MSK Martial Arts – Privacy Policy
1. Introduction
MSK Martial Arts (“MSK”, “we”, “our”, “us”) is committed to protecting the privacy and security of our members, parents/guardians, and visitors. This Privacy Policy explains how we collect, use, and protect personal information in line with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
By becoming a member or providing your personal data to MSK, you agree to the terms of this Privacy Policy.
2. Information We Collect
We may collect and store the following types of personal information:
· Contact details – name, address, email, phone number.
· Emergency contact details – for children and adults.
· Health and medical information – provided on PAR-Q or consent forms to ensure safe participation.
· Membership information – attendance records, payment details, membership status.
· Images and video – with prior consent, for promotional or safeguarding purposes.
· Website/online data – if you interact with us online (cookies, enquiry forms, etc.).
3. How We Use Your Information
We use personal data for the following purposes:
· To manage membership records and process payments.
· To ensure participant safety and adapt training if needed.
· To contact members/parents with updates, class changes, or important notices.
· To promote MSK Martial Arts (only with explicit consent for photos/videos).
· To comply with legal obligations (e.g., safeguarding, child protection, HMRC requirements).
4. Legal Basis for Processing
We process personal data under the following lawful bases:
· Contract – to provide membership and training services.
· Legal obligation – safeguarding, tax, and regulatory requirements.
· Consent – for using images, videos, and optional communications.
· Legitimate interests – running and improving the club safely and effectively.
5. Data Sharing
We do not sell or share your personal information with third parties for marketing purposes.
We may share limited information with:
· Insurance providers (if required for claims).
· Governing bodies or competition organisers (with consent).
· Emergency services if necessary to protect health or safety.
6. Data Storage and Security
· Personal data is stored securely (digitally and/or in locked files).
· Only authorised staff/instructors have access to relevant data.
· We take reasonable steps to protect data from loss, misuse, or unauthorised access.
7. Data Retention
· Membership records: retained while active and up to 6 years after membership ends.
· Health and consent forms: retained for 3 years (or until a child turns 21, whichever is longer).
· Financial/payment records: retained for 6 years in line with HMRC requirements.
8. Your Rights
Under the UK GDPR, you have the right to:
· Access the personal data we hold about you.
· Request correction of inaccurate or incomplete data.
· Request deletion of your data (subject to legal requirements).
· Restrict or object to how we process your data.
· Withdraw consent where processing is based on consent.
To exercise these rights, please contact us (details below).
9. Photography and Media
We will only use photographs or videos of members for marketing, social media, or promotional purposes with prior consent. Parents/guardians must provide consent for under-18s.
10. Cookies and Website Use
If our website uses cookies, these may collect limited data to improve functionality. You can control or disable cookies in your browser settings.
11. Contact Us
If you have any questions about this Privacy Policy or how we handle your data, please contact:
MSK Martial Arts – Data Protection Officer
Email: sensei_iancooper@hotmail.com
Phone: 07870611949
Address: suite 7, 46 Brampton Road, Eastbourne BN22 9BN
If you are not satisfied, you have the right to complain to the Information Commissioner’s Office (ICO): www.ico.org.uk.
12. Updates to This Policy
We may update this Privacy Policy from time to time. The latest version will always be available on request