MIDDA MARTIAL ARTS LTD
PRIVACY POLICY
Last updated: [INSERT DATE]
INTRODUCTION
Midda Martial Arts Ltd respects your privacy and is committed to protecting your personal information.
This Privacy Policy explains how we collect, use, store and protect personal information when you:
• Visit our website
• Book a trial class
• Join as a member
• Attend classes or events
• Contact us by email, phone, text, website form or social media
• Receive marketing or communication from us
Midda Martial Arts Ltd provides martial arts classes for children, young people and families.
WHO WE ARE
Midda Martial Arts Ltd is the data controller responsible for the personal information we collect and use.
Business name: Midda Martial Arts Ltd
Website: www.middamartialarts.com
Email: [email protected]
Phone: 07588130687
If you have any questions about this Privacy Policy or how we use your data, please contact us at:
WHAT PERSONAL INFORMATION WE COLLECT
We may collect and process the following personal information.
Parent/guardian information:
• Name
• Email address
• Phone number
• Address or general location
• Emergency contact details
• Communication preferences
• Payment and billing information
• Messages, enquiries or correspondence with us
Student information:
• Child’s name
• Date of birth or age
• Class location
• Attendance information
• Grading and progress information
• Belt level
• Medical conditions, injuries, allergies or additional support needs
• Behaviour, safeguarding or incident information where relevant
• Photographs and video where consent/permission has not been withdrawn
Website and marketing information:
• Website usage data
• Form submissions
• Trial booking data
• Email engagement, such as opens or clicks
• Social media interactions
• Advertising audience data where applicable
• Cookies and similar tracking technologies
HOW WE COLLECT INFORMATION
We collect information when:
• You fill out a trial booking form
• You complete a membership or payment form
• You contact us by email, phone, text or social media
• You attend a class, grading or event
• You provide medical, injury or safeguarding information
• You interact with our emails, website, adverts or social media pages
• You give permission for photography or video use
We may also receive information from third-party systems we use to manage bookings, payments, emails, text messages and marketing.
WHY WE USE YOUR PERSONAL INFORMATION
We use personal information for the following purposes:
• To respond to enquiries
• To book and manage trial classes
• To register students as members
• To manage classes, attendance and progress
• To process payments and Direct Debit instructions
• To communicate important class updates
• To send reminders, follow-ups and membership information
• To support student safety, safeguarding and wellbeing
• To record medical, injury or additional support information
• To manage behaviour, incidents or concerns
• To provide customer service
• To send marketing emails or texts where permitted
• To create and manage social media adverts
• To use photographs and videos for marketing where appropriate
• To improve our website, services and communication
• To comply with legal, financial, insurance and safeguarding obligations
OUR LAWFUL BASIS FOR USING PERSONAL INFORMATION
We only use personal information where we have a lawful basis to do so.
Depending on the situation, we may rely on:
Contract
To provide classes, memberships, trials, payment arrangements and customer service.
Consent
For certain marketing communications, photography/video use, and where required for health or sensitive information.
Legitimate interests
To run and improve our business, respond to enquiries, manage follow-ups, understand customer engagement, prevent misuse, and promote our services in a reasonable way.
Legal obligation
To comply with financial records, tax, safeguarding, health and safety, and legal requirements.
Vital interests
In rare situations, where information is needed to protect someone’s life or safety.
Special category data
Some information, such as medical conditions, injuries, allergies or additional support needs, may be treated as special category data. We use this information only where necessary to protect the student’s safety and wellbeing, with appropriate safeguards in place.
CHILDREN’S INFORMATION
Because we provide children’s martial arts classes, we collect information about children from their parent or guardian.
We do not intentionally collect contact details directly from children for marketing purposes.
Parents and guardians are responsible for ensuring the information they provide about their child is accurate and kept up to date.
MARKETING COMMUNICATIONS
We may send marketing emails, text messages or other communications about:
• Trial classes
• Class availability
• Open days
• Offers
• Events
• New locations
• Membership information
• Relevant Midda Martial Arts updates
We will only send marketing communications where we are legally allowed to do so.
