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Privicy Policy

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Introduction
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Snow Herons Martial Arts (SHMA) is committed to protecting the privacy and personal information of every student, parent, guardian, volunteer, instructor and visitor.
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We recognise the importance of handling personal information responsibly and lawfully. This Privacy Policy explains what information we collect, why we collect it, how we use it, how we protect it, and the rights you have under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
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Whether you are making an enquiry, booking a trial lesson, becoming a member, attending one of our classes or simply visiting our website, we are committed to ensuring your personal information is treated securely, fairly and transparently.
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By providing your personal information to SHMA, you acknowledge that it will be processed in accordance with this Privacy Policy.
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Our Commitment
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At Snow Herons Martial Arts we believe trust is built through honesty, professionalism and respect.
We will always:
  • Collect only the information we genuinely need.
  • Explain why we need your information.
  • Keep your information secure.
  • Never sell your personal information.
  • Only share information where necessary and lawful.
  • Respect your privacy rights.
  • Regularly review our data protection procedures to ensure they remain effective and compliant with current legislation.
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Safeguarding the wellbeing of our students is central to everything we do, and this includes protecting the personal information entrusted to us.
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Who We Are
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Snow Herons Martial Arts (SHMA) is a martial arts club providing instruction in traditional Korean Martial Arts, self-defence, fitness programmes, grading examinations, holiday camps, private tuition and related activities for children, young people and adults.
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For the purposes of UK data protection legislation, Snow Herons Martial Arts is the Data Controller. This means we are responsible for deciding how your personal information is collected, stored and used.
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Contact Details
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If you have any questions regarding this Privacy Policy or how we handle your personal information, please contact us.
Snow Herons Martial Arts (SHMA)
Email:
snowheronsmartialarts@gmail.com
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Website:
www.snowheronsmartialarts.com
If you believe we have not handled your information correctly, we encourage you to contact us first so that we can investigate and resolve the matter promptly.
You also have the right to make a complaint to the Information Commissioner's Office (ICO) if you believe your personal information has been handled unlawfully.
Further information can be found at:
https://ico.org.uk
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Scope of this Privacy Policy
This Privacy Policy applies whenever SHMA collects or processes personal information, including:
  • Website visitors.
  • Parents and guardians.
  • Trial lesson enquiries.
  • Current and former students.
  • Adult members.
  • Holiday camp participants.
  • Volunteers.
  • Class assistants.
  • Instructors.
  • Event participants.
  • Competition entrants.
  • Individuals who contact us by email, telephone, social media or through our website.
This policy applies whether information is collected electronically, on paper or verbally.
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What Information We Collect
Depending upon how you interact with SHMA, we may collect the following information.
Personal Information
This may include:
  • Full name
  • Telephone number
  • Email address
  • Date of birth
  • Emergency contact details
  • Parent or guardian details (where applicable)
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Membership Information
Where you become a member of SHMA, we may also collect:
  • Membership status
  • Training history
  • Attendance records
  • Belt grade
  • Grading history
  • Competition participation
  • Awards and achievements
  • Instructor notes relating to your training progression
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Health Information
To help us provide a safe training environment, we may ask for relevant medical information, including:
  • Medical conditions
  • Allergies
  • Injuries
  • Disabilities
  • Medication that may affect participation
  • Emergency medical information
We request only the information necessary to support your safe participation in our activities.
Medical information is treated as special category personal data under UK GDPR and is handled with additional safeguards and confidentiality.
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Why We Collect Your Information
Snow Herons Martial Arts (SHMA) collects personal information only where it is necessary to provide our services, meet our legal obligations, protect the safety and wellbeing of our members, or improve the services we offer.
We collect and process personal information for the following purposes:
  • Responding to enquiries.
  • Booking and managing trial lessons.
  • Processing membership applications.
  • Administering classes, gradings, competitions and holiday camps.
  • Communicating important information about training and events.
  • Maintaining attendance and training records.
  • Providing a safe training environment.
  • Responding appropriately in medical emergencies.
  • Meeting our safeguarding responsibilities.
  • Managing payments and memberships.
  • Complying with legal, insurance and regulatory requirements.
  • Improving our website and member experience.
We only collect information that is relevant and proportionate for these purposes.
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Our Lawful Basis for Processing Personal Information
Under the UK General Data Protection Regulation (UK GDPR), SHMA processes personal information using one or more of the following lawful bases.
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Contract
Most of the information we collect is necessary to provide the martial arts instruction and services you have requested.
This includes:
  • Managing memberships.
  • Organising classes.
  • Recording attendance.
  • Processing gradings.
  • Administering competitions and events.
  • Communicating information relating to your membership.
Without this information, we may be unable to provide our services.
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Consent
In certain circumstances we will ask for your consent before processing your information.
Examples include:
  • Marketing emails.
  • Website newsletter subscriptions.
  • Certain photographs or videos used for promotional purposes.
  • Optional information you choose to provide.
