Privacy Policy

1. Who We Are

Pro-Karate Coventry is a karate club providing martial arts training in Coventry, United Kingdom. For any questions about this policy or your data, please contact us at:

• Email: hello@pro-karate-coventry.co.uk
• Phone: 07581 126279

2. What Information We Collect

We may collect and process the following personal data:

• Student name (and parent/guardian name if under 18)
• Date of birth
• Contact details (address, phone number, email)
• Emergency contact information
• Medical or health information relevant to training
• Payment details (where applicable)
• Attendance records

3. How We Collect Your Data

We collect data when you:

• Register as a student
• Fill out membership or contact forms
• Communicate with us (email, phone, social media)
• Participate in classes or events

4. How We Use Your Information

We use your data to:

• Register and manage student memberships
• Communicate important club information
• Ensure student safety during training
• Maintain attendance and grading records
• Process payments
• Meet legal and insurance requirements

5. Legal Basis for Processing

We process your data under the following legal bases:

• Consent – where you have given clear permission
• Contract – to provide our services
• Legal obligation – for compliance with laws
• Legitimate interests – for running the club safely and effectively

6. Data Storage and Security

We store your data securely and take appropriate measures to protect it from loss, misuse, or unauthorized access. Your data will only be kept for as long as necessary for the purposes outlined in this policy.

7. Sharing Your Data

We do not sell your data. We may share it with:

• Governing bodies (if required for grading/licensing)
• Insurance providers
• Emergency services (if necessary)

All third parties are required to respect the security of your data.

8. Photo and Media Consent

From time to time, Pro-Karate Coventry may take photographs or videos during training sessions, gradings, or events. These images or videos may be used for:

• Promoting the club on our website
• Social media pages (e.g., Facebook, Instagram)
• Marketing materials (posters, flyers)

We will always seek explicit consent from students or parents/guardians (for those under 18) before using any identifiable images.

You have the right to:

• Refuse consent for photos/videos
• Withdraw consent at any time

To withdraw consent, please contact us using the details above. We will remove images where reasonably possible.

9. Your Rights

Under UK GDPR, you have the right to:

• Access your personal data
• Request correction of inaccurate data
• Request deletion of your data
• Restrict or object to processing
• Withdraw consent at any time

To exercise your rights, contact us using the details above.

10. Children’s Privacy

We collect data for children under 18 only with parental/guardian consent.

11. Website and Cookies

Our website may use cookies to improve user experience and analyse website traffic.

What are cookies?
Cookies are small text files stored on your device when you visit a website.

We may use cookies to:

• Ensure the website functions properly
• Understand how visitors use our site
• Improve performance and user experience

Types of cookies we may use:

• Essential cookies – required for basic website functionality
• Analytics cookies – help us understand website usage (e.g., Google Analytics)

You can control or disable cookies through your browser settings. Please note that disabling cookies may affect how the website functions. Where required, we will request your consent before placing non-essential cookies on your device.

12. Changes to This Policy

We may update this privacy policy from time to time. Updates will be posted on our website.

13. Complaints

If you have concerns about how we handle your data, you can contact the Information Commissioner’s Office (ICO):

• Website: https://www.ico.org.uk