Here at South West Martial Arts, we take your privacy seriously. We will only use your personal information to provide the services you have requested from us. These services include attendance at classes, gradings and, where you choose to participate, competitions and other events that we support.
Who we are
We are South West Martial Arts, the registered address for which is:
83 Ducie Street, Manchester, England, M1 2JQ
Our Data Protection Officer is Jennie Clark. You can contact our DPO by email at firstname.lastname@example.org
What personal information do we collect and what do we do with it?
We only collect and process the personal information that you provide us with. We do not obtain additional personal information from other sources.
We do not share your data with any third party for marketing purposes.
Personal information collected by South West Martial Arts includes:
- Student name
- Student gender
- Student date of birth
- Student address
- contact telephone number (student, or if under 18, that of a parent/guardian)
- contact email address (student, or if under 18, that of a parent/guardian)
- emergency contact (name)
- emergency contact telephone number
- Student photograph
- student health data (where relevant)
We need this personal data to manage your time with us as a student, whether that is training, grading or competing. Unfortunately, if you do not want to provide us with this information you will not be able to become a student with South West Martial Arts.
The legal bit…
To hold your personal information, the law requires us to have what is called a “legal basis” for holding and processing your details. When you come to South West Martial Arts classes, you are asking us to teach you a martial art. When you sign up for our classes you pay us each month. This is a kind of contract, and so South West Martial Arts legal basis for holding your personal information is “contractual” – we hold the information to enable us to provide you with the services we offer. The personal information is required to enter into a contract with South West Martial Arts.
If you are under 18
Where you are under 18 years of age, we will also collect and use the personal information you provide about your parent/guardian to:
- Contact them about club activities including gradings, competitions, training and other club related activities.
- Use their name and email address to enable us to set up a Direct Debit to pay your training fees and collect other payments such as grading fees.
We also ask you to provide personal information about someone we can contact in the event of an emergency.
Student health data
When you become a student with us, we ask you to tell us about any medical conditions that may be relevant in your undertaking a martial art. We only ask for this information to ensure that you are able to train with us in a safe environment where your individual needs are recognised.
We do not share this information with anyone not involved in teaching, grading or organising and running competitions and only when relevant to ensure your wellbeing.
We will ask you to give explicit consent for us to hold and process the information for the purpose described above.
Who we share your data with
We only share relevant personal information with other organisations (“third parties”) where it is necessary to enable you to take part in the activity, including where we use a service to manage your contract with us.
South West Martial Arts uses a student administration system called Martialytics. Martialytics is an online system offered by The Leveque Software Company Pty Ltd. The personal information you provide us with whilst a student is stored in this system, and we use this system to track your training including promotions. We also use Martialytics to send you emails that are relevant to your time with us as a student.
Your personal information is held within the European Union but may also be held in Australia (as this is Martialytics country of origin). This does not affect your rights or the safety of your personal information.
The Leveque Software Company Pty Ltd. APPLECROSS WA 6153
When you set up your Direct Debit with GoCardless, South West Martial Arts is not given your bank account details (the information is encrypted). If you have any questions about your personal information held by GoCardless you will need to contact them directly.
GoCardless Ltd., Sutton Yard, 65 Goswell Road, London, EC1V 7EN, United Kingdom
South West Martial Arts is partnered with UK ITF. We are required to register students with UK ITF and this is a condition of training with South West Martial Arts. We only share the personal information when necessary to register you. We share your name, date of birth and nationality.
UK ITF 192 High Street, (1st Floor), West Drayton, Middlesex UB7 7BE, United Kingdom
International Taekwon-Do Federation (ITF)
If you achieve your black belt in TaeKwon-Do, we are required to register you directly with the ITF. We share your name, date of birth and nationality.
ITF 192 High Street, (1st Floor), West Drayton, Middlesex UB7 7BE, United Kingdom
How long do we hold your details for?
South West Martial Arts will hold your personal information for a period depending on what our relationship with you is.
Before you’re a student
When you first contact us we will ask you to provide your name, email address and telephone number. We hold this information whilst we help find the right class for you or your child. If you decide against joining our classes, we will hold your personal information for six months before we delete your personal information.
Sometimes our classes are full, and we cannot take any more students. If you ask to join one of the classes and it is full, we will ask you if you want to go on a waiting list. If you say ‘yes’, we will contact you if spaces become available at the class you have asked about. We will keep you on a waiting list for 2 years before we delete your personal information.
In either case, you can contact us at any time and ask us not to contact you again (this is called your Right to object). Each time we contact you we will make sure you can let us know that you do not want us to contact you again. If you tell us you do not want us to contact you, again we will delete your personal information. We will do this immediately.
When you’re a student
Once you become a student, we hold your personal information for the whole time you are a student with us. If you leave us, we will hold your personal information for a period of 7 years after you leave. If you ask us to delete your personal information, we will delete what we can but we will not delete all of your data until this 7-year period has ended.
You have the right to object to our processing of your personal information and may do so at any time. However, we hold your personal information as part of our contract with you. If you do not want us to hold your personal information this will restrict your ability to attend our classes and be a student of South West Martial Arts.
Your additional individual rights
Where South West Martial Arts holds personal information about you, you have a number of additional rights. These are quite straightforward.
The right to be informed
That is what this notice does; it tells you what personal information we collect, what we do with it, who we share it with and how long we hold it for.
The right to access
This just means that you can ask us at any time to let you know what personal information we hold about you and we will provide you with a copy.
If you want to know what personal information we hold about you, you can contact us at email@example.com and we will provide you with the information. We have a month to get it to you but we will try to make sure it is quicker than this.
You can ask us to provide your personal information in a form that is easily transferrable to another organisation and which can be extracted by software. This is called The right of data portability.
The right to rectification
If we have anything wrong, this gives you the right to get us to correct it. We will do this immediately. We try to ensure all your personal information is up to date.
When you are a member of South West Martial Arts, we ask you to let us know of any changes to your personal information. We do this explicitly when we ask you to renew your annual membership but you can do this at any time.
If you tell us we have something wrong, and we have shared that with another organisation as described in the section called “Who we share your data with”, we will tell them the correct information to enable them to update their records.
The Right to Withdraw Consent
Each time we contact you before you become a student we give you the right to “withdraw consent”. This means you can tell us not to contact you again about our classes. If you do this, we will delete your details.
Once you become a student, we will only contact you with information about being a student with South West Martial Arts you do have the right to withdraw consent but this will only apply to communications that are emails highlighting the opportunity to buy merchandise (such as hoodies). Where we need to send you emails as part of our contractual obligation to deliver the services we provide (for example, when gradings or master classes are scheduled to occur) you cannot opt out of receiving these emails whilst you are a student.
How to complain
Please let us know if you are unhappy with how we have used your personal information. You can contact us at firstname.lastname@example.org
You also have the right to complain to the Information Commissioner’s Office. Find out on their website www.ico.org.uk/concerns/.