Privacy Policy

Focus Martial Arts & Fitness (“we”, “us”, “our”) provides martial arts and fitness classes for children, teens and adults across High Wycombe and the surrounding areas. This policy explains what personal information we collect, how we use it, and the rights you have over it. We are committed to protecting your privacy and complying with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

If you have any questions about this policy or your personal data, contact us at admin@focus-fitness.co.uk or on (+44) 07913 328915.

The information we collect

For students under 18, the information we hold is provided to us by a parent or guardian. We collect:

• Member and parent / guardian details: name, email address, phone number and emergency contact details.
• Student details: name, date of birth, age group, belt level, and anything you tell us that helps us coach safely, such as medical conditions, allergies, injuries or additional needs.
• Booking and payment information: class bookings, trial requests, membership records, licence records and payment history. Card payments are processed securely by our payment provider; we never see or store your full card details.
• Photos and video: only where you have given us written consent, for example on our consent forms.
• Website and enquiry data: information you submit through our contact or trial booking forms, and limited technical data (such as device type and pages visited) collected through cookies.
• Communications: messages you send us by email, WhatsApp, Instagram or Facebook.

Children's information

We take children's privacy seriously. We only collect information about a child from their parent or guardian, we only collect what we genuinely need to run classes safely, and we never market directly to children. Health and medical information is treated as sensitive data: we ask for your explicit consent to hold it, we use it solely to keep students safe during sessions, and it is shared only with the instructors who need it. Focus Martial Arts & Fitness also has a child protection policy in place for the safety of all students.

How we use your information

We use personal information to:

• Manage trials, bookings, memberships, licences, gradings and payments (necessary to perform our contract with you).
• Keep students safe during classes, including acting on medical information and contacting you in an emergency.
• Meet our legal obligations, including safeguarding, insurance, accounting and tax record-keeping.
• Send you service messages about classes, such as timetable changes, cancellations and grading dates.
• Send you news and offers about Focus Fitness, only where you have opted in, and you can unsubscribe at any time.
• Use photos or video in our marketing, only where you have given consent, which you can withdraw at any time.

Our lawful bases under UK GDPR are: performance of a contract, legal obligation, consent (marketing, photos and medical information), vital interests (emergencies) and our legitimate interests in running the club safely and effectively.

Who we share information with

We never sell your information. We only share it with:

• Service providers who help us run the club, such as our payment provider, our booking and membership software, and our website host. They act on our instructions and are bound by data protection obligations.
• Communication platforms such as WhatsApp (Meta) if you choose to join a club group. Joining is optional and these platforms have their own privacy policies.
• Our insurers and national governing body where required, for example for licensing, or in the event of an incident or claim.
• Authorities such as the police, local authority or HMRC, where we are legally required to do so, including for safeguarding purposes.

How long we keep it

• Membership and booking records: for the duration of your membership and up to 2 years afterwards.
• Financial and payment records: 6 years, as required by law.
• Medical and consent forms: while the student attends classes, then securely deleted.
• Safeguarding records: in line with statutory guidance, which may require longer retention.
• Enquiries that don't lead to a booking: up to 12 months.

How we keep it safe

We store personal information on secure, access-controlled systems. Paper forms are kept securely and access is limited to those who need it. Payments are handled by a PCI-DSS compliant payment processor. Where any of our providers store data outside the UK, we ensure appropriate safeguards are in place, such as UK adequacy decisions or standard contractual clauses.

Cookies

Our website uses essential cookies to make the site work, and may use analytics cookies to help us understand how visitors use it. Analytics cookies are only set with your consent, and you can manage cookies through your browser settings at any time.

Google Analytics. With your consent, we use Google Analytics 4, a service provided by Google LLC, to understand how visitors use our website. It collects information such as the pages you visit, how you arrived at the site, your approximate (city-level) location, your device and browser type, and how you interact with pages, including scrolling, clicks on outbound links, file downloads and video plays. This information is aggregated and statistical: we do not use it to identify you, and Google Analytics 4 does not log or store full IP addresses. We have not enabled any advertising or remarketing features.

Google Analytics sets cookies (named _ga and _ga_*) that last up to 2 years. Analytics data may be processed by Google on servers outside the UK, including in the United States; transfers are safeguarded by the UK-US data bridge (the UK Extension to the EU-US Data Privacy Framework) and Google's standard contractual protections. Analytics data is retained for up to 14 months.

You can refuse analytics cookies by choosing “Decline” on our cookie notice, clear them at any time through your browser settings, or install Google's opt-out browser add-on. For more detail on how Google processes data, see How Google uses information from sites that use its services.

Your rights

You have the right to:

• Access a copy of the personal information we hold about you or your child.
• Have inaccurate information corrected.
• Ask us to delete information, in certain circumstances.
• Restrict or object to how we use it, in certain circumstances.
• Receive your information in a portable format.
• Withdraw consent at any time, where we rely on consent (for example photos or marketing).

To exercise any of these rights, email admin@focus-fitness.co.uk. We will respond within one month. If you are unhappy with how we have handled your information, you can complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113.

Changes to this policy

We may update this policy from time to time. The latest version will always be published on this page with the date it was last updated.

Focus Martial Arts & Fitness · admin@focus-fitness.co.uk · (+44) 07913 328915