Privacy Policy

1. Who We Are

This website (the “Site”) is operated by Senshi Martial Arts, Stratfield Brake Sports Ground, Kidlington, Oxford, OX5 1UP (“Senshi”, “we”, “us”, “our”). For UK data-protection law (UK GDPR and the Data Protection Act 2018) we are the Data Controller for any personal information collected via the Site, in person, or through our booking and CRM systems.

2. The Information We Collect

CategoryExamplesHow We CollectIdentity & ContactName, postal address, email, phone, child’s name/ageOnline forms, email, phone, in-personHealth & FitnessPAR-Q answers, relevant medical notesTrial/registration forms (to ensure safe training)TransactionalPayment history, membership planSecure payment processors, GoHighLevel (Budo Pulse)Usage & TechnicalIP address, browser type, pages visited, time on SiteCookies, analytics tools (e.g. Google Analytics)Marketing PreferencesConsent to email/SMS, opt-out statusTick-boxes on forms, unsubscribe links

We do not knowingly collect data from children under 13 without verifiable parental consent.

3. Why We Use Your Data (Legal Bases)

PurposeLegal BasisProcess trial or membership bookings, manage attendanceContract – necessary to deliver the serviceHealth & safety screeningVital Interests / Legitimate Interests – ensure safe participationPayment processing & accountingLegal Obligation & ContractSend service emails/SMS (class changes, reminders)Legitimate InterestsSend marketing emails/SMS (offers, newsletters)Consent – you can withdraw at any timeImprove our Site & classes via analyticsLegitimate Interests

4. Sharing Your Data

We never sell your data. We share it only with trusted third parties who help us run the club and the Site, under strict data-processing agreements:

GoHighLevel / Budo Pulse CRM – bookings, automation, email/SMS

Payment processors (e.g. Stripe, GoCardless) – secure transactions

Email & SMS platforms (e.g. Twilio, Mailgun) – communications

Analytics & cookie providers (e.g. Google Analytics) – Site performance

Professional advisers (accountants, legal counsel) – compliance

Some providers may store data on servers outside the UK/EEA (e.g. in the USA). Where that happens, we rely on UK “adequacy regulations”, the UK-EU Standard Contractual Clauses, or other lawful transfer mechanisms.

5. Cookies & Tracking

The Site uses essential cookies for functionality and optional cookies for analytics and marketing. On your first visit you’ll see a cookie banner where you can manage preferences. You can also delete or block cookies via your browser settings.

6. Data Retention

Members & Trialists: up to 6 years after your last interaction (for legal/accounting reasons).

Marketing contacts: until you opt-out or we periodically cleanse inactive records.

Health data: kept only as long as necessary for safety and legal safeguarding duties.

7. How We Keep Data Secure

We use SSL encryption on the Site, strong access controls, two-factor authentication for staff, PCI-compliant payment gateways, and regular security reviews. If a data-breach risk ever arises, we will notify the ICO and affected individuals where required.

8. Your Data Rights

You can exercise these rights any time (free of charge within one month):

Access – ask for a copy of your data

Rectification – correct incomplete or inaccurate data

Erasure – “right to be forgotten” (within legal limits)

Restriction – pause processing in certain cases

Portability – have data sent to you or another provider

Object – stop processing based on legitimate interests or direct marketing

Withdraw consent – for marketing at any time via “unsubscribe” links or by contacting us

Complain – to the UK Information Commissioner’s Office (ICO) if you’re unhappy with our response

9. Updates to This Policy

We may update this Privacy Policy occasionally. Any material changes will be posted on this page and, where appropriate, notified to you by email/SMS. Please check back regularly.

10. Contact Us

For any privacy questions, requests, or concerns:

Email: [email protected]
Phone: 07727 917096
Post: Data Protection Officer, Senshi Martial Arts, Stratfield Brake Sports Ground, Kidlington, Oxford, OX5 1UP