This privacy notice describes how BJJ Vaasa ry handles personal data collected through course signups and our mailing list.
Data controller
BJJ Vaasa ry · Wasamove, Meijerinkatu 9, 65100 Vaasa, Finland · bjjvaasa1@gmail.com
Data collected
On adult courses we collect, about the participant:
- First and last name
- Email address
- Phone number
- Year of birth (to check the course age limit)
On junior courses the participant is a minor. The registration stores only their first name, last name and year of birth — no email address or phone number of their own. The year of birth tells the coach which group the child belongs in, and tells apart participants who share a name. Contact details are collected from the guardian instead:
- Guardian's first and last name
- Guardian's email address
- Guardian's phone number
We do not collect the full date of birth, social security numbers, or other identifying data for either of them.
Legal basis
Processing is based on the performance of a contract (GDPR Art. 6(1)(b)) — signing up to a course constitutes a contract with the club.
On junior courses the contract is entered into by the guardian on the child's behalf: the guardian fills in and submits the form, so the child is not asked for consent and no separate consent flow is used. The same legal basis covers both the child's and the guardian's data.
Purpose
- Processing your registration: an instructor reviews it and confirms the spot
- Confirming your course spot via email
- Practical communication about the course
- Contacting the guardian about the child's group (junior courses)
How a registration is handled
Submitting the form does not itself reserve a spot: an instructor reviews the registration and either approves or rejects it. An approved registration gets a confirmation email containing a link for cancelling the spot. A rejected registration is deleted and no email is sent. On a junior course that email goes to the guardian's address.
Retention
Data is deleted automatically 30 days after the course ends. A registration an instructor has not reviewed is deleted 90 days after it was submitted at the latest.
The same retention applies identically to a minor participant's and their guardian's data — neither is kept any longer than anyone else's.
Mailing list
You can optionally join our mailing list to be notified about upcoming beginner courses and seminars. Joining is voluntary and separate from course signup.
- Data collected: email address and the topics you choose (beginner courses, seminars)
- Legal basis: consent (GDPR Art. 6(1)(a)) — confirmed via an email link (double opt-in)
- Retention: until you unsubscribe; unconfirmed signups are deleted after 24 hours
- Unsubscribe: every email includes an unsubscribe link and you can opt out at any time
Who can access the data
Only members of the BJJ Vaasa board and the beginner-course and junior-group coaches have access. Data is not shared with third parties except where required by law.
Sub-processors
- Turso (database, EU region) — stores signup records
- Resend (email, EU region) — delivers confirmation links
- Vercel (application platform, EU region) — hosts the site
Your rights
- Access — request a copy of the data we hold about you
- Erasure — use the cancel link in the confirmation email, or email us
- Rectification — sign up again to update, or email us
- Right to complain to a supervisory authority — the Finnish Data Protection Ombudsman, tietosuoja.fi
A minor participant's rights are exercised by their guardian.
Contact
For privacy matters: bjjvaasa1@gmail.com