RESPECT, EXCELLENCE and TRUST are the core beliefs of EAST WEST MARTIAL ARTS. The protection of customer information and Privacy is no exception.
With this in mind we have provided users with a simple guide to our Privacy notice. Our simple guide is designed to be clear and easy to understand and we hope it helps.
Simple Guide to our Privacy Notice
Personally identifiable information that a visitor might be asked to provide when contacting East West Martial Arts via our website.
- Email address
- Telephone number
This occurs when using the contact us page on our website. Examples being parents requesting information about our children’s taster lessons. In addition this occurs when booking our 4 Week Adult Beginners Martial Arts Course online.
In conclusion, East West Martial Arts will never intentionally disclose any personally identifiable information about visitors to this website to any third party.
We respect your privacy and we are committed to protecting your personal data. This privacy notice informs you about how we look after your personal data, which you may have provided to us.
- Important information and who we are.
- The data we collect about you.
- If you fail to provide personal data to us.
- How is your personal data collected.
- How we use your personal data.
- Purposes for which we will use your personal data.
- Automated decision making.
- Marketing from us.
- Opting out.
- Change of purpose.
- Disclosures of your personal data.
- International transfers.
- Data security.
- Data retention.
- Your legal rights.
- Contact details.
- Changes to our privacy notice.
1. Important information and who we are
Most importantly, we recommend that you read this privacy notice. It aims to give you information on how we collect and process your personal data.
In addition, this includes any such data in respect of any child who is going to become the student, and you are their parent or guardian.
This occurs when you use our website or make an enquiry, book a taster lesson or sign up as a member of East West Martial Arts.
Please note that our website is not intended for children. All children wishing to train in our Martial Arts classes will require their parents or legal guardian to contact us.
We, being East West Martial Arts are the data controller. This means that we decide how your personal information is processed and for what purposes. This is referred to as “us”, “we” or “our” in this privacy notice.
Therefore, if you have any questions about this privacy notice, including any requests to exercise your legal rights. Please contact us using the details set out below.
- Our details are: East West Martial Arts.
- Email address: firstname.lastname@example.org
- Postal address: Unit 325, K2 House Business Centre, Heathfield Way, Northampton NN5 7QP.
- Telephone number: 07834 351 112
Likewise, you have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk).
Above all, we would appreciate the chance to deal with your concerns first, before you approach the ICO.
In conclusion, we ask that you please contact us in the first instance.
Your duty to inform us of changes
It is important that the personal data we hold about you is accurate and current. Therefore, we request that you please keep us informed if your personal data changes, during your relationship with us.
This website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you.
We do not control these third-party websites and are not responsible for their privacy statements. In conclusion, as we do not control these third-party websites, we advise that when you leave our website, you read the privacy notice of every website you visit.
2. The data we collect about you
In short, personal data, or personal information, means any information about an individual from which that person can be identified. However it does not include data where the identity has been removed (anonymous data).
When you opt in to marketing communications, register on our website, register for classes or tuition via our website, or directly, we collect data from you to enable us to deliver our services.
For instance, this information may include your name, address, email, contact details. Similarly, it may also include emergency contact details, details of your children, including their name and their date of birth.
Likewise it also includes the permissions you grant us to provide medical assistance, who can and can’t collect your children. Most importantly, it will also include any other medical or learning needs we need to be aware of and your payment details.
Additionally, we may collect website usage information using cookies.
For instance,we may also collect, use, store and transfer different kinds of personal data about you, which we have grouped together follows:
Identity Data includes data which you provide via our enquiry form or membership agreement. Examples being, your first name, last name, marital status, title, date of birth and gender. In addition, this includes any such data in respect of any child who is going to be the student and you are the parent or guardian.
Contact Data includes email address, telephone numbers and emergency contact details.
Training Data includes details of attendance at tuition, competition results and grading examinations undertaken.
Health data includes details of any health conditions, medications and allergies. (this is known as sensitive personal data).
Visual images include videos and photographs of students.
Technical Data includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location. It also includes browser plug-in types and versions, operating system and platform and other technology on the devices you use to access this website.
Profile Data includes your username and password, purchases or orders made by you, your interests, preferences, feedback and survey responses.
Usage Data includes information about how you use our website, products and services.
Marketing & Communication Data
Marketing and Communications Data includes your preferences in receiving marketing from us and our third parties and your communication preferences.
