This policy outlines how we process personal information when you use the Telford Chin Woo website or send communications to us. Telford Chin Woo is the sole controller of the information provided for these purposes and will only use your information in accordance with this policy and the British Council for Chinese Martial Arts Policy if you hold a current licence.
Information we collect about you when you use our website
Our website provides access to some other services, including the option to contact us via or website or to receive news by email. You may need to provide some information about yourself to access these services or if you contact us in another way.
How we use information about you for legitimate purposes
We process personal information about you or the following purposes where we have a legitimate interest to do so:
Responding to questions, feedback and requests for information or support
You can also contact us by telephone, email or letter. We do not record calls or retain any records of calls unless you agree. We will use the information you provide to respond and will retain any correspondence for up to one year after the matter is resolved.
If you send us a private or direct message via a British Gymnastics social media account, the
information like the number and type of query and how they have been resolved. Occasionally we will use information provided to develop case studies for learning and development purposes. We will be very careful to ensure that any information that could identify a person will be removed or changed to preserve anonymity.
Monitoring the effectiveness of our website and communications.
We also use your IP address to analyse the number of people who are accessing our website at any one time and the types of device being used and the website user behaviour patterns. This information helps us to make improvements to our website and services. Unless you provide other information about yourself, we will not be able to identify you. However, we would not normally use IP addresses to identify individuals except if this is deemed to be necessary to investigate problems or potential misuse of the system. We also monitor whether our electronic communications are received and opened.
Responding to complaints about the Telford Chin Woo website and services or organisations and individuals that we regulate.
We use the personal information provided to respond to the complaint and to monitor the service we provide. If the complaint is about another person, we usually need to share the complainant’s identity with whoever the complaint is about. If a complainant does not want information identifying him or her to be disclosed, we will try to proceed but it is often not possible to handle a complaint on an anonymous basis.
We will retain information relating to complaints for three years from the point that the matter is closed unless there is a legitimate and lawful reason to retain the information for longer e.g. for safeguarding, regulatory or compliance purposes or to exercise or defend legal claims.
We may compile anonymous statistical reports showing information like the number and type of complaints and outcomes. Occasionally we will use information provided in complaints to develop case studies for learning and development purposes. We will be very careful to ensure that any information that could identify a person involved in the case will be removed or changed to preserve anonymity.
Responding to expressions of interest in becoming a chin woo volunteer
When you express your interest to volunteer, we will ask you to provide your name and email, as well as some information about your interests. We will use this information to identify and inform you about appropriate volunteering opportunities. We will not share your information you have provided with any other organisations unless you agree.
You have the right to object to any of the above sharing of your information which we do so on legitimate interest grounds. If you wish to object, please complete contact us. Please bear in mind that if you object this may affect our ability to carry out the tasks above for your benefit.
Other lawful reasons for using information about you
We may need to process information about you to comply with applicable laws and protect our legitimate interests and legal rights, including, but not limited to, use in connection with legal claims, compliance, regulatory, investigative purposes (including disclosure of such information in connection with legal process or litigation).
Subscribing to receive our news by email
If you subscribe to receive a Telford Chin Woo newsletter, we will use your email to send you the requested publication(s). We have a mailing list which you can sign up to when you complete a membership form or volunteer form. If you no longer wish to receive these emails, please contact us.
Why we share information about you
We will not share any information you have provided without your consent unless there is a legal or other legitimate reason to do so or it is necessary to provide the service you have requested.
You have rights in respect of information we process about you. To exercise any of your rights, please contact us using the details below.
We keep our privacy notices under regular review. This privacy notice was last updated on 21.05.2018.
How to contact us
Telford Chin Woo