Client approval required before launch. This policy must be checked against the final form provider, hosting, email tools, analytics, advertising platforms and operational retention schedule.
Controller: BJJEL Limited, operating as INBJJF
Last updated: 15 September 2026
1. Who is responsible for your data
BJJEL Limited (CRO 733480), operating as the Irish National Brazilian Jiu-Jitsu Federation (INBJJF), is the data controller for personal data collected through this website and federation membership processes. You can contact us at [email protected] or by post in Dublin, Ireland.
2. Information we collect
Depending on how you use the site, we may collect:
- Contact enquiries: your name, email address, topic and message.
- Women in Sport messages: your name, email address, selected topic and message. Please avoid sharing unnecessary health, safeguarding or other sensitive information.
- Academy affiliation: academy and business details, contact details, head coach identity, date of birth and address, company and tax information, insurance records, safeguarding confirmations and policies, declarations, signature and optional image consent.
- Website and campaign data: device, browser, approximate location, referral, page and interaction data, campaign identifiers and consent choices where the relevant cookies are accepted.
3. Why we use it and our legal bases
| Purpose | Legal basis |
|---|
| Answer enquiries and operate federation communications | Legitimate interests in administering the federation and responding to requests; pre-contract steps where relevant |
| Assess and administer academy affiliation | Contract and steps requested before entering a contract |
| Verify insurance, governance and safeguarding requirements | Contract, legal obligations and legitimate interests in safe, compliant sport |
| Use optional photographs or promotional material | Consent, which may be withdrawn |
| Measure site use with GA4 and measure or personalise advertising | Consent through Cookie settings |
| Protect the site, prevent abuse and keep required records | Legitimate interests and legal obligations |
If special-category data is genuinely required, it will be processed only where an additional condition under Article 9 GDPR applies and with appropriate safeguards.
4. Who receives information
Access is limited to authorised INBJJF personnel and service providers that support hosting, forms, email, document storage, IT and security. If enabled after consent, Google Tag Manager may deliver Google Analytics 4, Google Ads and approved social advertising tags. Professional advisers, insurers, sporting bodies or public authorities may receive information where necessary or required by law. Providers acting for us must handle data under appropriate contractual safeguards.
5. International transfers
Some technology and advertising providers may process information outside the European Economic Area. Where that happens, INBJJF will use an applicable adequacy decision, Standard Contractual Clauses or another lawful transfer safeguard and will review any supplementary measures required.
6. How long we keep information
- General contact and Women in Sport enquiries: normally up to 12 months after the enquiry is closed.
- Unsuccessful or withdrawn membership applications: normally up to 12 months, unless needed for a dispute or legal obligation.
- Active affiliation records: for the affiliation period; contractual, company and financial records may be retained for up to six years afterwards.
- Safeguarding, insurance and incident records: according to the approved INBJJF retention schedule and applicable legal requirements.
- Analytics and advertising data: according to the settings disclosed in the Cookie Policy and the configured provider retention periods.
Data may be kept longer where required to establish, exercise or defend legal claims. It will then be securely deleted or anonymised.
7. Your GDPR rights
Subject to the conditions in data protection law, you may request access, correction, deletion, restriction, portability or object to processing. You may withdraw consent at any time without affecting earlier lawful processing. To exercise a right, email [email protected]. We may need proportionate information to verify your identity.
You may also complain to the Irish Data Protection Commission at dataprotection.ie.
8. Security, children and automated decisions
INBJJF will use organisational and technical measures appropriate to the information involved, including access controls and secure transfer and storage arrangements. Membership forms may contain information about safeguarding arrangements, but this website is not intended for children to submit information directly. We do not use website form information to make solely automated decisions with legal or similarly significant effects.
9. Changes to this policy
We will update this page when the site's services or processing changes. Material changes will be highlighted and the date above will be revised.