Last updated: August 2026

Aikikai.London – Ki No Nagare Dojo (“Ki No Nagare Dojo”, “we”, “us” or “our”) respects your privacy and is committed to protecting your personal information.

This Privacy Notice explains how we collect, use, store and share personal information when you:

• enquire about or attend our Aikido classes;
• attend a trial class;
• become or renew as a member;
• participate in gradings, seminars, courses or other dojo activities;
• communicate with us;
• visit our website at aikikai.london; or
• interact with social-media accounts operated by the dojo.

We process personal information in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and other applicable UK data-protection legislation.

The data controller is:

Aikikai.London Ki No Nagare Dojo
16 Balderton Street
London W1K 6TN
United Kingdom

Email: aikido@aikikai.london
Telephone: 07470 311 000

Aikikai.London – Ki No Nagare Dojo is the name under which we operate our London Aikido dojo.

For questions about this Privacy Notice or the way we use your personal information, please contact us using the details above.

Depending on your relationship with the dojo, we may collect the following information.

This may include:

• your name;
• date and place of birth;
• nationality, where required for Aikido registration, grading or insurance purposes;
• postal address;
• telephone number;
• email address; and
• emergency contact details.

This may include:

• membership status and dates;
• attendance information;
• insurance information;
• membership payments;
• trial-class information; and
• administrative correspondence relating to your membership.

This may include:

• the date you started practising Aikido;
• your current or previous dojo;
• your teacher or instructors;
• your current grade;
• grading dates;
• grading organisation and examiner;
• grading and certification records; and
• relevant previous martial-arts experience.

You may choose to tell us about an injury, disability, medical condition or other health-related matter that is relevant to your safe participation in Aikido.

We ask members to provide only information that is reasonably relevant to their participation in training.

Health information is treated as confidential and is subject to additional protection under data-protection law.

We may process information relating to:

• membership fees;
• class or seminar payments;
• refunds;
• donations; and
• other payments to or from the dojo.

We do not normally retain full payment-card details where payments are processed through a third-party payment provider.

Photographs and video may be taken during regular classes, seminars, demonstrations, gradings and other dojo activities.

These may include identifiable images of members and participants.

When you visit our website, certain technical information may be collected automatically, including:

• IP address;
• browser and device information;
• pages visited;
• date and time of access; and
• information collected through cookies or similar technologies.

We may use personal information to:

• respond to enquiries about the dojo and our classes;
• arrange trial classes;
• register and administer members;
• maintain membership and attendance records;
• administer membership fees and other payments;
• arrange appropriate insurance;
• organise classes, seminars, courses and other Aikido activities;
• administer gradings, certificates and grading records;
• communicate important information about classes, timetable changes, events and dojo activities;
• take relevant health or safety information into account during training;
• contact an emergency contact where reasonably necessary;
• deal with accidents, incidents, insurance matters or safeguarding concerns;
• maintain appropriate accounting and administrative records;
• document classes, seminars, demonstrations and other dojo activities;
• promote the dojo and Aikido through appropriate photographs and video;
• maintain a record of the history and activities of the dojo;
• comply with legal, regulatory, insurance or other legitimate requirements;
• maintain and improve our website and dojo administration; and
• protect the legitimate interests, safety and security of the dojo, its instructors, members and participants.

Under UK data-protection law, we must have a lawful basis for processing personal information.

Depending on the circumstances, we may rely on the following bases.

We process information where it is necessary to take steps at your request before you become a member, or to administer your membership and provide the dojo activities and services associated with it.

This may include membership administration, class communications, payments, insurance and grading administration.

We may process information where necessary to comply with a legal or regulatory obligation, including accounting, taxation and applicable health-and-safety requirements.

We may process information where this is necessary for our legitimate interests or those of our members, provided that those interests are not overridden by your rights and interests.

Our legitimate interests include:

• administering and developing the dojo;
• communicating with members about dojo activities;
• maintaining appropriate membership, training and administrative records;
• protecting the safety and security of members and instructors;
• documenting classes, seminars, demonstrations, gradings and other dojo activities;
• promoting the dojo and Aikido through appropriate photographs and video on our website, social-media channels and other dojo communications;
• maintaining a visual and historical record of dojo activities;
• preventing misuse or fraud; and
• establishing, exercising or defending legal claims.

