Privacy Policy

Reading School of Martial Arts

Effective Date: 17th June 2025
Last Updated: 17th June 2025

1. Introduction

Reading School of Martial Arts ("we," "us," "our," or "the School") is committed to protecting your privacy and personal data. This Privacy Policy explains how we collect, use, store, and protect your personal information in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Data Controller: Si-Fu Wayne Husbands, Reading School of Martial Arts, Reading, Berkshire, England.

2. Information We Collect

2.1 Personal Information

We collect and process the following types of personal data:

Student Registration Information:

• Full name and preferred name
• Date of birth
• Home address and contact details
• Telephone numbers (mobile and landline)
• Email address
• Emergency contact details
• Relationship to emergency contacts

Health and Medical Information:

• Medical conditions that may affect training
• Physical limitations or disabilities
• Allergies and medications
• Doctor's contact information
• Previous injuries relevant to martial arts training
• Pregnancy status (where applicable)

Training Records:

• Class attendance records
• Progress assessments and grading records
• Belt/sash levels achieved
• Training notes and instructor feedback
• Disciplinary records (if applicable)

Financial Information:

• Payment method preferences
• Payment history and outstanding fees
• Bank details (for direct debit arrangements)

Children's Information (Under 18):

• Parent/guardian details and consent records
• School information (where relevant)
• Special educational needs or requirements
• Safeguarding records

2.2 Technical Information

When you visit our website or contact us electronically:

• IP address and browser information
• Website usage data and cookies
• Email communication records
• Social media interactions

3. How We Collect Your Information

We collect personal data through:

• Registration and enrolment forms
• Direct communication (phone, email, in-person)
• Class attendance and participation
• Payment processing
• Website interactions
• Photography and video recording during classes
• Medical disclosure forms
• Emergency contact forms

4. Legal Basis for Processing

We process your personal data under the following legal bases:

Contract Performance: To provide martial arts instruction and fulfil our contractual obligations to students.

Legitimate Interests:

• Maintaining class records and tracking student progress
• Ensuring health and safety during training
• Managing our business operations
• Marketing our services to existing students

Vital Interests: Protecting health and safety in emergency situations.

Legal Obligation: Complying with safeguarding requirements and health and safety regulations.

Consent:

• Marketing communications to prospective students
• Photography and video recording
• Special category data processing (where required)

5. How We Use Your Information

5.1 Primary Purposes

• Class Administration: Managing enrolments, attendance, and scheduling
• Instruction and Progress: Tracking martial arts progression and providing appropriate training
• Health and Safety: Ensuring safe training environments and responding to medical emergencies
• Financial Management: Processing payments and maintaining financial records
• Communication: Sending class updates, schedule changes, and important notices

5.2 Secondary Purposes

• Marketing: Promoting our services to existing students (with appropriate consent)
• Improvement: Analysing class attendance and feedback to improve our services
• Compliance: Meeting legal and regulatory requirements
• Child Protection: Safeguarding minors in accordance with our duties

6. Sharing Your Information

6.1 When We Share Data

We may share your personal information in the following circumstances:

Emergency Services: Medical information may be shared with healthcare providers or emergency services in urgent situations.

Legal Authorities: We may disclose information to police, social services, or courts when legally required or to protect child welfare.

Insurance Companies: Relevant information may be shared with our insurance providers in case of claims.

Payment Processors: Financial information is shared with secure payment processing services.

Professional Bodies: Grading and certification information may be shared with relevant martial arts organisations.

6.2 Third-Party Service Providers

We may use trusted third-party services for:

• Payment processing (with PCI DSS compliant providers)
• Email communications and marketing platforms
• Website hosting and maintenance
• Accounting and bookkeeping services

All third parties are required to maintain appropriate data protection standards and use your information only for specified purposes.

6.3 International Transfers

We do not routinely transfer personal data outside the UK. Where international transfers are necessary, we ensure appropriate safeguards are in place in accordance with UK GDPR requirements.

7. Data Retention

7.1 Retention Periods

We retain personal data for the following periods:

Active Students:

• Personal and contact information: Duration of membership plus 2 years
• Medical information: Duration of membership plus 5 years
• Training records: Duration of membership plus 7 years
• Financial records: 7 years from last transaction

Former Students:

• Contact information: 2 years after leaving
• Medical information: 5 years after leaving
• Safeguarding records: 25 years after the individual reaches age 18
• Grading certifications: Permanently (for verification purposes)

Prospective Students:

• Enquiry information: 2 years from last contact

7.2 Secure Disposal

Personal data is securely deleted or destroyed when retention periods expire, unless we have a legal obligation to retain it longer.

