (following the procedure as described above), all personal records will be deleted (e-mail, newsletters, all personal records).

Legal ground

Gracie Jiu Jitsu Gouda processes personal information based on the following legal ground(s):

  • You have given Gracie Jiu Jitsu Gouda permission (by registering, see Gracie Jiu Jitsu Gouda’s disclaimer on WEBSITE).
  • Your information is needed in order to fulfill the agreement between Gracie Jiu Jitsu Gouda 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 Gracie Jiu Jitsu Gouda’s systems or the records have been compromised otherwise, Gracie Jiu Jitsu Gouda will inform the authorities (AP) and individuals involved immediately. Furthermore, Gracie Jiu Jitsu Gouda will do everything to close the breach and minimize all possible damage due to this breach.

Gracie Jiu Jitsu Gouda
Antwerpseweg 9
2803 PB Gouda