Privacy Policy
Karate Leadership UK Ashford respects your privacy and is committed to protecting your personal information.
This privacy policy explains how we collect, use, store and protect personal information when you visit our website, submit an enquiry, book a trial class, contact us through social media, complete one of our forms, or attend one of our classes or events.
For the purpose of this privacy policy, “KLUK Ashford”, “we”, “us” or “our” refers to Karate Leadership UK Ashford.
1. Who we are
Karate Leadership UK Ashford provides martial arts classes for children, families, teenagers and adults in the Ashford area.
Contact details:
Karate Leadership UK Ashford
Email: ashford@karateleadershipuk.online
Phone: 01233 877644
Website: www.klukashford.co.uk
Address: 8, Hilton Business Centre, Unit 8, 8 Wotton Rd, Ashford TN23 6LL
If you have any questions about this privacy policy or how we use your personal information, please contact us using the details above.
2. What personal information we collect
We may collect the following information when you contact us, submit a form, book a trial, join a class, attend an event, or interact with us online.
Information from parents, guardians and adult students
This may include:
- Name
- Email address
- Phone number
- Home address, where needed for membership or safeguarding purposes
- Emergency contact details
- Payment or billing information
- Class preferences
- Communication preferences
- Information you provide in messages, forms or enquiries
- Information about children
Where a parent or guardian enquires about, books, or registers a child for a class, we may collect:
- Child’s name
- Child’s age or date of birth
- Class type or age group
- Relevant health, medical or accessibility information
- Emergency contact information
- Parent or guardian contact details
- Attendance information
- Progression, grading or membership information
- Photos or video, only where appropriate consent has been given
We only collect information about children where it is needed to provide our classes safely, manage attendance, communicate with parents or guardians, support the child’s participation, or meet safeguarding and legal responsibilities.
3. How we collect personal information
We may collect personal information when you:
Complete a contact form on our website
Submit a lead form through Facebook, Instagram or another advertising platform
Book a free trial class
Register yourself or your child as a student
Contact us by phone, email, WhatsApp, text message or social media
Attend a class, open day, grading, event or trial session
Make a payment
Subscribe to updates or marketing communications
Interact with our website, adverts or social media pages
We may also collect limited technical information through cookies and analytics tools when you use our website.
4. Why we use your personal information
We use personal information to:
Respond to enquiries
Book and manage trial classes
Register students
Manage class attendance
Contact parents, guardians and students about classes, trials, events, gradings and updates
Provide martial arts training safely and effectively
Keep emergency contact and safeguarding information where needed
Process payments and manage memberships
Send relevant follow-up information after an enquiry or trial
Improve our website, adverts and services
Measure the performance of our marketing campaigns
Comply with legal, accounting, safeguarding and insurance obligations
We will not sell your personal information.
5. Our lawful basis for using your information
Under UK data protection law, we must have a lawful reason for using your personal information.
Depending on the situation, we may rely on:
Consent
For example, where you agree to receive marketing updates, allow us to use photos or video, or submit a form asking us to contact you.
You can withdraw consent at any time.
Contract
For example, where we need your information to provide classes, process membership details, manage payments, or communicate with you about services you have requested.
Legitimate interests
For example, where we respond to enquiries, follow up after a trial request, improve our services, manage our business, or advertise our classes to people who may reasonably be interested.
We will always balance our interests against your rights and expectations.
Legal obligation
For example, where we need to keep records for tax, accounting, safeguarding, insurance or legal reasons.
Vital interests
In rare cases, we may use or share information where it is necessary to protect someone’s life or safety, such as in a medical emergency.
6. Children’s personal information
Because many of our classes are for children, we take extra care when handling children’s personal information.
Where a child is under 13, we will normally rely on the parent or guardian to provide information and give consent where consent is required.
We only ask for information that is relevant to the child’s participation, safety, attendance, communication with parents or guardians, and dojo administration.
We do not knowingly market directly to children without appropriate parental or guardian involvement.
7. Photos and videos
We may occasionally take photos or videos during classes, events, gradings, demonstrations or promotional activities.
We will only use identifiable photos or videos of children for marketing or public promotional purposes where we have appropriate consent from a parent or guardian.
This may include use on:
Our website
Facebook
Instagram
Printed materials
Advertising campaigns
Email or promotional content
You can withdraw photo or video consent at any time by contacting us. If content has already been published, we will take reasonable steps to remove it from platforms we control.
