​Effective Date: 01.01.2026

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1. Introduction

UN/ORTHDX GFTEAM CIC ("we", "us", "our") is committed to protecting your personal data and respecting your privacy. This policy explains how we collect, use, and store your personal data when you interact with us, sign up for classes, or use our website. 

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2. Data We Collect

We collect personal information necessary to manage your membership and ensure a safe training environment, including: 

• Personal Details: Name, address, date of birth, telephone number, email address.

• Emergency Contact: Name and phone number.

• Health Information: Relevant medical conditions or injuries for safety purposes (special category data).

• Payment/Billing Information: Bank details or payment processor information.

• Attendance & Experience: Class attendance records, rank, and previous martial arts experience.

• Media: Photographs or videos taken during classes or events for marketing purposes (with consent).

• CCTV: We may use CCTV on the premises for safety and security. 

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3. How We Use Your Data

We process your data based on the following legal bases:

• Contractual Necessity: To manage your membership, process payments, and provide training services.

• Legal Obligation: To comply with health and safety regulations, insurance requirements, or to respond to legal requests.

• Legitimate Interest: To communicate class updates, promotions, or to operate our website effectively.

• Consent: For using photos/videos of you for marketing purposes. 

 

4. Data Sharing

We do not sell your personal information. We may share data with:

• Third-Party Processors: Booking systems (e.g., 123 Forms), payment processors (e.g., Stripe), or email marketing services (e.g., Gmail) that are GDPR-compliant.

• Legal Authorities: If required by law, such as for safeguarding concerns or in an emergency. 

 

5. Data Security & Retention

• Security: We use secure, password-protected systems to store your data and limit access to authorized staff.

• Retention: We keep your personal data only for as long as necessary. If a student leaves, we will endeavour to remove their personal data within three months. Financial records are kept for legal requirements (e.g., 6 years). 

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6. Your Rights

Under GDPR, you have the following rights regarding your data:

• Access: To request a copy of the information we hold about you.

• Rectification: To correct inaccurate or incomplete data.

• Erasure (Right to be Forgotten): To ask us to delete your data.

• Withdraw Consent: To withdraw consent for marketing or photo usage at any time. 

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7. Contact Information

If you have any questions or wish to exercise your rights, please contact us at:

• Email: wandsworthbjj@gmail.com

• Phone: 07904022460