JIAIDO Association – Privacy Policy

Effective as of July 25, 2025

Privacy Policy of the International JIAIDO Association

The International JIAIDO Association respects your right to privacy and is committed to handling your personal data in a secure and transparent way.
This Privacy Policy explains in a clear and straightforward manner:

  • what personal data we collect,
  • why and on what legal basis we process it,
  • how long we keep it, and
  • what rights you have regarding your data.

This Policy has been prepared in accordance with Articles 13 and 14 of the General Data Protection Regulation (EU) 2016/679 (GDPR).

For information about cookies and similar technologies used on our website, please refer to our separate Cookie Policy.
Together, this Privacy Policy and the Cookie Policy form the complete data protection framework of the International JIAIDO Association.

1. DATA CONTROLLER

The data controller is the organization that determines the purpose and means of processing your personal data:

  • Name: International JIAIDO Association
  • Address: 8692 Szőlősgyörök, Petőfi Sándor utca 20., Hungary
  • E-mail: info@jiaido.org
  • Phone: +36 20 229 9276
  • Website: https://jiaido.hu

For any questions or to exercise your data protection rights, you can contact us directly at the email address above.

2. PURPOSE AND LEGAL BASIS OF DATA PROCESSING

a) Newsletters and Information Updates

  • Purpose: To keep you informed about our programs, events, and news, and to share valuable content related to JIAIDO’s activities.
  • Legal basis: Your explicit consent (Article 6(1)(a) GDPR), which you may withdraw at any time.

b) Event and Program Registration

  • Purpose: To manage registrations, organize programs, and stay in contact with participants.
  • Legal basis: Your consent (Article 6(1)(a) GDPR). Providing certain information (e.g., name, email) is necessary to secure your participation.

3. PERSONAL DATA WE PROCESS

We only collect data that is necessary for the purposes described:

  • First and last name – for identification and communication
  • Email address – for communication and newsletters
  • Phone number – for program organization and urgent contact if needed
  • Billing address – required if a payment invoice is issued
  • Age – to ensure programs are appropriate for the relevant age group
  • “How did you hear about us?” (optional) – to understand how participants find us

We do not process sensitive or health-related data.

4. DATA RETENTION PERIOD

We keep your personal data only for as long as necessary for the purposes stated or as required by law.

a) Newsletters

Personal data (name, email) is stored until you withdraw your consent. You can unsubscribe at any time via the link provided in our emails or by emailing info@jiaido.org.

b) Event and Program Registration

Personal data (name, phone, email, address, age) is kept until the event or program is completed, and for administrative purposes for up to 5 years, unless you withdraw your consent earlier.

c) Legal Obligations

Certain data may need to be kept longer if required by law (e.g., accounting or tax regulations) or to establish or defend legal claims. In these cases, we keep the data for the period defined by law.

d) After Retention Ends

When the retention period expires, or the purpose of processing no longer applies, we permanently delete or anonymize your data so it can no longer be linked to you.

5. DATA PROCESSORS AND SHARING

We use trusted service providers (data processors) to operate our services:

  • Hosting provider: RackForest Zrt. (Hungary)
  • Website platform: WordPress
  • Newsletter and CRM: Fluent CRM

We do not share personal data with third parties unless legally required (e.g., by a court or authority).

6. DATA SECURITY

We protect your personal data with appropriate technical and organizational measures to prevent unauthorized access, alteration, disclosure, or loss. Only authorized staff involved in data processing have access to your data, and all access is logged and monitored.

7. YOUR RIGHTS

Under the GDPR, you have the following rights:

  1. Right of access (Article 15): to know whether we process your data and to request a copy.
  2. Right to rectification (Article 16): to correct inaccurate or incomplete data.
  3. Right to erasure (“right to be forgotten”, Article 17): to request deletion when the data is no longer necessary or if you withdraw consent.
  4. Right to restriction of processing (Article 18): to temporarily limit processing in specific cases (e.g., disputed accuracy).
  5. Right to object (Article 21): to object to processing based on legitimate interests.
  6. Right to data portability (Article 20): to receive your data in a structured, machine-readable format or have it transferred to another controller.
  7. Right to withdraw consent: at any time, without affecting the lawfulness of prior processing.

You can exercise these rights by emailing info@jiaido.org. We will respond within 30 days.

8. COMPLAINTS AND LEGAL REMEDIES

If you believe that we process your personal data unlawfully, you may:

  • Lodge a complaint with the Hungarian National Authority for Data Protection and Freedom of Information (NAIH):
  • Seek legal remedy before the competent court of your place of residence.

Budapest, July 25, 2025
International JIAIDO Association