8. Marketing communications
We may send marketing messages about classes, trials, events, offers or updates where:
You have given consent
You have enquired about our classes and the message is relevant to that enquiry
You are an existing student, parent or guardian and the message relates to our services
You can opt out of marketing communications at any time by using the unsubscribe link, replying to the message, or contacting us directly.
We may still contact you about non-marketing matters, such as class changes, trial bookings, membership details, safety notices, payments or important dojo updates.
9. Website analytics, cookies and tracking
Our website may use cookies and similar technologies to help it work properly, understand how people use the site, improve user experience, and measure the performance of our advertising.
This may include tools such as:
Google Analytics
Google Tag Manager
Meta Pixel
Facebook or Instagram lead forms
Website forms or booking tools
These tools may collect information such as pages visited, device type, browser type, approximate location, referral source, and actions taken on the website.
Where required, we will ask for consent before placing non-essential cookies.
You can control cookies through your browser settings.
10. Meta ads and lead forms
If you submit your details through a Facebook or Instagram lead form, we will receive the information you choose to provide, such as your name, email address, phone number, and enquiry details.
We use this information to respond to your enquiry, follow up about trial classes, and provide information about KLUK Ashford.
Your use of Facebook, Instagram or Meta platforms is also subject to Meta’s own privacy policy.
11. Who we share information with
We may share personal information with trusted service providers where needed to operate our business.
This may include:
Website hosting providers
Email and messaging platforms
Booking or form software
Payment processors
Accounting or bookkeeping providers
Marketing platforms
Insurance providers
Safeguarding or regulatory bodies where required
Professional advisers, such as accountants or legal advisers
We only share information where necessary and expect service providers to handle personal information securely.
We may also share information where required by law, for safeguarding reasons, to protect someone’s safety, or to respond to a lawful request from authorities.
12. How long we keep personal information
We only keep personal information for as long as necessary.
This depends on the type of information and why we collected it.
As a general guide:
Enquiry information may be kept for a reasonable period so we can follow up and manage future communication.
Student and membership records may be kept while the person is an active student and for a reasonable period afterwards.
Payment and financial records may be kept for accounting and tax purposes.
Safeguarding, incident or injury records may be kept for longer where required by law, insurance, or safeguarding best practice.
Marketing consent records may be kept so we can manage your preferences.
When information is no longer needed, we will delete it securely or anonymise it.
13. How we protect personal information
We take reasonable steps to protect personal information from loss, misuse, unauthorised access, disclosure, alteration or destruction.
This may include:
Password-protected systems
Restricted access to personal information
Secure website and form tools
Appropriate staff or instructor awareness
Careful handling of children’s information
Secure deletion where information is no longer needed
No website, email system or online platform can be guaranteed to be completely secure, but we work to keep information protected.
14. International transfers
Some of the tools we use may process or store information outside the UK.
Where this happens, we expect appropriate safeguards to be in place to protect your personal information in line with UK data protection law.
15. Your rights
Under UK data protection law, you may have the right to:
Ask for a copy of the personal information we hold about you
Ask us to correct inaccurate information
Ask us to delete information in certain circumstances
Ask us to restrict how we use your information
Object to certain uses of your information
Withdraw consent where we rely on consent
Ask for your information to be transferred, where applicable
Complain to the Information Commissioner’s Office
To exercise any of these rights, please contact us using the details at the top of this policy.
We may need to confirm your identity before responding to a request.
16. Complaints
If you are unhappy with how we handle your personal information, please contact us first so we can try to resolve the issue.
You also have the right to complain to the Information Commissioner’s Office.
Information Commissioner’s Office
Website: ico.org.uk
Phone: 0303 123 1113
17. Links to other websites
Our website or social media pages may include links to other websites.
We are not responsible for the privacy practices, content or security of third-party websites. You should read their privacy policies before providing personal information to them.
18. Changes to this privacy policy
We may update this privacy policy from time to time.
The latest version will be posted on our website with the updated date shown at the top.
19. Contact us
For questions about this privacy policy or how your personal information is used, please contact:
Karate Leadership UK Ashford
Email: ashford@karateleadershipuk.online
Phone: 01233 877644
Website: www.klukashford.co.uk
Address: 8, Hilton Business Centre, Unit 8, 8 Wotton Rd, Ashford TN23 6LL