You can unsubscribe or ask us to stop marketing communication at any time by:
• Clicking the unsubscribe link in an email where available
• Replying to a message
• Emailing [email protected]
If you ask us to stop marketing, we may still contact you about important service-related matters, such as payments, class changes, safeguarding, or membership administration.
PHOTOGRAPHY AND VIDEO
We may take photos and videos during classes, gradings or events for:
• Website content
• Social media
• Advertising
• Flyers and promotional materials
• Parent updates
• Training and educational purposes
Parents who do not want their child to appear in photographs or videos must notify us in writing by emailing:
We will make reasonable efforts to respect opt-out requests.
Please note that once images have already been published, printed or shared, it may not always be possible to fully remove them from all places, but we will take reasonable steps where possible.
COOKIES AND WEBSITE TRACKING
Our website may use cookies and similar technologies to:
• Help the website function properly
• Understand how visitors use the website
• Improve website performance
• Support advertising and marketing activity
• Measure enquiries, bookings or engagement
Where required, non-essential cookies will only be used with appropriate consent.
You can usually control cookies through your browser settings or any cookie banner shown on our website.
WHO WE SHARE INFORMATION WITH
We may share personal information with trusted third parties where necessary to run our business, provide services, meet legal obligations or protect safety.
This may include:
• Booking and CRM platforms
• Email and text message platforms
• Payment and Direct Debit providers
• Website hosting providers
• Social media and advertising platforms
• Accountants and professional advisers
• Insurance providers
• Safeguarding authorities where required
• Schools, venues or local authorities where necessary
• Emergency services if needed
We only share information where there is a valid reason to do so.
PAYMENT INFORMATION
Payments may be processed through third-party payment or Direct Debit providers.
We do not usually store full payment card or bank details ourselves. Payment information is handled by the payment provider according to their own security and privacy processes.
INTERNATIONAL TRANSFERS
Some systems or service providers we use may process data outside the UK.
Where this happens, we expect those providers to use appropriate safeguards to protect personal information in line with UK data protection law.
HOW LONG WE KEEP INFORMATION
We only keep personal information for as long as reasonably necessary.
As a general guide:
• Enquiry and trial information may be kept for up to 24 months after last contact unless you ask us to delete it sooner.
• Membership records may be kept for up to 7 years after membership ends for financial, tax, insurance and legal purposes.
• Payment and accounting records may be kept for up to 7 years.
• Safeguarding, injury or incident records may be kept for longer where necessary to protect children, comply with safeguarding expectations, or support legal/insurance requirements.
• Marketing preferences may be kept for as long as needed to ensure we respect unsubscribe or opt-out requests.
• Photos and videos may be kept while they remain relevant for promotional or business use, unless an opt-out request applies.
HOW WE PROTECT YOUR INFORMATION
We take reasonable steps to protect personal information from loss, misuse, unauthorised access, disclosure, alteration or destruction.
These steps may include:
• Password-protected systems
• Limited access to personal information
• Secure third-party platforms
• Staff awareness of data protection responsibilities
• Keeping records only where needed
• Reviewing and deleting outdated information where appropriate
YOUR RIGHTS
You have rights under UK data protection law.
These may include the right to:
• Access the personal information we hold about you
• Ask us to correct inaccurate information
• Ask us to delete information in certain circumstances
• Ask us to restrict how we use your information
• Object to certain uses of your information
• Withdraw consent where we rely on consent
• Ask for a copy of your information in a portable format where applicable
• Complain to the Information Commissioner’s Office
To make a request, please email:
We may need to confirm your identity before responding.
COMPLAINTS
If you are unhappy with how we use your personal information, please contact us first so we can try to resolve the issue.
Email:
You also have the right to complain to the Information Commissioner’s Office.
Website: www.ico.org.uk
CHANGES TO THIS PRIVACY POLICY
We may update this Privacy Policy from time to time.
The latest version will be available on our website.
CONTACT US
For any questions about this Privacy Policy or how we handle personal information, please contact:
Midda Martial Arts Ltd
Email: [email protected]
Website: www.middamartialarts.com
