Privacy notice

Information on the processing of personal data · Articles 13 and 14 GDPR · Version 1.1 of 9 September 2026

This document explains which personal data Kaizen BJJ collects about you, why, for how long, and what your rights are. It is given to you for information: it does not require your signature.

1. Controller

Kaizen BJJ Brussels ASBL, avenue Général Médecin Derache 133/3, 1050 Ixelles, Belgium, company number 0663.849.093 (hereinafter "the club"), is the controller of your personal data.

For any question about your data or to exercise your rights: KaizenBjjBxl@gmail.com. The club is not required to appoint a data protection officer; requests are handled by Mauro Birattari.

2. Data we process

Identification: surname, first name, 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 club does not retain payment card numbers.
Correspondence: messages you send us and our replies.
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 club's website if you have authorised it: 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 club events — solely on the basis of your separate written consent (see the document "Image use authorisation").

The club 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 club 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 club	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
Establishing, exercising or defending legal claims	Legitimate interest — art. 6(1)(f)	All relevant categories

The club's practical information — schedules, closures, seminars, changes — is broadcast on a WhatsApp channel that anyone may join and leave freely. The club 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 club'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 club 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 club hosts and processes data within the EEA. Some social media platforms we use to publish images may transfer data to third countries; such transfers rely on the mechanisms provided for in Chapter V GDPR (adequacy decision or standard contractual clauses). To avoid that risk, simply do not authorise publication on social media.

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; 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 club's mailbox; deleted on request

Membership of Kaizen BJJ is not formally terminated: a member may interrupt training and resume later. The club 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 club 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 club raising any interest of its own against it.

To exercise these rights, write to KaizenBjjBxl@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 club 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 club 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, to notify the right parent, and to know who the child leaves with. 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 club 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 club 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 club's legitimate interest — knowing who trains on its premises, being able to react in case of an incident, maintaining the relationship with the academies and instructors it hosts, 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.

10. Changes

This notice may be amended. The version in force is displayed at the club and available on kaizen-bjj.be/privacy/. Any substantial change is communicated to members by e-mail.