When relying on legitimate interests, we consider the nature of the information involved, what members and participants may reasonably expect, the purpose of the processing and its potential effect on their privacy.

Where appropriate, we may ask for your consent for particular optional uses of your personal information.

Where we rely on consent, you may withdraw it at any time. Withdrawal does not affect the lawfulness of processing that took place before consent was withdrawn.

Information about your health, injuries, medical conditions or disabilities is classed as special-category personal data under UK data-protection law.

Where you voluntarily provide health information relevant to your participation in Aikido, we process that information so that instructors can take it into account where appropriate in supporting your safe participation in training.

Where required under Article 9 UK GDPR, we will rely on your explicit consent to process this information.

You may withdraw that consent at any time.

If you withdraw your consent, we will stop using the information on that basis and delete it where we have no other lawful reason to retain it. This may mean that instructors are no longer able to take the information into account when supporting your participation in training.

In exceptional circumstances, particularly an emergency in which you are physically or legally incapable of giving consent, relevant information may be used or disclosed where necessary to protect your or another person's vital interests.

We aim to collect only health information that is reasonably relevant to participation in Aikido and will restrict access to it appropriately.

We request emergency-contact details for health and safety purposes.

We will only use this information where reasonably necessary in connection with an emergency, accident or serious welfare concern.

Please ensure that the person you name as your emergency contact is aware that you have provided their details to us.

Photography and video are a normal part of documenting the activities and development of Ki No Nagare Dojo.

Photographs and video may be taken during:

• regular classes;
• seminars and courses;
• demonstrations;
• gradings;
• dojo events; and
• other Aikido activities.

We may publish appropriate photographs or video on:

• the aikikai.london website;
• our social-media channels;
• communications with members;
• seminar or event materials; and
• other materials used to document or promote the dojo and its Aikido activities.

For ordinary photography and video of dojo activities, we normally rely on our legitimate interests in documenting and promoting the dojo, communicating its activities and maintaining a historical record of its development.

We aim to use photographs and video respectfully and proportionately and to take account of the reasonable expectations and privacy of our members and participants.

If you do not wish to appear in photographs or video published by the dojo, please tell an instructor or contact us at aikido@aikikai.london.

You may do this at any time.

We will take reasonable steps to respect your request in future photographs and publications.

You may also contact us if you have a particular concern about a photograph or video that has already been published. We will consider the circumstances and your request promptly.

For photography or filming that is substantially different from the ordinary documentation of dojo activities — for example, where an individual is specifically selected as the principal subject of a promotional photograph, interview or dedicated recording — we may seek separate permission where appropriate.

We do not sell your personal information.

Where necessary and appropriate, we may share relevant information with:

• Aikido associations, governing or affiliated organisations;
• insurers or insurance administrators;
• grading examiners and organisations responsible for grading registration or certification;
• organisers of Aikido seminars, courses or events in which you participate;
• instructors or authorised dojo administrators;
• payment providers and banks;
• accounting, IT, website, email, cloud-storage or other service providers acting on our behalf;
• professional advisers;
• emergency services where necessary;
• regulatory, governmental or law-enforcement authorities where required by law; or
• other persons where you have specifically authorised us to do so.

We only share information that is reasonably necessary for the relevant purpose.

Where another organisation processes personal information on our behalf, we take reasonable steps to ensure that appropriate data-protection arrangements are in place.

Ki No Nagare Dojo participates in wider Aikido organisational activities.

Where appropriate, information necessary for matters such as membership registration, affiliation, insurance, gradings, certification, seminars or other Aikido activities may be shared with the relevant Aikido association, organisation or affiliated body.

Where another organisation acts as a separate data controller, its own Privacy Notice will apply to its processing of your information.

We may contact members by email, telephone, messaging services or other reasonable means with information necessary or relevant to their membership and participation in dojo activities.

This may include information about:

• classes and timetable changes;
• membership;
• insurance;
• gradings;
• seminars;
• dojo events; and
• other matters directly relevant to participation in the dojo.

Where communications constitute optional direct marketing rather than ordinary membership or dojo administration, we will comply with applicable data-protection and electronic-communications requirements and provide an appropriate way to opt out.

Our website may use cookies or similar technologies to operate correctly and, where applicable, to help us understand how visitors use the website.

Some cookies are necessary for the operation of the website. Other cookies or technologies may require your consent.

