PRIVACY POLICY

Last updated: July 2026

Taekwondo X respects your privacy and is committed to protecting the personal information of our students, parents, guardians, website visitors and customers. This Privacy Policy explains what information we collect, why we use it, who we may share it with and the rights available to you under the UK General Data Protection Regulation, the Data Protection Act 2018 and other applicable data-protection laws.

1. WHO WE ARE

Taekwondo X is the data controller responsible for the personal information described in this policy.

Taekwondo X
327 Edgware Road
Cricklewood
London
NW2 6JP

For questions, requests or complaints relating to personal information, please email info@taekwondox.co.uk.

2. WHO THIS POLICY APPLIES TO

This policy applies to personal information relating to:

  • current and prospective students;
  • parents, guardians and primary contacts;
  • free-trial participants;
  • club members and customers;
  • holiday-camp participants;
  • after-school club participants;
  • competition, grading and event participants;
  • website visitors and people who contact us;
  • instructors, applicants, contractors and other people who work with us.
3. INFORMATION WE COLLECT

Depending on how you interact with Taekwondo X, we may collect the following information:

Student and membership information
  • student name, age and date of birth;
  • parent, guardian or primary-contact details;
  • address, email address and telephone number;
  • school attended, where relevant to an after-school club;
  • class, membership, attendance and booking information;
  • Taekwondo grade, training history, examination results and competition participation;
  • communications, enquiries, feedback and complaints.
Health, safety and support information

We may collect information about medical conditions, injuries, allergies, disabilities, neurodivergence, diagnosed learning difficulties, additional support needs or other matters that may affect a student’s safety, participation or behaviour.

Health information is classed as special category data and receives additional protection under data-protection law. We only request information that is relevant to providing safe and appropriate training.

Payment and transaction information

We collect information about purchases, subscriptions, payment status, refunds and transaction history. Payments made through our website are processed securely by Stripe. Taekwondo X does not normally receive or store your complete debit or credit card number.

Website and technical information

When you visit www.taekwondox.co.uk, we may collect technical information such as your IP address, browser and device type, pages visited, visit times and how you use the website. Some of this information is collected through cookies and similar technologies.

Photographs and recordings

Photographs and video recordings may be taken during Taekwondo X classes, performances, demonstrations, gradings, competitions, holiday camps, after-school clubs and other activities. These images may be used to document and promote Taekwondo X, including on our website, social-media accounts, printed materials, advertising and other publicity.

We rely on our legitimate interests in documenting club activities, celebrating student achievements and promoting Taekwondo X, provided that those interests do not override the privacy, safety or best interests of the people shown.

We will not normally publish a child’s full name alongside their image without separate permission. We will also consider any objection or preference expressed by the child themselves, taking account of their age and understanding.

CCTV

CCTV operates at the Taekwondo X premises for safety, security and safeguarding purposes. Further information is provided in section 15.

4. HOW WE COLLECT INFORMATION

We may collect personal information:

  • directly from you through registration, membership, trial, booking and contact forms;
  • when you contact us by email, telephone, social media or in person;
  • when you make a purchase or subscription payment;
  • from a parent, guardian or responsible adult completing a form for a child;
  • from schools hosting our after-school clubs;
  • from instructors, event organisers, insurers or governing organisations where appropriate;
  • automatically when you use our website;
  • through photography, filming and CCTV at our premises or activities.

If you provide information about another person, you should have authority to do so and, where appropriate, make them aware of this Privacy Policy.

5. HOW AND WHY WE USE PERSONAL INFORMATION

We only use personal information when we have a lawful reason to do so.

To provide services and fulfil our contracts

We use personal information where necessary to take steps before entering into a contract or to provide services under a contract. This includes:

  • processing trial requests, registrations, memberships and bookings;
  • providing classes, after-school clubs, holiday camps and other activities;
  • administering subscriptions, payments and refunds;
  • communicating about classes, bookings, payments and service changes;
  • maintaining attendance, grading and student-progression records;
  • providing customer service and responding to enquiries.
For our legitimate interests

We may use information where this is reasonably necessary to operate and improve Taekwondo X, provided that our interests do not override your rights. This includes:

  • managing classes, events, waiting lists and attendance;
  • supporting students and monitoring their progression;
  • maintaining safety, security and appropriate behaviour;
  • protecting students, staff, visitors and the club’s property;
  • handling enquiries, complaints, disputes and legal claims;
  • preventing fraud, misuse and unauthorised access;
  • maintaining and improving our website, services and administration;
  • keeping necessary business records;
  • taking and using proportionate photographs and recordings to document, celebrate and promote Taekwondo X, subject to the safeguards and opt-out described in this policy;
  • informing existing adult customers about closely related Taekwondo X services where permitted by law.
To meet legal obligations

We may process information to comply with tax, accounting, safeguarding, health and safety, insurance and other legal or regulatory obligations, and to respond to lawful requests from courts, regulators or public authorities.