Financial Data includes bank account and payment card details.
Transaction Data includes details about payments to and from you and other details of products and services you have purchased from us.
We also collect and use Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data may be derived from your personal data, but is not considered personal data in law. This is because this data does not directly or indirectly reveal your identity.
In instances where Aggregated Data is combined with your personal data so that it can directly or indirectly identify you. In these situations, we treat the combined data as personal data. This means that it will only be used in accordance with this privacy notice.
3. If you fail to provide personal data to us
In instances where we need personal data by law, or under the terms of a contract we have with you, that is not provided. If this occurs, and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you. Examples of this being, to provide you with martial arts tuition. If the data is not provided as requested, we may have to cancel the service you have with us. You will also be notified at this time.
4. How is your personal data collected
We use different methods to collect data from and about you.
For instance, you may give us your data by filling in a form (online or paper). Similarly by corresponding with us by post, phone or email. This includes personal data you provide when you:
- Attend a taster lesson with us.
- Enquire about our products or services.
- Subscribe to our publications.
- Request marketing to be sent to you.
- Give us some feedback.
- Enter into an agreement with us for tuition.
- When you attend a lesson or grading event.
As you interact with our website, we may automatically collect technical data about your equipment, browsing actions and patterns. We collect this personal data by using cookies and other similar technologies.
We may receive personal data about you from various third parties as set out below.
- Technical Data from the following parties:
- analytics providers such as Google Analytics; and
- advertising networks such as Google AdWords and Facebook.
- Contact, Financial and Identity Data from providers of technical, payment and delivery services such as NEST Management Limited. They are based in the EU and who provide us with various services including tuition fee collection. They also provide our administration, and business management software applications.
- Contact and Identity Data from providers of introductory services such as NEST Management Limited (Get Into Martial Arts). NEST Management limited are based in EU.
5. How we use your personal data
Set out below, is a description of all the ways we plan to use your personal data. Likewise it also includes which of the legal bases we rely on to do so. Similarly we have also identified what our legitimate interests are, where appropriate.
This may be used to process your personal data for more than one lawful ground. This depends on the specific purpose for which we are using your data. Please contact us if you need details about the specific legal ground we rely on to process your personal data. Instances where more than one ground has been set out below.
6. Purposes for which we will use your personal data
Please find below a description of all the ways we plan to use your personal data. Similarly, this also includes which of the legal bases we rely on to do so. Likewise, we have also identified what our legitimate interests are where appropriate for clarity.
This may be used to process your personal data for more than one lawful ground. This depends on the specific purpose for which we are using your data. Please contact us if you need details about the specific legal ground we rely on to process your personal data.
The Reasons we are relying on to Process your Personal Data
To add details to our database of prospective customers
Type of Data we use: (a) Identity. (b) Contact.
Reason: This is necessary for our legitimate interests, to be able to respond to your enquiry.
To register you (or your child) as a new student
Type of Data: (a) Identity. (b) Contact. (c) Health. (d) Training.
Reasons: (a) Performance of a contract with you. (b) Necessary for our legitimate interests.
Importantly, any health data that you provide to us about you (or the student) is classified as Special Category data. This data is provided to us by you at your discretion. In addition, your explicit consent may be withdrawn at any time.
To manage your membership with us and other transactions with us
Purpose: (a) Manage payments, fees and charges. (b) Collect and recover any money owed to us.
Type of data: (a) Identity (b) Contact. (c) Financial. (d) Transaction. (e) Marketing and Communications.
Reasons: Performance of a contract with you. (b) Necessary for our legitimate interests. For example, to recover any debts due to us.
To manage our relationship with you
Type of data: (a) Identity. (b) Contact. (c) Profile. (d) Training. (e) Financial. (f) Marketing & Communications.
Reasons: (a) Performance of a contract. (b) Necessary to comply with a legal obligation. (c) Necessary for our legitimate interests. Importantly it is needed to keep our records updated and to study how customers use our products or services.
To use for the purposes of social media pages, East West Martial Arts website and press releases
Type of data: (a) Visual images.
Reasons: (a) Consent. We will seek your consent on your membership application form. To clarify, you may withdraw your consent at any time by contacting us by email or letter.
To enable you to receive offers and information
Purpose/Activity: To enable you to receive offers and information, other than answers to your enquiry or taster lesson booking. This is provided that you have opted in to that service.
