 |
Kaizen BJJ Brussels ASBL avenue Général Médecin Derache 133/3, 1050 Ixelles, Belgium company number 0663.849.093 KaizenBjjBxl@gmail.com · kaizen-bjj.be |
Privacy notice
Information on the processing of personal data · Articles 13 and 14 GDPR · Version 2.10 of 22 October 2026
This document explains which personal data Kaizen BJJ Brussels collects about you, why, for how long, and what your rights are. It is made available to you for information: it does not require your signature.
The image use authorisation and acknowledgement of risks is completed online with a personal link, sent by e-mail to each member and, for a member under 18, to a parent. Send me my link
1. Controller
Kaizen BJJ Brussels ASBL, avenue Général Médecin Derache 133/3, 1050 Ixelles, Belgium, company number 0663.849.093 (hereinafter "the academy"), is the controller of your personal data.
For any question about your data or to exercise your rights: KaizenBjjBxl+privacy@gmail.com. The academy is not required to appoint a data protection officer; requests are handled by the board, which replies within the one-month period set by article 12.3 GDPR.
2. Data we process
- Identification: surname, first name, sex, date of birth and, where you give us one, a contact address — e-mail or telephone number.
- For members under 18: the same data about the minor, together with the name, e-mail address and telephone number of the parent(s) or legal representative.
- Emergency contact: name, relationship to the member and telephone number. For members under 18 this is the number of the parent or legal representative and, where applicable, that of another adult they designate, reachable during classes.
- Membership and training-record data: date of enrolment and periods of membership, membership formula, rank and degrees obtained, promotion dates and the instructor who awarded them, class attendance, participation in seminars and competitions.
- Administrative and financial data: fees due and paid, payment dates and references, invoices. The academy does not retain payment card numbers.
- Correspondence: messages you send us and our replies.
- Trial-class booking: the details given when booking a trial class online, including, if you choose to give it, your nationality (see point 9).
- Accident declaration: where an accident occurs during practice, the circumstances and the nature of the injury, as set out in the form sent to the insurer.
- Identification photograph: one portrait, held in your member file, so that the instructors can identify you and learn your name. This internal use involves no publication and is not subjected to facial recognition or to any automated identification. It is the same portrait that appears on the academy's website if you have authorised it, together with your first name and your rank, never your surname: that publication is a separate processing operation, based on your consent and withdrawable at any time. Without your authorisation it is accessible to the instructors alone. It is also kept as part of the academy's memory, under the conditions set out in point 6.
- Communication images: photographs and video recorded during training, seminars, competitions and academy events — solely on the basis of your separate written consent (see the document "Image use authorisation & acknowledgement of risks").
The academy keeps no health file: an injury or limitation reported to the instructors for safety reasons is given verbally and is not recorded. The accident declaration is the only exception. That processing of health data rests on your explicit consent when you ask the academy to file the declaration with the insurer (art. 9(2)(a) GDPR) and, for keeping a copy of the file, on the need to establish, exercise or defend legal claims (art. 9(2)(f)).
3. Purposes and legal bases
| Purpose | Legal basis (art. 6 GDPR) | Categories of data |
|---|---|---|
| Managing your membership, access to classes and the follow-up of your progression | Performance of the contract — art. 6(1)(b) | Identification, membership |
| Invoicing and collecting fees; keeping the accounts | Performance of the contract and legal obligation — art. 6(1)(b) and 6(1)(c) | Identification, administrative and financial |
| Keeping the academy's historical register and being able to reconstruct a practitioner's training record at their request | Legitimate interest — art. 6(1)(f) | Training record: ranks and dates, attendance, seminars and competitions; identification photograph |
| Registering you with the insurer covering the practice | Performance of the contract — art. 6(1)(b) | Identification, membership |
| Contacting you individually: competition entry, administrative follow-up, and following up an incident during a class when you do not come back | Performance of the contract — art. 6(1)(b), and legitimate interest — art. 6(1)(f) (safety of practitioners) | Identification, contact details |
| Declaring an accident to the insurer and following up the claim | Performance of the contract — art. 6(1)(b); for health data, art. 9(2)(a) and 9(2)(f) | Identification, accident declaration |
| Ensuring safety during classes and being able to notify a relative in case of an incident | Legitimate interest — art. 6(1)(f) (member safety) | Emergency contact |
| Enabling instructors to identify with certainty the people present on the mat, in particular in order to clarify an incident or an injury during a class, and all the more so where minors are present | Legitimate interest — art. 6(1)(f) (safety of practitioners) | Identification photograph |
| Publishing photographs and video to present and promote the academy | Consent — art. 6(1)(a), withdrawable at any time | Communication images |
| Sending you promotional communications (newsletter, offers, open events) | Consent — art. 6(1)(a), withdrawable at any time | Identification |
| Organising a trial class booked online: confirmation, reminder, moving or cancelling the booking | Steps taken at your request before membership — art. 6(1)(b) | Identification, contact details, trial-class booking |
| Knowing which nationalities have trained at the academy, without linking them to anyone | Consent — art. 6(1)(a) | Nationality, optional |
| Establishing, exercising or defending legal claims | Legitimate interest — art. 6(1)(f) | All relevant categories |
The academy's practical information — schedules, closures, seminars, changes — is broadcast on a WhatsApp channel that anyone may join and leave freely. The academy neither manages nor keeps the list of subscribers and has no access to their identity; the relationship between the subscriber and the platform is governed by that platform's terms.
4. Recipients
Your data is accessible to the instructors and to the people in charge of the academy's administration, limited to what their duties require. It may also be shared with:
- Ethias, policy no. 45.371.455, for your insurance cover and, where applicable, for declaring an accident;
- our technical providers acting as processors: membership management software, website host, e-mail sending service, payment provider, accountant;
- the social media platforms on which we publish, solely for images covered by your consent;
- public authorities, where the law requires it.