With your consent

Where consent is the appropriate basis, we may use information to:

  • process health and additional-support information for safe participation;
  • send optional marketing communications;
  • take or use photographs and recordings where we specifically seek consent rather than relying on legitimate interests;
  • identify a student by name alongside a photograph or recording where separate permission is appropriate;
  • place non-essential cookies or use similar technologies;
  • carry out another specific activity explained when consent is requested.

You may withdraw consent at any time. Withdrawal will not affect processing that took place before consent was withdrawn, and we may continue processing where another lawful basis applies.

In an emergency

Where necessary to protect someone’s life or physical safety, we may use or share relevant information with emergency services, medical professionals, a parent or guardian, or another appropriate person.

6. HEALTH AND SPECIAL CATEGORY INFORMATION

We collect health and support information so instructors can assess reasonable safety considerations, provide appropriate support and respond effectively in an emergency.

Where we rely on explicit consent, this will be requested separately and clearly. In other circumstances, we may process this information where necessary to protect vital interests, establish or defend legal claims, meet applicable legal obligations or satisfy another condition permitted by law.

Access to health and support information is limited to people who reasonably need it for safety, instruction, safeguarding, administration or emergency response.

7. PHOTOGRAPHY AND FILMING PREFERENCES

Students and families should expect that general photography or filming may take place during Taekwondo X activities, particularly performances, demonstrations, gradings, competitions, camps and special events.

Anyone who does not want themselves or their child to appear in promotional photographs or recordings should notify Taekwondo X as early as possible. We may ask the adult student, parent or guardian to remind the instructor before a particular activity or event so that reasonable arrangements can be made.

An opt-out will not affect a student’s membership, eligibility, training opportunities or treatment within the club.

We may seek separate express permission for prominent individual photographs, named student features, testimonials, interviews or uses that fall outside the reasonable expectations described in this policy.

8. CHILDREN’S INFORMATION

Many Taekwondo X students are children. Registration and membership information for students under 18 should normally be provided by a parent or legal guardian.

We use children’s information only where necessary to provide and safely administer our services, support their development, manage attendance and progression, meet safeguarding responsibilities or carry out another purpose explained at the time of collection.

Routine membership, booking and payment communications will normally be sent to the child’s parent, guardian or designated primary contact. We do not knowingly send direct marketing communications to children.

Children have privacy rights of their own. Where appropriate, we will take account of a child’s views, age, understanding and best interests, even where their parent or guardian originally provided the information or made a decision on their behalf.

9. PAYMENT PROCESSING

Online payments and subscriptions are processed through Stripe. Stripe receives the payment information needed to process the transaction and may process it as an independent data controller for certain purposes.

Stripe’s handling of personal information is governed by its own privacy policy, available at stripe.com/gb/privacy.

Taekwondo X may receive transaction information including the payer’s name, contact details, payment status, transaction reference, subscription status and limited details about the payment method.

10. WHO WE SHARE INFORMATION WITH

We do not sell personal information. We only share it where necessary and appropriate, including with:

  • authorised Taekwondo X instructors, administrators and contractors;
  • website, form, hosting, email, IT and cloud-service providers;
  • Stripe and other payment or financial-service providers;
  • schools hosting Taekwondo X after-school clubs, where necessary for attendance, administration, safety or safeguarding;
  • insurers, professional advisers and relevant governing organisations;
  • grading, competition and event organisers where participation requires it;
  • delivery providers where you purchase physical products;
  • emergency services, medical professionals or safeguarding authorities where necessary;
  • courts, regulators, law-enforcement bodies and public authorities where required or permitted by law;
  • a purchaser, successor or adviser in connection with a genuine sale, transfer or reorganisation of the business.

Service providers acting on our behalf are expected to protect personal information and use it only for the services they provide to us.

11. INTERNATIONAL DATA TRANSFERS

Some of our technology and payment providers may process or store personal information outside the United Kingdom.

Where a restricted international transfer takes place, we require an appropriate transfer mechanism, such as UK adequacy regulations, the UK International Data Transfer Agreement, the UK Addendum to approved standard contractual clauses or another safeguard permitted under UK data-protection law.

