Privacy notice

Here at Aspire Martial Arts we take your privacy seriously. We will only use your personal information to provide the services you have requested from us. These services include attendance at classes, gradings and, where you choose to participate, competitions and other events that we support.

Who we are

We are Aspire Martial Arts, the registered address for which is:
46 Randalls Croft Road, Wilton, Salisbury, Wiltshire, SP2 0EX

Our Data Protection Officer is Rachel Houston. You can contact our DPO by email at admin@aspire-martial-arts.co.uk

What personal Information do we collect and what do we do with it?

We only collect and process the personal information that you provide us with. We do not obtain additional personal information from other sources.

We do not share your data with any third party for marketing purposes.

Personal information collected by Aspire Martial Arts includes:

  • Student name
  • Student gender
  • Student date of birth
  • Student address
  • contact telephone number (student, or if under 18, that of a parent / guardian)
  • contact email address (student, or if under 18, that of a parent / guardian)
  • emergency contact (name)
  • emergency contact telephone number
  • Student photograph
  • student health data (where relevant)

We need this personal data to manage your time with us as a student, whether that is training, grading or competing. Unfortunately, if you do not want to provide us with this information you will not be able to become a student with Aspire Martial Arts.

The legal bit...

To hold your personal information, the law requires us to have what is called a "legal basis" for holding and processing your details. When you come to Aspire Martial Arts classes, you are asking us to teach you a martial art. When you sign up for our classes you pay us each month. This is a kind of contract, and so Aspire Martial Arts legal basis for holding your personal information is "contractual" - we hold the information to enable us to provide you with the services we offer. The personal information is required to enter into a contract with Aspire Martial Arts.

If you are under 18

Where you are under 18 years of age, we will also collect and use personal information you provide about your parent / guardian to:

  • Contact them about club activities including gradings, competitions, training and other club related activities.
  • Use their name and email address to enable us to set up a Direct Debit to pay your training fees and collect other payments such as grading fees.

We also ask you to provide personal information about someone we can contact in the event of an emergency.

Student health data

When you become a student with us, we ask you to tell us about any medical conditions that may be relevant in you undertaking a martial art. We only ask for this information to ensure that you are able to train with us in a safe environment where your individual needs are recognised.

We do not share this information with anyone not involved in teaching, grading or organising and running competitions and only when relevant to ensure your wellbeing.

We will ask you to give explicit consent for us to hold and process the information for the purpose described above.

Who we share your data with

We only share relevant personal information with other organisations (“third parties”) where it is necessary to enable you to take part in the activity, including where we use a service to manage your contract with us.

Martialytics

Aspire Martial Arts uses a student administration system called Martialytics. Martialytics is an online system offered by The Leveque Software Company Pty Ltd. The personal information you provide us with whilst a student is stored in this system, and we use this system to track your training including promotions. We also use Martialytics to send you emails that are relevant to your time with us as a student.

Your personal information is held within the European Union but may also be held in Australia (as this is Martialytics country of origin). This does not affect your rights or the safety of your personal information.

The Leveque Software Company Pty Ltd. APPLECROSS WA 6153

GoCardless

Aspire Martial Arts collects students training fees and other payments using Direct Debits. We share your name and email address with GoCardless Limited to enable them to contact you to set up your direct debit and collect your payments once you are a student. You will have an agreement directly with GoCardless and they have their own privacy policy that you should read.

When you set up your Direct Debit with GoCardless, Aspire Martial Arts is not given your bank account details (the information is encrypted). If you have any questions about your personal information held by GoCardless you will need to contact them directly.

GoCardless Ltd., Sutton Yard, 65 Goswell Road, London, EC1V 7EN, United Kingdom

UK ITF

Aspire Martial Arts is partnered with UK ITF. We are required to register students with UK ITF and this is a condition of training with Aspire Martial Arts. We only share the personal information when necessary to register you. We share your name, date of birth and nationality.