8. Data Security

8.1 Security Measures

We implement appropriate technical and organisational measures to protect your personal data:

Physical Security:

• Locked filing cabinets for paper records
• Restricted access to training premises
• Secure disposal of confidential documents

Digital Security:

• Password-protected computer systems
• Regular software updates and security patches
• Encrypted storage for sensitive information
• Secure backup procedures

Access Controls:

• Limited access to personal data on a need-to-know basis
• Regular review of access permissions
• Staff training on data protection responsibilities

8.2 Data Breach Procedures

In the event of a data breach, we will:

• Assess and contain the breach immediately
• Report to the Information Commissioner's Office within 72 hours (where required)
• Notify affected individuals of high-risk breaches
• Document the incident and implement preventive measures

9. Your Rights

Under UK GDPR, you have the following rights regarding your personal data:

9.1 Right of Access

You can request a copy of the personal data we hold about you, free of charge.

9.2 Right to Rectification

You can ask us to correct inaccurate or incomplete personal data.

9.3 Right to Erasure

You can request deletion of your personal data in certain circumstances, such as when it's no longer necessary for the original purpose.

9.4 Right to Restrict Processing

You can ask us to limit how we use your personal data in specific situations.

9.5 Right to Data Portability

You can request your personal data in a structured, commonly used format for transfer to another provider.

9.6 Right to Object

You can object to processing based on legitimate interests or for direct marketing purposes.

9.7 Rights Related to Automated Decision-Making

We do not use automated decision-making or profiling that significantly affects individuals.

9.8 Exercising Your Rights

To exercise any of these rights, please contact us using the details provided in Section 12. We will respond within one month of receiving your request.

10. Children's Privacy

10.1 Special Protections

We take extra care when processing children's personal data:

• Parental consent is obtained for children under 13
• Parents/guardians can exercise data rights on behalf of children under 18
• We limit data collection to what is necessary for safe instruction
• Regular review of children's data processing activities

10.2 Safeguarding Data

Information related to child protection concerns is handled in accordance with statutory safeguarding guidance and may be retained for extended periods as required by law.

11. Photography and Video Recording

11.1 Consent and Usage

• We may photograph or film classes for promotional, instructional, or record-keeping purposes
• Explicit consent is obtained before capturing images
• Students can withdraw consent at any time
• Images are used only for agreed purposes
• Parents/guardians provide consent for children's images

11.2 Social Media

• Images may be used on our website, social media, or promotional materials
• Individuals can request removal of their images
• We do not tag individuals without permission

12. Contact Information and Complaints

12.1 Data Protection Contact

For any data protection enquiries, requests, or concerns:

Reading School of Martial Arts
Data Protection Officer: Si-Fu Wayne Husbands
Address: ST BART'S CHURCH, LONDON ROAD, READING, RG13QA
Email: sifu@readingschoolofmartialarts.co.uk
Telephone: 07511 967258

12.2 Supervisory Authority

If you are dissatisfied with our handling of your personal data, you have the right to lodge a complaint with:

Information Commissioner's Office (ICO)
Website: ico.org.uk
Telephone: 0303 123 1113
Online: ico.org.uk/make-a-complaint

13. Changes to This Policy

13.1 Updates

We may update this Privacy Policy periodically to reflect changes in:

• Our data processing practices
• Legal requirements
• Technology and security measures

13.2 Notification

Material changes will be communicated through:

• Email notifications to current students
• Notice posted at the School premises
• Updates on our website

Continued use of our services after changes indicates acceptance of the updated policy.

14. Cookies and Website Privacy

14.1 Website Usage

Our website may use cookies and similar technologies to:

• Improve website functionality and user experience
• Analyse website traffic and usage patterns
• Remember your preferences

14.2 Cookie Management

You can control cookie settings through your browser preferences. Some website features may not function properly if cookies are disabled.

15. Marketing Communications

15.1 Consent

• Marketing emails are sent only with explicit consent
• Students can opt out at any time using unsubscribe links
• We maintain a suppression list to respect opt-out requests

15.2 Types of Communications

Marketing communications may include:

• Information about new classes or programmes
• Special offers for existing students
• Martial arts events and workshops
• Newsletter with training tips and school news

This Privacy Policy demonstrates our commitment to protecting your personal information while providing excellent martial arts instruction. If you have any questions about how we handle your data, please don't hesitate to contact us.

This Privacy Policy should be reviewed annually and updated as necessary to ensure continued compliance with data protection law and best practices.