Where processing is based on consent, you may withdraw your consent at any time. This will not affect any processing already carried out before consent was withdrawn.
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Legal Obligation
We may process your personal information where required by law.
Examples include:
  • Safeguarding responsibilities.
  • Financial record keeping.
  • Insurance requirements.
  • Responding to lawful requests from public authorities.
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Legitimate Interests
SHMA may process personal information where doing so is necessary for our legitimate interests, provided those interests do not override your rights and freedoms.
Examples include:
  • Maintaining accurate membership records.
  • Improving our services.
  • Managing instructor administration.
  • Responding to enquiries.
  • Maintaining website security.
  • Preventing fraud or misuse of our services.
  • Communicating important operational information relating to your membership.
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Vital Interests
In rare situations we may process personal information where necessary to protect someone's life or prevent serious harm.
This may include sharing essential medical information with emergency services during an emergency.
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Special Category Data
Some information requires additional protection because it is considered sensitive under UK GDPR.
This may include:
  • Medical conditions.
  • Allergies.
  • Disabilities.
  • Injuries.
  • Emergency medical information.
We request this information solely to help provide a safe training environment and to respond appropriately should an accident or medical emergency occur.
Access to this information is restricted to those who genuinely need it, such as instructors responsible for your safety during training.
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Making an Enquiry
When you contact SHMA by email, telephone, social media or through our website, we may collect information including:
  • Your name.
  • Email address.
  • Telephone number.
  • The content of your enquiry.
  • Any Special Needs to refer the best programmes for the student.
  • Any information you voluntarily provide.
We use this information to:
  • Respond to your enquiry.
  • Provide information about our classes.
  • Arrange trial lessons.
  • Answer questions regarding memberships or programmes.
If you decide not to join SHMA, your enquiry information will normally be deleted after an appropriate period unless we are legally required to retain it.
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Trial Lessons
If you book a trial lesson, we may collect additional information including:
  • Student name.
  • Date of birth.
  • Parent or guardian details (where applicable).
  • Emergency contact information.
  • Relevant medical conditions.
  • Previous martial arts experience.
This information allows us to:
  • Allocate students to suitable classes.
  • Ensure instructors are aware of relevant medical conditions.
  • Contact you regarding your booking.
  • Maintain appropriate safeguarding records.
Booking a trial lesson does not automatically enrol you as a member.
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Becoming a Member
When you become a member of Snow Herons Martial Arts, we collect the information necessary to administer your membership safely and effectively.
This may include:
  • Contact information.
  • Emergency contacts.
  • Medical information.
  • Membership records.
  • Attendance records.
  • Grading history.
  • Payment records.
  • Competition entries.
  • Instructor assessments where relevant to training and progression.
We use this information to deliver the services included within your membership and to meet our legal, safeguarding and insurance obligations.
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Website Visitors
When you visit our website, certain technical information may be collected automatically.
This may include:
  • IP address.
  • Browser type.
  • Device type.
  • Operating system.
  • Pages visited.
  • Time spent on the website.
  • Referral source.
  • General location (country or region).
  • Website usage statistics.
This information helps us understand how visitors use our website so we can improve its performance, accessibility and content.
Where required by law, cookies used for analytics will only be activated after you have provided your consent through our website's cookie banner.
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Cookies
Our website uses cookies and similar technologies to improve your browsing experience.
Cookies help us:
  • Remember your preferences.
  • Improve website performance.
  • Analyse visitor behaviour.
  • Maintain website security.
  • Understand which pages are most useful to visitors.
You may choose to accept, reject or manage non-essential cookies using the cookie settings provided when visiting our website.
Please note that disabling certain cookies may affect some website functionality.
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Google Analytics
SHMA uses Google Analytics to help us understand how visitors use our website.
Google Analytics may collect information such as:
  • Pages viewed.
  • Time spent on the website.
  • Device information.
  • Browser information.
  • General geographic location.
  • Website interactions.
This information is anonymised where possible and is used only to improve our website and the services we provide.
Google processes this information in accordance with its own Privacy Policy.
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Website Hosting
Our website is hosted by Wix.com.
As our website provider, Wix may process certain technical information on our behalf, including website security logs, website performance data and information necessary for the operation of our website.
Further information about how Wix processes personal information can be found in Wix's Privacy Policy.
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Email Communications
SHMA may contact you by email, telephone, text message or other appropriate communication methods regarding your membership or enquiries.
These communications may include:
  • Class information.
  • Training updates.
  • Grading invitations and results.
  • Holiday camps.
  • Competitions and events.
  • Membership information.
  • Payment reminders.
  • Important safeguarding or safety information.
  • Changes to training venues or schedules.
These communications form part of the service we provide to our members and are not considered marketing.
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Marketing Communications
From time to time, SHMA may send information about new classes, special events, seminars, offers or other activities that may be of interest.
Where required by law, we will only send these communications where you have provided your consent or where another lawful basis applies.
