Last updated 23 September 2026
1. Who we are
Haxby Martial Arts Ltd, trading as MartialArts4U ("we", "us" or "our"), is the data controller for the personal information described in this policy. Our correspondence address is Thorp Arch Martial Arts, Block 2, Unit E, Marrtree Business Park, Rudgate, Thorp Arch, Wetherby, LS23 7QA.
2. Information we collect
- Contact details, including names, addresses, telephone numbers and email addresses.
- Trial, membership and class information, including the participant's age, chosen location and attendance.
- Parent or guardian details where a participant is under 18.
- Relevant health, medical, accessibility and emergency-contact information needed to provide safe training.
- Payment and transaction records. We do not retain complete card details.
- Messages, enquiries, feedback, surveys, complaints, consent records and other correspondence.
- Photographs or video where appropriate consent or another lawful basis applies.
- CCTV images at locations where CCTV is in operation.
- Technical information such as IP address, browser type and basic website usage information, including limited anti-spam records.
3. How and why we use it
We use personal information to answer enquiries, arrange trials, administer memberships and payments, deliver classes safely, review feedback and improve our services, communicate operational information, handle complaints and safeguarding concerns, prevent crime, maintain our facilities and meet legal obligations.
Our lawful bases include performing a contract or taking steps before a contract, complying with a legal obligation, protecting vital interests, our legitimate interests in operating and improving the organisation, and consent where it is appropriate. Special-category information, such as health information, is used only where an additional lawful condition applies.
4. Children and young people
Many of our services are for children. Membership and trial information for a child should be supplied by, or with the knowledge of, a parent or guardian. We use children's information only to provide safe and appropriate services, manage the membership and meet safeguarding responsibilities. We do not knowingly use children's personal information for unrelated marketing.
5. Who we share information with
We may share information with authorised staff and instructors; website, email, hosting, customer-management, payment and communications suppliers acting on our instructions; insurers and professional advisers; emergency services, local authorities, governing or safeguarding bodies; and regulators or law-enforcement agencies where required. We do not sell personal information.
6. International transfers
Some service providers may process information outside the United Kingdom. Where this happens, we use an approved safeguard, such as UK adequacy regulations or contractual protections, and take reasonable steps to keep the information secure.
7. How long we keep information
| Record | Normal retention |
|---|---|
| General enquiries and unsuccessful trial enquiries | Up to 24 months after the last contact |
| Feedback forms and surveys | Up to 24 months after submission, or longer where the feedback becomes part of a complaint, safeguarding matter or legal record |
| Membership and contractual records | Up to 6 years after membership ends |
| Financial and transaction records | 6 years after the relevant financial year |
| Marketing preferences | Until consent is withdrawn or after 24 months of inactivity |
| Adult accident or incident records | Normally 3 years; longer where a claim or legal duty requires |
| Child accident or incident records | Normally until the child's 21st birthday; longer where required |
| Safeguarding records | Normally until age 25 for a child, or 6 years after last contact for an adult, unless guidance or a legal need requires longer |
| CCTV | 7 days, unless footage is needed to investigate an incident, meet a legal obligation or establish, exercise or defend a claim |
8. CCTV
CCTV may be used to protect members, visitors, staff and property; deter and investigate crime; manage health and safety; and review serious incidents. Signs identify areas where CCTV operates. Access is restricted to authorised people. Routine footage is automatically overwritten after 7 days. Relevant footage may be secured for longer while an investigation, complaint, insurance matter or legal claim is handled.
9. Security
We use appropriate organisational and technical measures to protect information, including access controls, passwords, limited staff access and secure service providers. No online service is completely risk-free, but we review our safeguards and respond to suspected breaches.
10. Your rights
Depending on the circumstances, you may ask for access to your information, correction, erasure, restriction, portability, or object to processing. Where we rely on consent, you may withdraw it at any time. You also have rights in relation to solely automated decisions; we do not currently make significant decisions about members using solely automated processing.
To exercise a right, email peter.pratt@martialarts4u.co.uk. We may need to confirm your identity and normally respond within one month.
11. Cookies and links
Our website may use necessary and limited analytics technologies. Links to other websites are governed by those organisations' own privacy information. Please review their policies before providing personal information.
12. Questions and complaints
Please contact us first so we can try to resolve your concern. You can also complain to the Information Commissioner's Office at ico.org.uk/make-a-complaint or by calling 0303 123 1113.
13. Changes to this policy
We may update this policy when our services, suppliers or legal duties change. The date at the top of this page shows when it was last revised.