Your personal information
What we ask for when you register, why we ask, how long we keep it, and how to get it back or have it removed.
This notice is not finished.
The organisers of Kendo Tournament & Seminar still need to answer the following. Until they do, please treat the rest of this page as a description of how the system works rather than as a complete policy.
- — The name of the organisation legally answerable for this data. The event's name is not enough — somebody must still exist to answer when the tournament is over.
- — How long signed waivers are kept. This is the longest-lived record here and the one most likely to be wanted years later — it is worth asking a lawyer or your insurer, and asking specifically about waivers signed for children.
Who holds your information
The organisation running Kendo Tournament & Seminar. It has not been named here yet — see above.
Questions about your personal information go to kendotaikaimaster@gmail.com.
What we ask for, and why
- Name
- To enter you in your divisions, print the programme, and record results.
- Email address
- To send your confirmation, the link that lets you view or change your entry, and anything you need to know before the day.
- Phone number
- So the organisers can reach you on the day of the event.
- Home address
- Asked by the registration form. The organisers of this event should state here what it is used for — and if there is no use, stop asking for it.
- Date of birth
- To place you in the correct age division and apply youth rates. Also used to work out whether a guardian must sign.
- Grade and dojo
- To seed divisions, group teams, and print the programme.
- Guardian's name, email and phone
- Collected only for a participant under 18 — so a parent can be reached about their child on the day, and to record who gave consent on the child's behalf.
- Your signature on the waiver
- The record that you accepted the event's terms. Where signed in a browser, the date, your IP address and your browser are recorded alongside it as evidence that the signature was made.
- Meal choices
- To give the caterer numbers.
- Anything you type in the notes box
- Passed to the organisers as written. Please do not put medical details or anything else sensitive here — there is no separate protection for this field.
If the competitor is under 18
A child’s entry is made by their parent or guardian, not by the child. The registration form asks an adult to enter themselves first and then add the children they are registering, or to say that they are a parent registering children without competing themselves.
We ask for the guardian’s name, email and phone number so we can reach a parent about their child on the day, and so there is a record of who gave consent. The waiver for a child is signed by their guardian.
In anything we publish — the programme, the participant list, the results — a child appears as an initial and a surname, never a full given name.
How long we keep it
| What | How long | Why |
|---|---|---|
| Published results — placings, as an initial and a surname | Indefinitely | They are already public, and keeping a record of results is why a club runs a tournament. |
| Your full registration — address, date of birth, phone, guardian details | About six months after the event | Needed through the event and for as long as a refund or a payment dispute can still arrive. After that the address has no job left, and it is removed. |
| Your signed waiver | Not yet decided | It is the record that you accepted the terms. Where a child signed, the period in which a claim can be brought may not begin until they turn 18, so this is normally kept far longer than anything else here. |
| Payment records — amounts, not card details | As long as our accounts require, commonly around seven years | Tax and audit, rather than tournament administration. |
| A log of emails we sent you | 12–24 months | It exists to answer "I never received the link". After a year it has answered every question it will be asked. |
| A record of changes made to your entry | With the event's records | So that a change to your entry can be explained afterwards. This log cannot be edited or deleted, but the personal details inside it are removed when you ask us to erase your data. |
Who else receives it
- Our email provider
- Your email address and the messages we send you, so that they can be delivered.
- PayPal
- Your name, email and billing details, if you pay online. We never see or store your card number — PayPal takes the payment.
We do not sell your information, and we do not share it with anyone else for their own purposes.
What you can ask us for
A copy of what we hold. We will send you a document listing every field we have about you, who else received it, and what we cannot see from here — such as backups and any spreadsheet already sent to a volunteer.
A correction. You can change most of your own entry from the link in your confirmation email while registration is open, and we will correct anything else.
Removal. We will remove your personal details — your address, phone number, date of birth, guardian details and contact information. Your result and the record that you competed stay, because those are the event’s own history and are already public. Your signed waiver and the payment record are kept for as long as the table above says, because we may need them.
Ask by emailing kendotaikaimaster@gmail.com. We may ask you to confirm your identity first, so that nobody else can request or delete your information.
PayPal keeps its own record of any payment you made, and that is not ours to delete.
How it is kept safe
Your registration is stored in this event’s own database, which no browser can read directly — every read goes through the organisers’ signed-in server. Only organisers can see contact details, and every change to your entry is recorded with who made it.
We never see or store your card number. If you pay online, PayPal takes the payment.