The academy does not sell your data and does not share it with any third party for commercial purposes.
5. Transfers outside the European Economic Area
The academy uses providers established outside the EEA, or liable to transfer data there: the Google services it uses for its mailbox, its management files and the online form, the hosting of its website, and the social media platforms on which it publishes images. Such transfers rely on the mechanisms provided for in Chapter V GDPR (adequacy decision or standard contractual clauses). As regards your image, it is enough not to authorise its publication.
6. Retention periods
| Data | Period |
|---|---|
| Contact details (e-mail address or telephone number) and emergency contact | Kept while you are a member, then deleted when your file is archived |
| Accounting records and invoices | 7 years, as required by Belgian law |
| Identification photograph | Without time limit, as part of the academy's memory and so that we can identify you if you resume training after a break. Once you no longer attend classes it is deleted on your simple request; while you attend, see point 7 |
| Published communication images | Until you withdraw your consent, subject to the reservations the form makes for posts already published on social media and for group photographs; archive files are deleted at the latest 5 years after the last class attended |
| Historical training register: surname and first name, periods of membership, ranks and promotion dates, the instructor who awarded them, class attendance, seminars and competitions | Without time limit, for the history of the academy, for verifying a rank it has issued, and for reconstructing a practitioner's training record at their request |
| Accident declaration and copy of the file sent to the insurer | 10 years from the declaration; for a practitioner who was a minor at the time, 10 years from their 18th birthday |
| Correspondence | Kept in the academy's mailbox; deleted on request |
| Form responses: image use authorisation and acknowledgement of risks | Without time limit, as evidence of the authorisations given and as part of the academy's memory: membership having no formal end, there is no point at which that evidence ceases to be useful. If you change your choices you complete the form again: the earlier responses are kept, but the most recent one prevails. A response carries the practitioner's name, that of the parent or guardian where the practitioner is a minor, the choices made, the name in full standing as signature, and the date and time. It is destroyed on simple request once you no longer attend classes |
Membership of Kaizen BJJ Brussels is not formally terminated: a member may interrupt training and resume later. The academy archives the file of a member who has stopped attending classes for about a year; at that point the data not needed for the academy's memory is deleted.
7. Your rights
At any time you have the right to access your data, to have it corrected, to request its erasure, to obtain restriction of processing, to object to processing based on our legitimate interest, and to receive your data in a structured format (portability). Where processing is based on your consent, you may withdraw it at any time; withdrawal does not affect the lawfulness of processing carried out beforehand.
You may object at any time to our keeping your identification photograph. For as long as you attend classes, the academy keeps it on safety grounds: being able to identify with certainty the people present on the mat, in particular where an incident or an injury has to be clarified, and all the more so where minors are present; an objection raised during that period is met with that ground. Once you no longer attend classes, it falls away: the photograph is then kept only as part of the academy's memory, and it is deleted without delay on your simple request, without the academy raising any interest of its own against it.
To exercise these rights, write to KaizenBjjBxl+privacy@gmail.com. We reply within one month. We may ask you to prove your identity where there is reasonable doubt.
If you consider that the academy is not complying with the regulation, you may lodge a complaint with the Belgian Data Protection Authority, rue de la Presse 35, 1000 Brussels — contact@apd-gba.be — www.dataprotectionauthority.be.
8. Members under 18
Enrolment of a member under 18 is carried out by the holder(s) of parental authority, who exercise the rights listed under point 7 in the child's interest. Publishing the image of a minor requires the parents' agreement; from the age of 14, the academy additionally obtains the minor's own agreement.
An identification portrait is also placed in the file of children, for the same safety reason as under point 3: several instructors take turns, and it must be possible to establish with certainty which child is which and to notify the right parent. It also helps the instructors learn the children's first names, which makes supervising a group of children more attentive. That portrait is never published without the parents' agreement.
9. Guests and trial-class participants
The academy also welcomes people who are not members: practitioners from other academies, instructors invited to teach a class, and people attending a trial class. About them the academy processes surname and first name, a contact address, the emergency contact, the dates of the sessions attended and, where applicable, an identification photograph. The legal basis is the academy's legitimate interest — knowing who trains at its classes, being able to react in case of an incident, maintaining the relationship with visiting academies and instructors, and keeping the memory of the academy's life. Contact details are kept for as long as the relationship is active. The other provisions of this notice apply to them, in particular points 6 and 7.
Booking a trial class online. A trial class can be booked at kaizen-bjj.be/trial.html. For each person who will train, the form asks for surname and first name, sex, date of birth, e-mail address and telephone number, whether the person has practised before (rank and academy) and, optionally, the name of the member who invited them; for a person under 18, also the name, e-mail address and telephone number of a parent or legal guardian. The booking records when it was made and the safety undertaking ticked. This data is used to organise the class, to send the confirmation, a reminder two days before and the confirmation of any change, and to let the person move or cancel the booking with a personal link. The legal basis is the steps taken at the person's request before a possible membership (art. 6(1)(b)). After the class, the data is kept as described in the first paragraph.
Nationality is optional. It is asked only so that the academy knows which nationalities have trained there, not to know anyone's. It stays on the booking until the class. If the person came, each country not yet on the academy's list is added to it; in every case the answer is then deleted from the booking. The list holds country names only, with no name, date or link to any person. No profiling of any kind is carried out. The legal basis is consent (art. 6(1)(a)), given by filling in the field; leaving it empty has no consequence, and the answer is deleted before the class on simple request.
10. Changes
This notice may be amended. The version in force is the one published at kaizen-bjj.be/privacy/, whose address appears on the form you complete. If the academy intends to use your data for a new purpose, it informs you beforehand.