You can contact us for further information about safeguards relevant to your personal information.

12. HOW LONG WE KEEP INFORMATION

We keep personal information only for as long as reasonably necessary for the purpose for which it was collected, including legal, accounting, insurance and safeguarding requirements.

Our usual retention approach is:

  • Membership, registration and booking records: for the duration of the relationship and normally for up to six years afterwards;
  • Financial and transaction records: normally for six years where required for tax, accounting or legal purposes;
  • Unsuccessful trial enquiries: normally for up to 12 months after the last communication;
  • Health and support information: reviewed during active participation and deleted or anonymised when it is no longer reasonably required, unless it forms part of an incident, safeguarding or legal record;
  • Incident, accident and safeguarding records: for the period required by applicable law, insurance requirements and safeguarding guidance, which may be longer where a child is involved;
  • Photographs and recordings: retained for as long as they remain relevant to the purpose for which they were created, subject to objections, withdrawal of consent where applicable and periodic review;
  • Marketing information: until consent is withdrawn or you object, with limited suppression information retained so we can respect your preference;
  • CCTV footage: retained for a limited period and automatically overwritten unless footage is required to investigate an incident or meet a legal, insurance or safeguarding requirement.

We may securely retain information for longer where this is necessary in connection with a complaint, dispute, legal claim, safeguarding concern or regulatory requirement.

13. HOW WE PROTECT INFORMATION

We use reasonable organisational and technical measures designed to protect personal information against unauthorised access, loss, alteration, disclosure or misuse. These measures include limiting access according to role and using reputable service and payment providers.

No website, email or electronic-storage system can be guaranteed to be completely secure. Please avoid sending unnecessary health or other sensitive information through social media or unsecured communications.

14. YOUR DATA-PROTECTION RIGHTS

Depending on the circumstances, you may have the right to:

  • ask whether we process your personal information and receive a copy of it;
  • have inaccurate or incomplete information corrected;
  • ask us to delete personal information;
  • ask us to restrict how information is used;
  • object to processing based on legitimate interests, including promotional photography and filming;
  • object to direct marketing at any time;
  • receive certain information in a portable format;
  • withdraw consent where processing is based on consent;
  • complain about how your personal information has been handled.

These rights are not absolute and may be limited where an exemption applies or we have a lawful reason to retain or continue using the information.

To exercise a right, email info@taekwondox.co.uk. We may ask for information needed to confirm your identity and protect personal information from unauthorised disclosure.

Taekwondo X does not use personal information to make solely automated decisions that produce legal or similarly significant effects.

15. CCTV

CCTV is used at the Taekwondo X premises to support safety, security, safeguarding and the prevention or investigation of incidents.

Footage is stored securely, access is restricted and recordings are automatically overwritten after a limited retention period unless particular footage is needed for an incident, complaint, legal claim, insurance matter, safeguarding concern or lawful request.

Relevant footage may be shared with law-enforcement bodies, safeguarding authorities, insurers, professional advisers or other parties where necessary and lawful.

16. COOKIES

Our website uses cookies and similar technologies. Essential cookies may be used where necessary for the website to function, maintain security or provide a service you request.

Non-essential analytics, advertising or personalisation cookies will only be used where the required consent has been obtained. You can manage your choices through our cookie controls and find further information in our Cookie Policy.

17. MARKETING COMMUNICATIONS

Where permitted by law, we may contact adult members, customers, parents or guardians about relevant Taekwondo X classes, camps, events, products and services.

You can unsubscribe from marketing at any time by using the unsubscribe option in the communication or emailing info@taekwondox.co.uk. Administrative messages about an active membership, booking, subscription, class or safety matter are service communications and may still be sent where necessary.

18. LINKS TO OTHER WEBSITES

Our website may contain links to external websites, including payment, social-media and partner websites. Their privacy practices are controlled by the organisations operating them. We encourage you to read their privacy policies before providing personal information.

19. CHANGES TO THIS POLICY

We may update this Privacy Policy to reflect changes in our activities, services or legal obligations. The latest version will be published on this page with an updated revision date.

20. QUESTIONS, REQUESTS AND COMPLAINTS

If you have a question, wish to exercise a data-protection right or believe we have not handled personal information correctly, please contact us first so we can investigate:

Taekwondo X
Email: info@taekwondox.co.uk
Address: 327 Edgware Road, Cricklewood, London, NW2 6JP

You also have the right to complain to the Information Commissioner’s Office. Information about raising a concern is available at ico.org.uk/make-a-complaint, or you can telephone the ICO on 0303 123 1113.