1. Introduction and Our Commitment

Bestleg Taekwondo Academy (“we”, “us”, “our”) is committed to protecting the privacy and security of your personal information. This policy outlines how we collect, use, store, and protect personal data in compliance with UK data protection legislation, including the UK General Data Protection Regulation (UK GDPR).

This policy applies to all personal information we process, whether in hard copy, electronically, or through other means, relating to our members, prospective members, parents/guardians of junior members, staff, volunteers, and website users.

2. Who We Are and Data Protection Contact

Bestleg Taekwondo Academy is the Data Controller for the personal information we process. This means we decide how your personal data is processed and for what purposes.

For any data protection queries, or if you wish to exercise any of your data protection rights, please contact us:

While we may not have a statutory Data Protection Officer (DPO) like a national governing body, we take data protection seriously and the above contact will handle all related matters.

3. The Information We Collect

We collect and process personal information that is necessary for the administration and operation of Bestleg Taekwondo Academy, and to provide our services to you. This may include:

• Member & Prospective Member Details: Name, address, date of birth, contact details (phone, email), emergency contact information, relevant medical conditions/allergies (for health and safety).
• Parent/Guardian Details (for junior members): Name, contact details.
• Membership & Attendance Information: Membership status, grades, attendance records, competition entries and results.
• Financial Information: Details relating to membership payments (though we may use third-party payment processors who have their own privacy policies).
• Communications: Records of communications with you.
• Website Usage: If you use our website, we may collect information via cookies (please see our separate Cookie Policy if applicable).
• Photographs and Videos: With explicit consent, for promotional purposes, training analysis, or event documentation.

4. How We Use Your Information

We use your personal information for the following purposes:

• To manage your membership and our relationship with you.
• To organise and run Taekwondo classes, gradings, competitions, and events.
• To ensure the health and safety of our members.
• To communicate with you about academy news, events, and important updates.
• To process payments for membership and services.
• To comply with our legal and regulatory obligations (e.g., safeguarding, insurance).
• For affiliation purposes with governing bodies like British Taekwondo (e.g., for licensing, insurance, event participation).
• With your consent, for promotional and marketing purposes.

5. Our Lawful Basis for Processing

We will only process your personal data where we have a lawful basis to do so, including:

• Consent: Where you have given us clear consent to process your personal data for a specific purpose (e.g., for marketing, use of certain photographs).
• Contract: Where processing is necessary for a contract we have with you (e.g., your membership agreement).
• Legal Obligation: Where processing is necessary for us to comply with the law (e.g., safeguarding requirements, insurance).
• Legitimate Interests: Where processing is necessary for our legitimate interests or the legitimate interests of a third party, unless there is a good reason to protect your personal data which overrides those legitimate interests (e.g., for general administration, ensuring the effective running of the academy, or sharing data with British Taekwondo for licensing).
• Vital Interests: In rare cases, to protect someone’s life (e.g., sharing medical information in an emergency).

For special category data (e.g., health information), we will ensure we have an additional lawful basis for processing, such as explicit consent or where processing is necessary for reasons of substantial public interest (e.g., safeguarding).

6. Information Sharing

We may need to share your personal information with third parties in certain circumstances, including:

• British Taekwondo (and other relevant governing bodies): For membership registration, licensing, insurance, and participation in sanctioned events. This may involve transfers of data, including to countries outside the UK/EEA (e.g., World Taekwondo in South Korea for international licenses), for which we will seek your explicit consent and apply safeguards where possible.
• Service Providers: Third parties who provide services on our behalf (e.g., payment processors, IT support, email marketing platforms). We will have contracts in place with these providers to ensure they protect your data.
• Emergency Services: In the event of an emergency, to protect your vital interests.
• Legal and Regulatory Authorities: If required by law or to comply with a legal process.

We will not sell your personal information to third parties.

7. Data Security

We are committed to ensuring that your information is secure. We have put in place appropriate technical and organisational measures to prevent your personal data from being accidentally lost, used, or accessed in an unauthorised way, altered, or disclosed.

Access to your personal data is limited to those staff, volunteers, and instructors 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.

8. Data Retention

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements. Retention periods will vary depending on the type of information and the reason for its collection.