Privacy

What this form collects, why, who else sees it, and how long it is kept.

Who holds this

NY Shinbukan

Questions about your data: goyokai.kendo@gmail.com

What the form asks for, and why

Name
To enter you in your divisions, print the programme, and record results.
Email address
To send your confirmation and receipt, 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, and carried over from the paper form before it. Nobody has yet named a use the tournament makes of it — and if there is none, it should stop being asked for.
Age, and date of birth if you give one
To place you in the correct age division, apply the youth rate, and work out whether a guardian must sign. The age question is a band rather than an exact date, which is why the date of birth is optional.
Gender
Some divisions are men's or women's. You may answer 'prefer not to say', and eligibility fails open — you are offered the division and an organizer checks, rather than being refused by the form.
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 it is signed in a browser, the date, your IP address and your browser are recorded alongside it as evidence that the signature was made. A waiver transcribed from paper records the organizer who transcribed it instead.
Which days you are attending, and your meal choices
To price your entry and to give the caterer numbers.
Whether you can help, and whether you are coming to the Sunday dinner
Asked of members of the host dojo only. The dinner answer is a head count for the caterer; the rest is who is available to help run the event.
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.

Who else sees it

Nobody else. Your details are not sold, and they are not passed to other clubs or federations.

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, and your statement will name the host dojo rather than the tournament.
Google
Your email address, when you sign in. Signing in is how the site knows an entry is yours; we are told the address and nothing else about your Google account.
An address lookup service
What you type into the address box while filling the form in, so that it can suggest completions. You can ignore the suggestions and type the address yourself.

How long it is kept

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 at all.
Your full registration — address, age, phone, guardian details	Through the event and for six months afterwards, which covers the window in which a refund or a payment dispute can still arrive. After that the address, phone number and guardian details are removed and the entry is reduced to what the published programme already shows.	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.
Your signed waiver	Seven years from the date it was signed, for adults and children alike.	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.

Children

A competitor under 18 is entered by a parent or guardian, who signs the waiver on their behalf and whose name, email and phone number are recorded with the entry. A child’s given name is never returned by the search on the public pages, and the programme prints them the same way it prints everybody — an initial and a surname.

Asking what is held, or asking us to remove it

You can ask for a copy of everything held about you, and you can ask for it to be removed. Removal takes your personal details out of the entry, the roster and the record of changes; a result that has already been published stays, as an initial and a surname, because it is a record of a competition that happened.

Ask at goyokai.kendo@gmail.com.

This notice was last reviewed on 2026-09-05.