Undisputed Fitness & Martial Arts (“Undisputed”, “we”, “us” or “our”) is committed to protecting and respecting the privacy of our members, parents, guardians, visitors and website users.

This Privacy Policy explains how we collect, use, store and protect personal information when you visit our website, contact us, book a session, become a member or participate in our services.

1. Information We May Collect

Depending on how you interact with us, we may collect information including:

• Your name and contact details

• Date of birth or age

• Parent or guardian details for children

• Emergency contact information

• Membership and booking information

• Payment and transaction information

• Relevant health, medical or injury information that you choose or are required to provide for safe participation

• Attendance and training records

• Communications between you and Undisputed

• Photographs or video footage where appropriate permission has been obtained

• Website usage and cookie information

• Marketing preferences

2. Children's Information

As a martial arts provider offering classes to children, we take the privacy and safeguarding of young people seriously.

Where appropriate, information relating to a child will be collected from or with the involvement of their parent or guardian. We only seek information that is reasonably required to provide our services, maintain appropriate records and help protect the child's safety and wellbeing.

3. How We Use Your Information

We may use personal information to:

• Manage memberships, bookings and class attendance

• Provide martial arts, fitness and related services

• Communicate with members, parents and guardians

• Manage payments and subscriptions

• Respond to enquiries and trial requests

• Maintain appropriate health, safety and safeguarding records

• Contact an emergency contact when necessary

• Improve our classes, services and website

• Send marketing communications where we have an appropriate lawful basis to do so

• Meet our legal, regulatory, insurance and safeguarding responsibilities

We will only process personal information where we have an appropriate lawful basis under applicable data protection law.

4. Health Information

For safety purposes, we may need to know about relevant medical conditions, injuries or other health information that could affect participation in training.

Because health information receives additional protection under data protection law, we will only process it where an appropriate legal basis and condition for processing applies.

Members and parents or guardians should inform us of relevant changes where this may affect safe participation.

5. Payments

Payments may be processed through third-party payment providers and/or our website or membership platform.

We do not normally need to directly store complete payment-card information. Payment providers process payment information according to their own privacy and security practices.

6. Photographs and Video

We may occasionally take photographs or videos during classes, events or activities for purposes such as promoting Undisputed, celebrating achievements or sharing gym activities.

Where consent or another appropriate permission is required, we will obtain this before using identifiable images, particularly in relation to children.

You can contact us if you have questions or concerns about the use of an image.

7. Marketing

Where permitted, we may contact you about classes, memberships, events, offers and other Undisputed services.

You can opt out of marketing communications at any time by following the unsubscribe instructions provided or contacting us directly.

Opting out of marketing will not prevent us from sending essential communications relating to an active membership, booking or service.

8. Sharing Your Information

We do not sell your personal information.

We may share information with trusted organisations that help us operate our business, such as:

• Website and hosting providers

• Booking and membership systems

• Payment processors

• Email and communications providers

• Professional advisers

• Insurers

• IT and technology providers

We may also disclose information where required by law or where necessary in connection with safeguarding, health and safety, fraud prevention or the protection of someone's vital interests.

9. How Long We Keep Information

We retain personal information only for as long as reasonably necessary for the purpose for which it was collected and to meet applicable legal, safeguarding, insurance, accounting and regulatory requirements.

Different types of information may therefore be retained for different periods.

When information is no longer required, we will securely delete, anonymise or otherwise dispose of it where appropriate.

10. Keeping Your Information Secure

We take reasonable organisational and technical measures to protect personal information against unauthorised access, loss, misuse, alteration or disclosure.

Access to personal information is limited to those who reasonably require it to perform their role.

11. Cookies and Website Analytics

Our website may use cookies and similar technologies to operate correctly, understand how visitors use the website and, where applicable, support advertising or marketing.

Where required, you will be given appropriate choices regarding non-essential cookies.

Further information can be provided through our Cookie Policy or cookie settings.

12. Your Data Protection Rights

Depending on the circumstances, UK data protection law may give you rights regarding your personal information, including the right to:

• Request access to your personal information

• Request correction of inaccurate information

• Request deletion of information in certain circumstances

• Request restriction of processing

• Object to certain processing

• Request transfer of certain information

• Withdraw consent where processing relies upon consent

Not every right applies in every circumstance.

To exercise a data protection right, please contact us using the details below.

You also have the right to raise a concern with the Information Commissioner's Office (ICO).

13. Third-Party Websites

Our website may contain links to websites or services operated by third parties. We are not responsible for the privacy practices of external websites, and we recommend reviewing their privacy policies before providing personal information.

14. Changes to This Policy

We may update this Privacy Policy periodically to reflect changes to our services, technology or legal obligations.

The latest version will be published on our website with an updated revision date.

15. Contact Us

If you have questions about this Privacy Policy or how your personal information is handled, please contact:

Undisputed Fitness & Martial Arts
info@undisputedfma.co.uk

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