Where consent is legally required before non-essential cookies or similar technologies are used, we will seek that consent.

Third-party content or services embedded in our website may also process information in accordance with their own privacy policies.

Some of the service providers or online platforms we use may process personal information outside the United Kingdom.

Where personal information is transferred internationally, we take appropriate steps to ensure that the transfer complies with applicable UK data-protection law.

This may include relying on:

• UK adequacy regulations;
• appropriate contractual safeguards; or
• another lawful transfer mechanism permitted under UK data-protection law.

Further information about relevant safeguards can be requested from us using the contact details in this Privacy Notice.

We retain personal information only for as long as reasonably necessary for the purpose for which it was collected and to satisfy applicable legal, accounting, insurance and administrative requirements.

The period for which information is retained depends on its nature and purpose.

Information relating to enquiries or trial classes that do not result in membership will normally be deleted when it is no longer reasonably required for follow-up or administration.

Membership and related administrative records may be retained for a reasonable period after membership ends where necessary for accounting, insurance, administrative or legal purposes.

Financial and accounting records are retained for the period required by applicable tax, accounting and company-law requirements.

Current health and emergency-contact information is retained only for as long as it is reasonably necessary for the health-and-safety purpose for which it was provided.

Members should inform us when this information changes.

Information that is no longer relevant should be updated or deleted, unless it forms part of an accident, incident, insurance or legal record which needs to be retained separately.

Certain grading and certification records may be retained for a longer period where this is reasonably necessary to maintain an accurate historical record of Aikido grades, qualifications and certificates.

Records relating to accidents, incidents, insurance matters or legal claims may be retained for longer where necessary in light of applicable legal limitation periods, insurance requirements or other legal obligations.

Photographs and video used to document the history and activities of the dojo may be retained for longer periods where there is a continuing legitimate reason to do so.

We periodically review the personal information we hold and delete or anonymise information that is no longer reasonably required.

We take appropriate organisational and technical measures to protect personal information against:

• unauthorised access;
• accidental loss;
• misuse;
• alteration;
• disclosure; or
• destruction.

Access to personal information is limited to people who reasonably need it for dojo administration, instruction, health and safety or another legitimate purpose.

Particular care is taken with health information and other sensitive personal information.

Depending on the circumstances and the lawful basis on which we use your information, you may have the right to:

• request access to the personal information we hold about you;
• request correction of inaccurate or incomplete information;
• request deletion of your information;
• request restriction of the way we use your information;
• object to certain forms of processing;
• request transfer of information to you or another organisation where the right to data portability applies; and
• withdraw consent at any time where our processing is based on consent.

These rights are subject to certain legal conditions and exceptions.

Where we process your personal information on the basis of legitimate interests, you have the right to object to that processing.

This includes the use of identifiable photographs and video where we rely on legitimate interests.

If you object, we will consider your request and the circumstances of the processing and will stop the processing where required by data-protection law.

You can exercise this right by speaking to us or contacting:

aikido@aikikai.london

We may need to verify your identity before responding to some requests.

We do not use personal information to make solely automated decisions about members or prospective members that produce legal or similarly significant effects.

If you have a concern about the way we use your personal information, please contact us first so that we have an opportunity to address it.

You also have the right to complain to the Information Commissioner's Office (ICO), the UK's supervisory authority for data protection.

Further information is available at:

www.ico.org.uk

Certain personal information is necessary for us to administer your membership, arrange appropriate insurance or otherwise provide membership services.

If you choose not to provide information that is reasonably necessary for these purposes, we may not be able to register or administer your membership.

Other information, including relevant health information, may be optional.

Where information is optional, we use it only for the purposes explained when it is collected and in this Privacy Notice.

We may update this Privacy Notice from time to time to reflect changes in:

• our activities;
• the way we process personal information;
• the services and systems we use; or
• applicable legal requirements.

The current version will be published at:

aikikai.london/privacy-policy

The date of the latest revision will be shown at the beginning of the notice.

Where a change is particularly significant, we may also notify members directly.

For questions about this Privacy Notice, requests concerning your personal information, or any data-protection concern, please contact:

Aikikai.London – Ki No Nagare Dojo
16 Balderton Street
London W1K 6TN
United Kingdom

Email: aikido@aikikai.london
Telephone: 07470 311 000