Club Resources

Club policy templates 

Safeguarding Compliance Check Sheet 

Parental Consent & Medical Information Form

Photography & Video Consent Form

Safeguarding Concern Reporting Form

Safegaurding Policy 

External training 

Safeguarding training (NSPCC) - https://learning.nspcc.org.uk/training/introduction-safeguarding-child-protection

Duty to care training (UK Coaching) - https://www.ukcoaching.org/our-courses/courses/dbdtc2/

Documents and processes 

Data Protection Policy

Data Protection Policy

Code of Conduct

Representation Expectations for International Tournaments

Data Protection Policy

Data Protection Policy

Contact Email: englandkudo@gmail.com

1. Introduction

England Kudo is committed to protecting the personal data of its members, coaches, volunteers, officials, and other individuals connected to the organisation. This policy outlines how personal data is collected, stored, used, and protected in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. Data Controller

England Kudo is the Data Controller for all personal data processed under this policy.
Contact: englandkudo@gmail.com

3. What Data We Collect

We may collect and process the following categories of data:

• Type of Data

• Examples

• Purpose

• Personal Identification

• Name, Date of Birth, Gender

• Membership records, safeguarding, age/weight categories

• Contact Information

• Email Address, Phone Number, Address

• Communication regarding training, events, safeguarding

• Health / Medical Information

• Injuries, medical conditions, allergies

• To ensure participant safety during training and events

• Membership & Performance Records

• Attendance, grades, certifications, competition results

• Organisational record-keeping and development tracking

• Media Content

• Photos / videos taken during training or events

• Promotion, coaching development, and social media (only with consent where required)

4. How Data Is Stored

Personal data is stored securely using:
• Gmail (email communications)
• Google Drive (documents, spreadsheets, records)

• WhatsApp (communication with federation members and coaches)

• M365 (documents, spreadsheets, records)
Access to englandkudo@gmail.com is restricted to authorised coach who require access for operational reasons. Strong passwords and 2-factor authentication are used to protect the account.
No paper copies of personal information will be stored unless absolutely necessary. If printed data is required temporarily (e.g., for event registration), it will be securely destroyed after use.

5. Lawful Basis for Processing

England Kudo processes personal data under the following lawful bases:
• Legitimate Interests – Running and managing martial arts classes, events and memberships.
• Vital Interests – Ensuring the safety and wellbeing of participants during activities.
• Consent – Use of media content for promotional purposes.
• Legal Obligation – Safeguarding and insurance record requirements.

6. Sharing Data

Personal data will not be sold or shared with third parties for marketing purposes.
Data may be shared with:
• National and regional martial arts governing bodies for licensing, gradings and competitions
• Medical professionals in the event of injury or emergency
• Law enforcement or safeguarding authorities if legally required

7. Data Retention

Data will be stored only for as long as necessary:

• Data Type

• Retention Period

• Membership and training records

• Up to 5 years after last contact

• Medical / safeguarding records

• In line with safeguarding guidance (minimum 5–10 years depending on case)

• Media content

Until consent is withdrawn

8. Individual Rights

Individuals have the right to:
• Request a copy of their personal data
• Update or correct their information
• Request deletion of their data (where legally possible)
• Withdraw consent for the use of media or promotional materials
All requests should be sent to: englandkudo@gmail.com
We will respond within 90 days.

9. Data Breach Procedure

If a data breach occurs:
1. It will be assessed immediately.
2. Individuals affected will be notified where there is risk of harm.
3. Serious breaches will be reported to the Information Commissioner’s Office (ICO) within 72 hours.

10. Review

This policy will be reviewed annually or when relevant legislation or operational practice changes.

Code of conduct  

For Coaches

• Put safety first

• Treat all students with respect

• Maintain professional boundaries

• No private messaging with under-18s

For Youth Students

• Respect coaches and teammates

• No bullying or teasing

• Follow instructions

• Train safely and with control

For Parents

• Support your child's development

• Do not pressure, shout or criticise

• Raise concerns respectfully

Disciplinary Processes

We will be implementing a strike system, “strikes” will be award to Branch's and branch chiefs who are actively circumventing processes or bringing the federation in to disrepute, examples which have recently and in the past happened includes -

• Setting up social media accounts or branding which conflicts with official England Kudo guidelines (as discussed in the AGM and agreed by all branch chiefs).

• Grading and KIF branch management processes not been followed or circumvented.

• Setting up national events with out prior discussion.

• Entering International events directly (circumventing national selection processes and guardrails, as discussed in the AGM and agreed by all branch chiefs).

• Members, Branch Chiefs, athletes and supports (parents and family members) conduct

Each Strike will come with conditions -

• Strike 1 - The Branch, Development Lead, Study Group Lead or Branch Chief are expected to make corrective action to fix the issues. If the issues are not mitigated and additional 3 months will be added to the strike.

• Strike 2 - As above, but there will be an added condition that the branch will be suspended from entering athletes/coaches in international Kudo competitions or representing the national team domestically for 6 months.

• Strike 3 - again, as above but also the branch/branch chief will be suspended from running domestic Kudo competitions or workshops and any grading events will be reviewed for 12 months.

If a branch continues to acquire strikes or is found of any gross misconduct their status as an England Kudo branch will be suspended, a review with members to KIF and England Kudo will be launched.

England Kudo - Representation Expectations for International Tournaments

England Kudo Federation

Representation Expectations for International Tournaments

Last Updated: First Draft

Contact Email: englandkudo@gmail.com

This document outlines the standards, behaviours, and presentation requirements for all athletes, coaches, officials, and delegates representing the England Kudo National Federation at international events.

1. Core Behaviour Expectations

Professionalism

• Represent England Kudo with integrity, respect, and courtesy at all times.

• Maintain a positive attitude regardless of competition outcomes.

• Act in a manner that reflects well on the federation, teammates, and the sport.

Sportsmanship

• Treat opponents, officials, and event staff with respect.

• Follow all tournament rules, regulations, and instructions from England Kudo officials.

• Display humility in victory and dignity in defeat.

Responsibility

• Arrive on time for all scheduled briefings, weigh-ins, matches, and team activities.

• Communicate clearly with team leaders and staff about any issues or delays.

• Take personal responsibility for physical and mental readiness.

Conduct Outside Competition

• Behaviour outside the venue (accommodation, travel, social events) must also reflect England Kudo values.

• Avoid activities that may compromise performance, safety, or the reputation of England Kudo.

England Team Selection Process and preparation

• Behaviour outside the venue (accommodation, travel, social events) must also reflect England Kudo values.

• Avoid activities that may compromise performance, safety (equipment, actions, mats), or the reputation of England Kudo.

• Athletes and coaches will attend England National team training sessions and events.

• Support and promote English Kudo.

• Branches will not enter their own students directly into International competitions.

2. Official Kit Expectations

Required Kit

All representatives must wear the designated England Kudo official kit during:

• Opening and closing ceremonies

• Competition day and Podium appearances

Suggested but not enforced …

• Team meetings, media, or official engagements

• Travel to and from the event

2025/2026 Required Kit

All coaches and competitors required Kit.

Tops - See below

Bottoms - See below

Plain black shorts or jogging bottoms can also be worn, the following is available from the official store.

Link to the official store is on the official Kudo England Federation website and the direct link is here - https://klubcolours.com/product-category/kudo-england/ 

Kudo England AGM 

2025 - 2025 - England Kudo – Annual General Meeting (AGM) Summary

Kudo England - Committee Meeting

Kudo England - Committee Tasks - Q4 2025 - Committee Meeting