UKD - University-Karate-Dojo e.V.

Data Privacy Statement

1. Authority responsible in the context of Art. 13 Para. 1 lit. a) GDPR is: Universitäts-Karate-Dojo-Karlsruhe e.V., c/o Lars Thielemann, Bismarckstr. 6, 76133 Karlsruhe; VR 101221 (Amtsgericht Mannheim) E-Mail: ukd@lists.kit.edu; www.ukd-karlsruhe.de A Data Security Officer is not necessary.

2. Legal Basis for Processing Art. 6 Abs. 1 lit. a) DS-GVO: Einwilligung der betroffenen Person Art. 6 Abs. 1 lit. b) DS-GVO: bei Datenverarbeitungen zur Erfüllung des Mitgliedsvertrags/Satzung und vorvertraglicher Maßnahmen.

3. Purpose and Content of Data Collection and Processing The Universitäts-Karate-Dojo-Karlsruhe e.V. records and processes personal data of - amongst others - members, participants of the courses, and employees automatically in a data-system as well as - if necessary - manually in the form of printed lists. For the purpose of membership management, in accordance with the club charter, the following data will be collected and processed: - Name and surname - Title - Date of birth - Contact data e.g. Address/Telephone number/Mobile Telephone number/E-mail - Membership Number in the DKV - if necessary: Function within the club - if necessary: Sports career history for e.g. honours/tributes

4. Transmission of Data The Universitäts-Karate-Dojo-Karlsruhe e.V. publishes personal data on the internet and transmits it to third parties. In all these cases the EU-GDPR, the Bundesdatenschutzgesetzt (BDSG) and its privacy policy will be observed by all persons in the club who process personal data. Disclosure and transmission of personal data of members for club purposes with respect to the following recipients/category of recipients, takes place solely in within the statutory confines of the club charter: - Association or associations to which the club belongs, - Competition promoters, - The Press for publication of competition results, - other entitled parties, e.g. State Authorities, insofar as a statutory obligaion or permission exists.

5. Confidentiality All employees of the club who have handle personal data (e.g. Members of the executive committee, section heads, trainers, office personell), are obligated to handle all data with confidentiality. All employees of the club may, within the confines of their authority, process data. An unauthoraised collection, use, or transmission of data is prohibited. Violations of the data protection guidelines, especially of the GDPR may be punished.

6. Storage Period of Personal Data The data necessary for the administration of members (see above) will be deleted max. 2 years after termination of membership of the club. The data necessary for the administration of fees (see above) will be deleted max. 2 years after termination of membership of the club, insofar as there are no outstanding debts. In such a case, the data will be deleted 2 years after the debt is settled. The data necesssary for the administration of trainers (see above) will be deleted 2 years after the termination of function.

7. Internet and Homepage The club maintains a website. Please take into consideration, that data transmission over the internet may involve gaps in security. A comprehensive protection from access by third parties is not feasible. The establishment and maintenance of an internet presence is the duty of the chairpeople, their representatives, or a delegate. Changes may only be made by the administrator responsible. The Homepage/website-provider (Strato.de) gathers access data and saves these as "Server Logfiles". The following data is logged: - Visited Websites - Date and time of access - Ammount of sent data in Byte - Source/Link, from wherever the user accessed the site - Browser used - Operating System used - IP-Address The stored data are solely for the analysis and improvement of the website. When the user acceses the website, general information will be aquired with the aid of browser cookies. The disclaimer for the provision of links and their use on our club website can be found in the imprint https://www.ukd-karlsruhe/enEN/impressum.php of the website of the UKD Karlsruhe e.V. If contact is made to the club via E-Mail, the contact data and Email content will be stored for the purpose of replying, and for further correspondence. This data will not be transmitted to third parties without prior authorisation. Personal data will be dealt with according to Art. 6 para. 1 lit. b) GDPR. In the case of a rescission of consent, all data will be deleted without delay.

8. Rights of affected individuals The club member has the right to disclosure (Art. 15 GDPR), rectification (Art. 16 GDPR), deletion (Art. 17 GDPR) and limitation of the processing (Art. 18 GDPR), appeal against processing (Art. 21 GSPR) and data transmission (Art. 20 GDPR). The club member has the right to retract their data protection agreement at any time. With the retraction of the data protection agreement, the legitimacy of the data protection processing up to the time of retraction will not be affected. Furthermore, the club member has the right to appeal with a Data Protection Agency. Note: The data supplied is obligatory for the conclusion of a contract (Member contract/charter) and the period of membership. If a member takes their right of deletion, restriction, and/or objection to the processing of their data, they are excluded from continued membership; the membership will be subsequently cancelled in accordance with the charter.