Type of data: (a) Identity. (b) Contact. (c) Profile. (d) Usage. (e) Marketing & Communications.
Reasons: (a) Necessary for our legitimate interests. This includes studying how our customers use our products and services. We do this to develop our products and services to grow our business.
To administer and protect our business and website
Purpose/Activity: This includes troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting data.
Type of data: (a) Identity. (b) Contact. (c) Technical. (d) Transactional. (e) Profile. (f) Usage. (g) Financial.
Reasons: (a) Necessary to comply with a legal obligation.
To deliver relevant website content to you and measure and understand the effectiveness of any notices that we provide you
Type of data: (a) Identity. (b) Contact. (c) Profile. (d) Usage. (e) Marketing & Communications. (f) Technical.
Reasons: (a) Necessary for our legitimate interests. This includes studying how customers use our products or services. For example, this information will be used to grow our business and inform you of our marketing strategy.
To use data analytics to improve our website, products/services, marketing, customer relationship and experiences
Type of data: (a) Identity. (b) Contact. (c) Profile. (d) Usage. (e) Marketing & Communications. (f) Technical.
Reasons: (a) Necessary for our legitimate interests. This includes studying how customers use our products or services. This information will be used to grow our business and inform you of our marketing strategy.
The following explains some of the terms used above in connection with the lawful basis for our processing:
This means the interest of our business in conducting and managing our business. This is to enable us to give you the best service/product and the best and most secure experience. We make sure we consider and balance any potential impact on you (both positive and negative) and your rights. This is done before we process your personal data for our legitimate interests. Your personal data is not used for activities where our interests are overridden by the impact on you. In conclusion, this occurs unless we have your consent or are otherwise required or permitted to by law.
You can obtain further information about how we assess our legitimate interests. This is how we consider any potential impact on you in respect of specific activities by contacting us.
Performance of Contract
This means processing your data where it is necessary for the performance of a contract.
Comply with a legal or regulatory obligation
This is where it is necessary for compliance with a legal or regulatory obligation that we are subject to.
7. Automated technologies or interactions
We do no process your personal data for automated decision making. For instance, where that decision making has any legal or similarly significant effect on you.
8. Marketing from us
We may use your personal data to form a view on what we think you may want or need. This may include what may be of interest to you. This is how we decide which products and services may be relevant for you (we call this marketing).
In short, you may receive marketing communications from us if you have requested information from us or purchased services from us. For instance, in each case, you have opted-in to receive that marketing.
9. Opting out
You can ask us to stop sending you marketing messages at any time by sending an email to us. Likewise you can also ask us to stop sending you marketing messages by contacting us by phone or post.
If you decide to opt out of receiving marketing message from us.(but remain a member or continue to receive our services or make a purchase from us). You will then continue to receive non- marketing communications about your class bookings or other appointments with us. Likewise you will also still receive communications relating to the management of your membership. This includes service communications about the academy or services we provide you with.
Google Analytics Cookies
We use Google Analytics cookies to help understand how visitors engage with our website. Google uses a set of cookies to collect information and report website usage statistics. This occurs without personally identifying individual visitors to Google ourselves.
These Google Advertising cookies are used to help make sure only relevant and interested parties see our web advertisements. Google uses a set of cookies to collect information and serve adverts over their network. It does this without personally identifying individuals to Google ourselves.
We use Facebook Pixel to help make sure only relevant and interested parties see our Facebook advertisements. Facebook uses a set of cookies to collect information and serve adverts over their network.
11. Change of purpose
We will only use your personal data for the purposes for which we collected it. This occurs unless we reasonably consider that we need to use it for another reason. (and that reason is compatible with the original purpose).
If we need to use your personal data for an unrelated purpose, we will notify you. Likewise, we will also explain the legal basis which allows us to do so. Please note that we may process your personal data without your knowledge or consent. This is in compliance with the above rules, where this is required or permitted by law.
12. Disclosures of your personal data
We do not sell or share your personal data with any other organisations for their marketing purposes. likewise your personal data is only shared as explained in this privacy notice.
We may have to share your personal data with external third parties. They are used to perform certain functions on our behalf or provide us with services. This is required to enable us to deliver our services and manage our business.
The services these third parties provide include our business management system, our IT support and service providers. This includes payment processing and debt collection services and professional advice.
