FIGHTWORX ACADEMY
Privacy Policy
Fightworx Academy is a not-for-profit organisation running three martial arts academies in South Devon, in Torquay, Newton Abbot and Brixham. We are committed to protecting the privacy and security of our members' personal information, and this policy explains what we collect, why we collect it, who we share it with, and the rights you have over it.
This policy is written to reflect the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
Who We Are
1. Data Controller
Fightworx Academy is the data controller responsible for your personal information. If you have any questions about this policy or how your information is used, please contact us at team@fightworx.co.uk.
Information We Collect
2. Personal Information
When you sign up for a membership at Fightworx Academy, we collect personal information such as your name, address, email address, phone number, emergency contact details, and billing information.
3. Health Information
To help keep our members safe during training, we may ask for health-related information, including any medical conditions or injuries that could affect your participation in martial arts training. This is treated as special category data under UK GDPR, and we only collect it with your explicit consent, for the purpose of keeping training safe.
4. Membership Information
We collect information relating to your membership through ClubRight, our membership management platform, including membership status, attendance records and payment history.
5. Information About Under-18s
Where a member is under 18, we collect the above information from, and about, their parent or guardian, who registers the membership and is responsible for agreeing to our terms and conditions on the member's behalf. We collect this information to run our junior programmes safely and in line with our safeguarding practices.
How We Use Your Information
6. Membership Services
We use your personal information to provide membership services, including scheduling classes, processing payments through Clubright, managing your ClubRight account, and communicating with you about academy updates and events.
7. Safety and Safeguarding
Health-related information is used to help keep you safe during training and to make reasonable accommodations around any medical conditions or injuries you have told us about. For junior members, we also use information as needed to meet our safeguarding responsibilities.
8. Marketing Communications
With your consent, we may use your contact information to send you promotional emails or newsletters about academy promotions, special events or new classes. You can opt out of marketing communications at any time by contacting us at team@fightworx.co.uk or using the unsubscribe link in any email.
9. Photography, Filming and Promotional Use
We may take photographs and video during classes, gradings, events and open days for use in our promotional material, in line with the consent set out in our membership terms and conditions. You can ask us not to feature you, or withdraw consent at any time, by emailing team@fightworx.co.uk.
Sharing Your Information
10. Third-Party Service Providers
We share your personal information with trusted third-party service providers who help us run the academy, including ClubRight (membership management and bookings) and GoCardless (direct debit payment processing). These providers only receive the information they need to perform their service and are not permitted to use it for their own purposes.
11. Legal Compliance and Safeguarding
We may disclose your information where required by law, to comply with a legal obligation such as a court order or regulatory request, or where necessary to protect the welfare of a member, including making a safeguarding referral to the relevant local authority or agency where we have genuine concerns about a junior member.
Data Retention
12. How Long We Keep Your Information
We keep your personal information for as long as you remain a member, and for a reasonable period afterwards to meet our legal, accounting and insurance obligations, before securely deleting or anonymising it.
Data Security
13. Keeping Your Information Safe
We implement reasonable technical and organisational measures to protect the confidentiality and integrity of your personal information. However, no method of transmission over the internet or electronic storage is completely secure, and we cannot guarantee absolute security.
Your Rights
14. Your Rights Under UK GDPR
You have the right to:
- Access the personal information we hold about you.
- Ask us to correct any information that is inaccurate or incomplete.
- Ask us to delete your information, where there is no good reason for us to keep it.
- Ask us to restrict how we use your information in certain circumstances.
- Object to how we use your information, including for direct marketing.
- Ask us to provide your information to you, or transfer it to another organisation, in a portable format.
- Withdraw your consent at any time, where we rely on consent to use your information.
To exercise any of these rights, please contact us at team@fightworx.co.uk. You also have the right to complain to the Information Commissioner's Office (ICO), the UK's data protection regulator, at ico.org.uk, if you believe we have not handled your information properly.
Changes to This Policy
15. Updates
We may update this Privacy Policy from time to time to reflect changes in our practices, or for other operational, legal or regulatory reasons. We encourage you to review this policy periodically, and the current version will always be available on request and on our website.
Contact Us
16. Get in Touch
If you have any questions, concerns or requests regarding this Privacy Policy or the handling of your personal information, please contact us at team@fightworx.co.uk.