You may opt out of receiving marketing communications at any time by:
  • Clicking the unsubscribe link in our emails (where available).
  • Contacting SHMA directly.
Choosing not to receive marketing communications will not affect essential membership or safeguarding communications.
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Photography and Video
Photographs and videos may occasionally be taken during classes, gradings, competitions, demonstrations or special events.
Images may be used for:
  • Club newsletters.
  • Social media.
  • Promotional material.
  • The SHMA website.
  • Certificates or displays within the club.
Where consent is required, we will obtain it before using photographs or videos for promotional purposes.
Parents, guardians and adult members may withdraw consent for promotional use at any time by contacting SHMA.
Please note that photographs taken for safeguarding, security, insurance or record-keeping purposes may still be retained where permitted by law.
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Sharing Your Information
SHMA treats your personal information as confidential.
We do not sell, rent or trade your personal information to third parties.
We will only share your information where it is necessary, lawful and proportionate.
This may include sharing information with:
  • The Educational Martial Arts System (TEMAS) for membership administration and grading records.
  • Insurance providers.
  • Professional advisers, including accountants or legal advisers where necessary.
  • Payment providers.
  • Emergency services.
  • Medical professionals where necessary.
  • Schools where appropriate and with suitable authority.
  • Local Authorities or safeguarding agencies where required.
  • Law enforcement agencies where required by law.
Whenever information is shared, we will only disclose the minimum information necessary for the purpose.
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Safeguarding
Protecting children, young people and adults at risk is one of SHMA's highest priorities.
Where we believe a safeguarding concern exists, SHMA may share relevant personal information with appropriate organisations, including:
  • Children's Social Care.
  • Police.
  • The Local Authority Designated Officer (LADO).
  • Schools.
  • Medical professionals.
  • Other statutory safeguarding agencies.
Information will only be shared where there is a lawful basis to do so and where sharing is necessary to help protect an individual from harm or to fulfil our legal safeguarding responsibilities.
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International Transfers
Most personal information processed by SHMA is stored within the United Kingdom.
Where personal information is transferred outside the UK, we will ensure that appropriate safeguards are in place in accordance with UK GDPR.
These safeguards may include:
  • Countries recognised by the UK Government as providing adequate protection.
  • International Data Transfer Agreements (IDTAs).
  • Standard Contractual Clauses or other approved safeguards.
Our website provider and certain technology providers may process information using secure servers located in multiple countries.
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Keeping Your Information Secure
SHMA takes the security of your personal information seriously.
We use appropriate technical and organisational measures to protect personal information against:
  • Unauthorised access.
  • Loss.
  • Theft.
  • Misuse.
  • Alteration.
  • Accidental disclosure.
These measures include secure electronic systems, password protection, restricted access to sensitive information and appropriate staff awareness.
Although every reasonable effort is made to protect your information, no internet transmission or electronic storage system can ever be guaranteed to be completely secure.
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How Long We Keep Your Information
We keep personal information only for as long as necessary to fulfil the purposes for which it was collected and to meet our legal, insurance, safeguarding and financial obligations.
Retention periods may vary depending upon the type of information involved.
Examples include:
  • Membership records.
  • Attendance records.
  • Grading records.
  • Payment records.
  • Medical information.
  • Safeguarding records.
  • Accident reports.
  • Insurance documentation.
Where information is no longer required, it will be securely deleted or destroyed.
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Your Rights
Under UK GDPR you have a number of rights regarding your personal information.
These include:
  • The right to be informed.
  • The right of access.
  • The right to rectification.
  • The right to erasure (where applicable).
  • The right to restrict processing.
  • The right to data portability.
  • The right to object.
  • Rights relating to automated decision-making and profiling.
If you wish to exercise any of these rights, please contact SHMA using the contact details provided within this policy.
We may ask you to verify your identity before responding to your request.
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Complaints
If you have any concerns about how SHMA handles your personal information, we encourage you to contact us first so that we can investigate and resolve the matter promptly.
If you remain dissatisfied, you have the right to lodge a complaint with the Information Commissioner's Office (ICO).
Information can be found at:
https://ico.org.uk
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Changes to this Privacy Policy
SHMA may update this Privacy Policy from time to time to reflect changes in legislation, guidance, technology or our services.
The most recent version will always be published on our website.
Where significant changes are made, we may also notify members by email or through other appropriate communication channels.
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Contact Us
If you have any questions regarding this Privacy Policy or the way we process your personal information, please contact us.
Snow Herons Martial Arts (SHMA)
Email: snowheronsmartialarts@gmail.com
Website: www.snowheronsmartialarts.co.uk
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Policy Review
This Privacy Policy will be reviewed regularly to ensure it remains accurate, up to date and compliant with current UK data protection legislation.
Document Owner: Master Faith Carmichael – Founder & Chief Instructor
Approved By: Snow Herons Martial Arts (SHMA)
Current Version: 2.0
Effective Date: August 2026
Review Date: August 2027
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