Macclesfield Kickboxing Academy – Privacy Policy

Reviewed March 2025

1. Who We Are

Macclesfield Kickboxing Academy (“we”, “us”, “our”) provides martial-arts training for children, young people and adults in Macclesfield, UK.
We are the Data Controller responsible for your personal information.

Contact details
📧 [email protected]
📍 Macclesfield, Cheshire, United Kingdom

We operate under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. What Information We Collect

We collect and process only the information needed to run the academy safely and effectively, including:

Members and Parents/Guardians

Full name, address, contact details and date of birth

Emergency contacts and medical information (e.g. allergies or injuries)

Attendance and grading records

Payment and membership information

Photos and videos (where consent is given)

Visitors and Website Users

Names, emails and phone numbers submitted via enquiry or booking forms

IP addresses and cookie data for analytics and security

3. How We Use Your Information

We use your data to:

Manage memberships, classes and events

Maintain health & safety and safeguarding requirements

Communicate timetables, grading dates and academy news

Handle payments and administration

Comply with legal and insurance obligations

Use photos and videos for marketing only with consent

We never sell or rent your information to anyone.

4. Lawful Bases for Processing

We process data under these legal bases:

Contract – to deliver your membership services

Legal obligation – to meet safeguarding, tax and insurance requirements

Vital interests – to protect someone in an emergency

Consent – for marketing or media use (optional)

Legitimate interest – to operate and improve the academy

You may withdraw consent at any time by contacting us.

5. Sharing Your Data

We share data only when necessary and lawful, for example:

With qualified instructors and staff for class management

With governing bodies or insurers for licence or competition purposes

With medical professionals or emergency services if required

With accountants or payment processors for financial administration

All third parties must protect your data and act only on our instructions.

6. Data Retention

Personal data is kept only as long as necessary for its purpose and legal requirements.
Membership records are normally retained for six years after leaving the academy, then securely deleted or anonymised.

7. Data Security

We use technical and organisational measures to protect your data, including:

Password-protected systems and encrypted storage

Limited staff access on a need-to-know basis

Secure locked storage for paper records

If a data breach occurs, we will notify the ICO and affected individuals where legally required.

8. Your Rights

Under UK GDPR you can:

Request access to your data

Ask for corrections or deletion

Object to or restrict processing

Withdraw consent for marketing or photos

Lodge a complaint with the Information Commissioner’s Office (ICO)
👉 www.ico.org.uk | 0303 123 1113

To exercise your rights, email [email protected].

9. Cookies & Website Analytics

Our website uses cookies to function and to analyse anonymous traffic.
You can turn off cookies in your browser settings if you prefer, but some features may not work properly.

10. Photography & Media

We may photograph or film sessions and events to celebrate achievements and promote the academy.
Images are only used with explicit consent and never published with a child’s full name.
You can withdraw media consent at any time.

11. Changes to This Policy

We may update this Privacy Policy periodically. The latest version will always be available on our website or from reception.