UK ITF 192 High Street, (1st Floor), West Drayton, Middlesex UB7 7BE, United Kingdom

International TaeKwon-Do Federation (ITF)

If you achieve your black belt in TaeKwon-Do, we are required to register you directly with the ITF. We share your name, date of birth and nationality.

ITF 192 High Street, (1st Floor), West Drayton, Middlesex UB7 7BE, United Kingdom

How long do we hold your details for?

Aspire Martial Arts will hold your personal information for a period depending on what our relationship with you is.

Before you’re a student

When you first contact us we will ask you to provide your name, email address and telephone number. We hold this information whilst we help find the right class for you or your child. If you decide against joining our classes, we will hold your personal information for six months before we delete your personal information.

Sometimes our classes are full, and we cannot take any more students. If you ask to join one of classes and it is full, we will ask you if you want to go on a waiting list. If you say ‘yes’, we will contact you if spaces become available at the class you have asked about. We will keep you on a waiting list for 2 years before we delete your personal information.

In either case, you can contact us at any time and ask us not to contact you again (this is called your Right to object). Each time we contact you we will make sure you can let us know that you do not want us to contact you again. If you tell us you do not want us to contact you, again we will delete your personal information. We will do this immediately.

When you’re a student

Once you become a student, we hold your personal information for the whole time you are a student with us. If you leave us, we will hold your personal information for a period of 7 years after you leave. If you ask us to delete your personal information, we will delete what we can but we will not delete all of your data until this 7-year period has ended.

You have the right to object to our processing of your personal information and may do so at any time. However, we hold your personal information as part of our contract with you. If you do not want us to hold your personal information this will restrict your ability to attend our classes and be a student of Aspire Martial Arts.

Your additional individual rights

Where Aspire Martial Arts holds personal information about you, you have a number of additional rights. These are quite straightforward.

The right to be informed

That is what this notice does; it tells you what personal information we collect, what we do with it, who we share it with and how long we hold it for.

The right to access

This just means that you can ask us at any time to let you know what personal information we hold about you and we will provide you with a copy.

If you want to know what personal information we hold about you, you can contact us at admin@aspire-martial-arts.co.uk and we will provide you with the information. We have a month to get it to you but we will try to make sure it is quicker than this.

You can ask us to provide your personal information in a form that is easily transferrable to another organisation and which can be extracted by software. This is called The right of data portability.

The right to rectification

If we have anything wrong, this gives you the right to get us to correct it. We will do this immediately. We try to ensure all your personal information is up to date.

When you are a member of Aspire Martial Arts, we ask you to let us know of any changes to your personal information. We do this explicitly when we ask you to renew your annual membership but you can do this at any time.

If you tell us we have something wrong, and we have shared that with another organisation as described in the section called “Who we share your data with”, we will tell them the correct information to enable them to update their records.

The Right to Withdraw Consent

Each time we contact you before you become a student we give you the right to “withdraw consent”. This means you can tell us not to contact you again about our classes. If you do this, we will delete your details.

Once you become a student, we will only contact you with information about being a student with Aspire Martial Arts you do have the right to withdraw consent but this will only apply to communications that are emails highlighting the opportunity to buy merchandise (such as hoodies). Where we need to send you emails as part of our contractual obligation to deliver the services we provide (for example, when gradings or master classes are scheduled to occur) you cannot opt out of receiving these emails whilst you are a student.

How to complain

Please let us know if you are unhappy with how we have used your personal information. You can contact us at admin@aspire-martial-arts.co.uk.

You also have the right to complain to the Information Commissioner’s Office. Find out on their website www.ico.org.uk/concerns/.

Other Websites

Our website contains links to other websites. This privacy policy only applies to Aspire Martial Arts so when you link to other websites you should read their privacy policies.

Changes to our Privacy Policy

We keep our privacy policy under regular review and we will place any updates on this web page. This privacy policy was updated on 25th May 2018