All Shotokan Karate Do Association

Privacy Policy

Last updated: 28 Oct 2026

Following the principles of lawfulness, fairness, and transparency, this Privacy Policy explains how All Shotokan Karate Do Association (ASKA) (“we”, “us”, “our”) processes personal data when you use our website, register for activities, participate in events, or contact us.

1. Who is responsible for the processing of your data?

DATA CONTROLLER All Shotokan Karate Do Association (ASKA)
REGISTRATION / COMPANY NUMBER 190201173
ADDRESS G7RP+2X2, Akshaya Kanon Lane,
Fatepur Village, Garden Reach,
Kolkata, West Bengal 700024, India
CONTACT Email: [email protected]
Phone: +91 9681873973
DPO EMAIL ADDRESS [email protected]

2. For what purposes do we process your personal data?

At All Shotokan Karate Do Association (ASKA), depending on the category of data subject involved, we process the information you provide for the following purposes:

DATA SUBJECTS PURPOSES OF PROCESSING
Athletes, students, parents/guardians, coaches, officials, volunteers, members, and delegates Manage participation in classes, competitions, camps, official activities, courses, and examinations; process registrations, memberships, accreditations, and certificates; verify eligibility and conduct requirements; manage communications necessary for activities and event operations; issue certificates/recognitions; manage uniforms and accreditations (where applicable).

Use images/videos for recording and dissemination of events, promotions, and activities aimed at promoting karate, only when lawful and appropriate (e.g., event coverage, announcements).

Process conduct/disciplinary matters when needed to protect members and enforce rules (where applicable).

Where necessary for safety or sports classification, process limited health-related information (e.g., emergency contact details, fitness declarations) strictly limited to what is required.
Candidates for elective or appointed positions Manage election/appointment processes, validate eligibility and statutory requirements, verify identity, and register positions and mandates.
Persons elected or appointed to positions within All Shotokan Karate Do Association (ASKA) Manage proposals and recognitions; maintain official records of positions and mandates; publish identity of elected officials when applicable; manage internal and institutional communications; coordinate participation in meetings and governing bodies; comply with statutory, legal, and transparency obligations linked to the exercise of the position.
Suppliers, contractors, or representatives of supplier companies Manage the professional and/or contractual relationship, administer payments, manage communications related to the provision of services, and comply with accounting and legal obligations.
Website users Manage inquiries submitted through the website; manage access to any private areas (if enabled), registrations, accreditations, or online services; and analyze browsing data to improve website performance and user experience.

3. What is the lawful basis for the processing of your data?

The legal basis for processing personal data depends on the category of data subject and the context:

DATA SUBJECTS LAWFUL BASIS
Athletes, students, parents/guardians, coaches, officials, members, and delegates Contract / service delivery: necessary to manage memberships, registrations, and participation (GDPR Art. 6(1)(b) where applicable).
Legitimate interest: responding to enquiries, basic administration, safeguarding, and communication (Art. 6(1)(f) where applicable).
Legal obligation: where we must comply with law (Art. 6(1)(c) where applicable).
Consent: where required (e.g., optional promotions, certain cookies/analytics) (Art. 6(1)(a) where applicable).
If limited health-related data is processed, it is done only when necessary and using an appropriate lawful basis permitted by applicable law.
Candidates for elective or appointed positions Legitimate interest (where applicable).
Persons elected or appointed to official positions Contract / mandate (where applicable) and legal/statutory obligations (where applicable).
Suppliers and service providers Contractual necessity and legal obligations for accounting/tax (where applicable).
Website users Consent for cookies/analytics where enabled; and legitimate interest for basic security logging and abuse prevention (where applicable).
The data we request is appropriate, relevant, and strictly necessary. You are not obliged to provide it, but not providing required data may affect our ability to provide services (e.g., registration, event participation).

4. How long will we retain your personal data?

Your data will be kept for the minimum time necessary for the proper provision of the service offered, as well as to meet any responsibilities that may arise and to comply with legal/accounting requirements where applicable.

5. To whom will your data be disclosed?

To ensure the proper provision of services and the organization of activities/events, we may disclose personal data in the following circumstances:

6. Are international data transfers carried out?

We may use third-party technology or communication service providers that can process data outside your country. Where required, we apply appropriate safeguards and lawful mechanisms. Where consent is required (e.g., cookies/analytics), you can refuse or withdraw consent.

7. What are your rights when you provide us with your data?

Right Description
Right of access Know what personal data we process about you.
Right to rectification Correct inaccurate or incomplete personal data.
Right to object Object to processing in certain situations (e.g., based on legitimate interests).
Right to erasure Request deletion of your personal data where applicable.
Right to restriction Request limitation of processing in certain situations.
Right to data portability Receive certain data in a structured, machine-readable format and transmit it to another controller.
Right not to be subject to automated decision-making Not be subject to a decision based solely on automated processing that significantly affects you (where applicable).
Right to lodge a complaint File a complaint with your competent data protection authority.

You may exercise your rights by sending a written communication to: All Shotokan Karate Do Association (ASKA), G7RP+2X2, Akshaya Kanon Lane,
Fatepur Village, Garden Reach,
Kolkata, West Bengal 700024, India or email: [email protected]

8. Can I withdraw my consent?

Yes. You can withdraw consent for any specific purpose at any time, without affecting the lawfulness of processing based on consent before its withdrawal.

9. Where can I file a complaint if I believe my data is not being processed correctly?

If you believe your data is not being processed correctly, you may file a complaint with the competent data protection authority in your jurisdiction.

10. Security and updating your personal data

We adopt reasonable technical and organizational measures to protect personal data. However, absolute security cannot be guaranteed. Please inform us of changes so we can keep your information up to date.

11. Confidentiality

We process personal data with care and confidentiality. We will not transfer or communicate your data to any third party, except where required by law or where necessary to provide our services.

If you have any questions, please contact us at [email protected].