This privacy notice applies to information collected through our membership and health forms, enquiries, class administration, payments, email communications and this website. We handle personal information in accordance with the UK GDPR, the Data Protection Act 2018 and the Data (Use and Access) Act 2025.
What information do we collect?
When you enquire, complete a membership or health form electronically or on paper, attend classes or contact us, we may collect:
- Your name, postal and email addresses, date of birth and telephone number.
- Parent or guardian details where the student is under 18.
- Emergency-contact and next-of-kin information.
- Membership, attendance, grading, insurance and payment records.
- Health information supplied through a health questionnaire where it is relevant to safe participation.
- Your communication and marketing preferences, including whether you have chosen to receive updates about classes, products or offers.
- Technical information generated when you use our website, such as an IP address, browser information and essential cookie data.
Please make sure you have permission before giving us another person’s details, such as those of an emergency contact.
How do we use your information?
We use personal information only where we have a lawful reason to do so. Depending on the purpose, we may rely on:
- Contract: to administer your membership, payments, classes, attendance, gradings and services you request.
- Legal obligation: to meet accounting, tax, insurance, safeguarding, health-and-safety and other legal requirements.
- Legitimate interests: to answer enquiries, manage and improve the club, maintain appropriate records and protect students, staff and the organisation, where these interests do not override your rights.
- Vital interests: to use relevant information in an emergency where someone’s life or safety may be at risk.
- Consent: for optional marketing communications and, where required, the use of health information. You may withdraw consent at any time.
Health information receives additional protection because it is special-category data. We use only the information necessary to support safe training and respond appropriately in an emergency.
We do not use personal information for solely automated decisions that produce legal or similarly significant effects.
Who do we share information with?
Where necessary, we may share limited information with instructors and authorised administrators, insurers, governing or associated martial-arts organisations, payment providers, professional advisers, and providers that support our website, forms, email or record systems.
We may also disclose information where required by law, to safeguard a person, or to establish, exercise or defend legal claims. Service providers may use information only for the agreed purpose and must protect it appropriately.
We do not sell personal information. We do not store complete credit- or debit-card details; card payments are handled by the relevant payment provider.
If a service provider processes information outside the UK, we use an appropriate legal safeguard, such as UK adequacy regulations or approved contractual protections.
Protecting and retaining your information
We use appropriate organisational and technical measures to protect information from unauthorised access, alteration, loss or disclosure. Access is limited to people who need the information for their role.
We keep personal information only for as long as it is needed for the purpose collected and to meet applicable legal, tax, insurance, safeguarding and dispute-resolution requirements. Retention is reviewed according to the type of record, the student’s relationship with the club and any legal obligation. Information is then securely deleted or destroyed.
Your information rights
Depending on the circumstances and our lawful basis, you may have the right to:
- Ask for access to the personal information we hold about you.
- Ask us to correct inaccurate or incomplete information.
- Ask us to erase information or restrict how it is used.
- Object to processing based on legitimate interests or to direct marketing.
- Receive certain information in a portable format.
- Withdraw consent at any time where processing relies on consent.
To exercise a right, email stephenmcdade@sky.com. We may ask for proportionate proof of identity. Requests are normally free of charge; a reasonable administrative fee may apply only where a request is manifestly unfounded or excessive, or where further copies are requested.
Your right to object
You may object at any time to the use of your personal information for direct marketing. You may also object to processing based on legitimate interests, although we may continue where there are compelling legitimate grounds or the information is needed for legal claims.
If you have a concern, please contact us first so we can investigate it. You also have the right to complain to the Information Commissioner’s Office (ICO): ico.org.uk/make-a-complaint/.
Updating this notice
We may update this privacy notice to reflect changes to our services, practices or legal obligations. The latest version will be published on this page with its revised date. Please tell us when your personal details change so we can keep our records accurate.