This policy explains what personal information we collect, why we collect it, how we look after it and what your rights are. We keep it short and plain on purpose. If anything isn't clear, email us atinfo@totalcombatmartialarts.co.uk.
Who we are
Total Combat Martial Arts is run by TCMA Ltd ("we", "us"). We run Kickboxing, Taekwondo and Krav Maga classes at Unit 2, 16-18 Hall Street, Southport, PR9 0SF. We are the data controller for the personal information described in this policy.
Contact: info@totalcombatmartialarts.co.uk
What we collect
When you enquire or book a free trial (through our website, a Facebook or Instagram form, a message, a phone call or in person):
- Your name, phone number and email address
- Your child's age or age group, if the enquiry is for a child
- Which class and date you're interested in
- Anything else you choose to tell us in your message
When you or your child join as a member:
- The student's name and date of birth
- Parent or guardian name and contact details
- Emergency contact details
- Relevant medical information or conditions, so we can keep the student safe in class
- Attendance, grading and progress records
- Payment and membership details (card details are handled by our payment provider, not stored by us)
Photos and video: we sometimes take photos and video in class to share on our website and social media. We only use images of a child with a parent or guardian's consent, we never put a child's name on an image, and you can withdraw consent at any time.
Website and social media: our website and social media platforms may use cookies and similar technology to understand how people use them and to show relevant adverts. You can control cookies through your browser settings.
Why we use your information
- Reply to your enquiry and book your free trial. Lawful basis: your request and our legitimate interest in responding.
- Send trial confirmations and reminders by text or email. Lawful basis: your request and our legitimate interest.
- Run classes, manage memberships and take payments. Lawful basis: contract.
- Keep students safe, including medical and emergency information. Lawful basis: legal obligation, vital interests and explicit consent for health information.
- Use photos and video of students. Lawful basis: consent.
- Send news, offers and updates about classes. Lawful basis: consent (you can opt out at any time).
We will never sell your personal information.
Who we share it with
We only share your information when we need to, with:
- Meta (Facebook and Instagram), when you fill in one of our forms on those platforms. Meta's own privacy policy also applies.
- Our booking, membership and payment providers, who process information on our behalf.
- Our coaches, who need student details to run classes safely.
- Governing bodies and insurers, for licensing, gradings and insurance where needed.
- Emergency services or authorities, if the law requires it or someone's safety is at risk.
Some of these providers may store data outside the UK. Where they do, we make sure appropriate safeguards are in place.
How long we keep it
- Enquiries and trial bookings that don't lead to membership: deleted within 12 months.
- Member records: kept while you're a member and for up to 6 years afterwards for legal, insurance and accounting reasons.
- Accident and incident records: kept for as long as the law and our insurers require.
- Photos and video: kept until you ask us to remove them, or until they're no longer used.
Keeping it safe
We keep personal information in secure, password-protected systems and only give access to people who need it. Paper records, such as registers, are kept securely.
Your rights
Under UK data protection law you can:
- Ask for a copy of the information we hold about you
- Ask us to correct anything that's wrong
- Ask us to delete your information
- Object to, or ask us to limit, how we use it
- Withdraw consent at any time, including for photos and marketing
- Ask us to transfer your information to someone else
To use any of these rights, email info@totalcombatmartialarts.co.uk. We'll reply within one month. Parents and guardians can make requests on behalf of their children.
Complaints
If you're unhappy with how we've handled your information, please talk to us first. You also have the right to complain to the Information Commissioner's Office (ICO) at ico.org.uk or on 0303 123 1113.
Changes to this policy
We may update this policy from time to time. The latest version will always be on this page, with the date it was last updated.