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Privacy Notice

Last updated: August 2026

Colours Martial Arts is committed to protecting the privacy and personal information of our students and their families.

This Privacy Notice explains what information we collect, why we collect it, how we use and protect it, and your rights in relation to your personal information.

1. Who we are

Colours Martial Arts is responsible for the personal information that we collect and use in connection with membership and the running of our club.

If you have any questions about how your information is used, please contact:

Instructor Mr Adam Green at Colours Martial Arts
Email: adam@coloursmartialarts.co.uk
Telephone: 07708 451683

2. Information we collect

Depending on your involvement with the club, we may collect:

  • your name and date of birth;

  • your address, email address and telephone number;

  • parent or guardian details where the student is under 18;

  • emergency contact details;

  • membership and training information;

  • relevant medical information, including medical conditions, allergies, injuries and medication;

  • information about additional needs or disabilities where this may help us support a student;

  • photography and video preferences;

  • information relating to participation in classes, gradings, competitions and other club activities;

  • payment and transaction information; and

  • information required for insurance, safeguarding or governing-body purposes.

3. Why we use your information

We may use personal information to:

  • administer your membership and maintain accurate club records;

  • communicate with students and parents/guardians about classes, gradings, events and other club activities;

  • collect and manage membership fees and other payments;

  • organise gradings, competitions and events;

  • provide safe and appropriate Taekwon-Do training;

  • contact parents, guardians or emergency contacts when necessary;

  • respond appropriately to medical situations or emergencies;

  • meet our safeguarding responsibilities;

  • arrange appropriate insurance and meet insurance requirements;

  • meet the requirements of relevant Taekwon-Do governing bodies or associations; and

  • meet our legal and regulatory obligations.

We will only use personal information for purposes that are reasonably connected with the running of Colours Martial Arts, unless we have another lawful reason to use it.

4. Our lawful basis for using your information

UK data protection law requires us to have a lawful basis for processing personal information.

Depending on the information and why we need it, we may process personal information because:

  • it is necessary to provide and administer your membership or another agreement with you;

  • we have a legitimate interest in safely and effectively operating Colours Martial Arts;

  • we need to comply with a legal obligation; or

  • you have given us consent to use the information for a particular purpose.

Where we rely on legitimate interests, those interests include the effective administration of the club, communicating with students and parents/guardians, and maintaining the safety and proper operation of our activities.

5. Medical and health information

Information concerning a person's health is treated as special category personal data and receives additional protection under data protection law.

We only ask for health or medical information that is relevant to helping us provide safe and appropriate training and respond appropriately in an emergency.

Where we rely on your explicit consent to process health or medical information, you may withdraw that consent at any time by contacting us.

Withdrawing consent does not affect the lawfulness of our use of the information before consent was withdrawn. In some circumstances, being unable to hold information that is necessary for a student's safety may affect our ability to provide particular activities safely.

6. Children and young people

Many of our students are children and young people. We recognise that their personal information requires particular care.

Where appropriate, information relating to a student under 18 may be provided by and communicated through their parent or guardian.

We aim to explain how we use personal information in clear and understandable language and only collect information that is reasonably necessary for the safe and effective running of the club.

7. Photographs and video

We may occasionally take photographs or videos during classes, gradings, competitions, demonstrations or other club activities.

Where photographs or videos are intended for promotional purposes, such as use on our website or social media pages, we will respect the photography/video choice recorded for the student.

Refusing permission for promotional photography or video will not affect membership or participation in normal club activities.

Permission may be withdrawn by contacting us. Withdrawal will apply to future use where reasonably possible, although we may not always be able to remove material that has already been published or distributed.

8. Who we may share information with

We do not sell your personal information.

Where necessary, relevant information may be shared with:

  • Colours Martial Arts instructors or authorised volunteers who need the information;

  • our insurers and insurance providers;

  • relevant Taekwon-Do governing bodies or associations;

  • grading, competition or event organisers;

  • venues or service providers where necessary for an activity;

  • payment providers and other organisations that provide services to the club;

  • emergency services, medical professionals or safeguarding authorities where necessary; and

  • public authorities or other organisations where we are legally required to provide information.

We will only share information where there is an appropriate reason to do so and will limit the information shared to what is reasonably necessary.

9. How we store and protect your information

We take reasonable steps to protect personal information against loss, misuse, unauthorised access or disclosure.

Electronic records are stored using access-controlled systems and appropriate account security. Paper records containing personal information are stored securely.

Access to personal information is limited to people who reasonably need it to perform their role or help ensure the safety of our students.

10. How long we keep your information

We will keep membership records and associated personal information for three years after your membership with Colours Martial Arts ends.

This allows us to retain appropriate records for administrative, insurance, safeguarding and legal purposes.

Where we are required by law, safeguarding requirements or another legitimate reason to retain particular information for longer, we may do so.

Once personal information is no longer required, it will be securely deleted or destroyed.

11. Your rights

Depending on the circumstances and the lawful basis on which we use your information, you may have the right to:

  • ask us what personal information we hold about you;

  • request a copy of your personal information;

  • ask us to correct information that is inaccurate or incomplete;

  • ask us to delete your personal information in certain circumstances;

  • ask us to restrict the way we use your information;

  • object to certain uses of your information;

  • request transfer of certain information; and

  • withdraw your consent where we rely on consent.

Not all of these rights apply in every circumstance.

If you would like to exercise any of these rights, please contact Colours Martial Arts using the details at the top of this notice.

12. Keeping your information accurate

Please tell us if your contact details, emergency contact details, medical information or other relevant circumstances change.

This is particularly important where a change could affect a student's health or safety during training.

13. Complaints

If you have a concern about how Colours Martial Arts has handled your personal information, please contact us first so that we can investigate it.

You also have the right to complain to the Information Commissioner's Office (ICO), the UK's independent data protection regulator.

Further information is available from the ICO at ico.org.uk.

14. Changes to this Privacy Notice

We may update this Privacy Notice from time to time, for example if the way we use personal information changes or data protection requirements change.

The latest version will be published on our website and the date at the top of this notice will show when it was last updated.

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