We may also share personal data with national governing bodies, regulatory associations and other similar organisations. This is in connection with the tuition subject you /student is receiving.
This may require us to share your personal data with HM Revenue and Customs and other regulatory authorities.
Your personal data may also be shared with third parties. This would only occur if we may sell, transfer, or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them. If such a change happens to our business. In this situation, the new owners may use your personal data. Importantly, they can only use your data in the same way as set out in this privacy notice.
There could be instances where we may also need to share your personal information to third parties. This would only occur in exceptional or emergency circumstances. This occurs where we believe that the sharing of information about your or your child is vital. (to protect you, your child or another person).
All third parties are required to respect the security of your personal data and to treat it in accordance with the law. No third-party service providers are allowed to use your personal data for their own purposes. It only permits them to process your personal data for specified purposes and in accordance with our instructions.
13. International transfers
We do not transfer your personal data outside the European Economic Area (EEA).
14. Data security
We take the steps required by data protection law to protect your personal information. This is to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed.
In addition, we limit access to your personal data to those employees, agents, contractors and other third parties. (only those who have a business need to know). They will only process your personal data on our instructions and they are subject to a duty of confidentiality.
15. Data retention
We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for. This includes the purposes of satisfying any legal, accounting, or reporting requirements.
To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data. Similarly, we also consider the potential risk of harm from unauthorised use or disclosure of your personal data. This includes the purposes for which we process your personal data. (and whether we can achieve those purposes through other means, and the applicable legal requirements).
By law we have to keep basic information about our customers. This includes Transaction Data for six years after they cease being customers for tax purposes.
In some circumstances you can ask us to delete your data: see “Request erasure of your personal data” below.
Similarly, in certain circumstances, we may anonymise your personal data. (so that it can no longer be associated with you). This may be for research or statistical purposes. (in which case we may use this information indefinitely without further notice to you).
16. Your legal rights
Under certain circumstances, you have rights under data protection laws in relation to your personal data. Please see below to find out more about these rights:
Request access to your personal data:
You may request access to your personal data (commonly known as a “data subject access request”). This enables you to receive a copy of the personal data we hold about you. (and to check that we are lawfully processing it).
Request correction of your personal data:
This enables you to have any incomplete or inaccurate data we hold about you corrected. However, we may need to verify the accuracy of the new data you provide to us. If you become aware that we hold incorrect information, please contact us, and we will make the correction. Examples being, contact details changes, such as address, telephone number or e-mail details.
Request erasure of your personal data:
This enables you to ask us to delete or remove personal data. This occurs where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data. This would occur where you have successfully exercised your right to object to processing. This is where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law.
To clarify, we may not always be able to comply with your request of erasure for specific legal reasons. These will be notified to you, if applicable, at the time of your request.
Object to processing of your personal data:
Where there is something about your particular situation which makes you want to object to processing. (on this ground as you feel it impacts on your fundamental rights and freedoms).
You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information. (which override your rights and freedoms).
Request restriction of processing your personal data:
You can request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios. (a) if you want us to establish the data’s accuracy. (b) where our use of the data is unlawful but you do not want us to erase it. (c) where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims. (d) you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.
Request transfer of your personal data:
You can request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen. (a) your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use. (or where we used the information to perform a contract with you).
Right to withdraw consent:
You have the right to withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.
If you wish to exercise any of the rights set out above, please contact us.
No fee usually required.
You will not have to pay a fee to access your personal data. (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances.
What we may need from you.
We may need to request specific information from you. This is to help us confirm your identity and ensure your right to access your personal data. (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed. Especially to any person who has no right to receive it. You could also be contacted to ask you for further information in relation to your request to speed up our response.
Time limit to respond.
We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex. (or you have made a number of requests). In this case, we will notify you and keep you updated.
NEST Management Limited is a company which provides us with various services. This includes our tuition fee collection and administration, and business management software applications.
We, us, our means owners of this website and the business. We are providing tuition and other services which you may be using or enquiring about through this site.
18. Contact Details
- East West Martial Arts.
- Unit 325, K2 House Business Centre, Heathfield Way, Northampton NN5 7QP.
- Tel: 07834 351 112
19. Changes to our privacy notice
We may amend this privacy notice from time to time. This Privacy Notice was last updated 26 February 2019.