Privacy policy.

1. Data Controller

The data controller within the meaning of Regulation (EU) 2016/679 (the "GDPR") is:

RuKa JUDO z.s.
Reg. No.: 05 92 78 20
Seat: Lipová 1287, 334 41 Dobřany, Czech Republic
Registered association at the Regional Court in Pilsen, file no. L 7986
Data box ID: 54zi48u
E-mail (contact in personal data protection matters): info@rukajudo.cz

The club has not appointed a data protection officer (it has no such obligation under Art. 37 GDPR); in matters of personal data processing you will be represented by the chairwoman of the board.

2. Data we process

About club members (including minors):

• Identification: name, surname, date of birth, birth number (for Czech Judo Federation registration), gender, nationality
• Address
• Health insurance code
• Health information relevant to training safety (allergies, chronic conditions, contraindications) — strictly to the necessary extent
• Photo for the club card
• Records of attendance, competition results, attained technical grade (kyū/dan)
• Membership fee payment records

About legal guardians of minor members:

• Name, surname, relationship to the child
• Address, e-mail, phone

3. Legal basis and purpose

We process personal data on the following legal bases:

Legitimate interest of the club (Art. 6(1)(f) GDPR)

Member registry, training and competition organisation, federation registration, injury prevention, club communication. This basis prevails over the data subject's privacy interest to the extent necessary for the operation of the association (confirmed by an opinion of the Office for Personal Data Protection (ÚOOÚ)).

Performance of contract (Art. 6(1)(b) GDPR)

Processing membership fee payments, issuing invoices, fulfilling obligations stemming from membership.

Legal obligation (Art. 6(1)(c) GDPR)

Accounting and tax obligations, reporting duties to public authorities.

Consent (Art. 6(1)(a) GDPR)

Only for these specific purposes, where consent is voluntary and revocable at any time:

• Taking and publishing photos and videos beyond the documentation of an event
• Sending newsletters about club activities beyond directly membership-related communication
• Publication of the member list on the website (Section 236 of the Civil Code)

4. Retention

• Active members — for the duration of membership
• Former members — 5 years after termination (accounting period), then erasure or anonymisation
• Accounting records (incl. payment receipts) — 5 years per Section 31(2)(b) of the Czech Accounting Act
• Event photos (legitimate interest — activity documentation) — without time limit in the club archive; on the website based on consent revocable at any time
• Records concerning children after deregistration — erased upon request of the legal guardian, unless a statutory retention period provides otherwise

5. Recipients

We may pass your personal data to the following categories of recipients:

• Czech Judo Federation — member registration, competition licensing (obligation)
• Health insurance company — in case of training injury (obligation)
• Payment gateway ComGate Payments, a.s. — membership fee payment processing (processor)
• Resend, Inc. (EU region — Ireland) — transactional e-mail delivery, e.g. application confirmations and payment receipts (processor)
• Accountant — club accounting (processor)
• Public authorities to the extent of statutory obligations

We do not transfer data to third countries outside the European Economic Area. The club does not use services located outside the EEA for personal data processing.

6. Your rights

As a data subject, you have the following rights under the GDPR:

• Right of access — request an overview of the data we process about you
• Right to rectification — correct inaccurate or incomplete data
• Right to erasure ("right to be forgotten") — after the purpose ends and statutory periods elapse
• Right to restriction — pause processing in specific situations
• Right to portability — receive your data in a machine-readable format (JSON/CSV)
• Right to object — to processing based on legitimate interest
• Right to withdraw consent — at any time, without reason, as easily as it was given
• Right to lodge a complaint with the Czech DPA (uoou.gov.cz)

Address requests to info@rukajudo.cz; we respond within 30 days.

7. Minors

For children under 15 (Czech Act 110/2019, § 7), consent for voluntary purposes (photo-marketing, newsletters) is granted by the legal guardian. For mandatory purposes (member registry, federation registration), the membership application itself suffices.

Children between 15 and 18 years of age may grant consent themselves; however, in practice we also require the written consent of the legal guardian for reasons of legal certainty.

8. Security

Personal data is stored in secured club systems. Access is limited to board members and coaches to the extent necessary for their activities. The website rukajudo.cz uses TLS encryption (HTTPS).

9. Changes

The club reserves the right to update this document. Members will be informed of material changes by e-mail; the current version is always available on this page.