Aquila Taekwondo – Privacy Policy

Effective Date: 17th June 2025

Aquila Taekwondo (referred to as “the Club”, “we”, or “us”) is committed to providing our members with the highest levels of service, including the protection of their personal data. This Privacy Policy outlines how we collect, use, store, and share personal information in accordance with the UK General Data Protection Regulation (UK GDPR) and Data Protection Act 2018.

1. What is Personal Information?

Personal information refers to data that identifies an individual or could reasonably be used to identify them. This may include names, contact details, health information, and other identifiers.

2. How We Collect Personal Information

We collect personal information directly from individuals or their representatives when they:

• Enquire about Aquila Taekwondo services

• Register as a club member

• Participate in classes, events, competitions, or courses

• Request or receive information from the Club

• Provide information voluntarily via forms or communication

3. How We Use Personal Information

We only collect and process personal information necessary to:

• Deliver club services (e.g. training, events, gradings)

• Administer memberships

• Maintain internal accounting and compliance

• Fulfil legal and regulatory obligations

• Ensure safeguarding, safety, and insurance coverage

We may also process personal data to meet the requirements of:

• British Taekwondo (our National Governing Body)

• Competition and course organisers

• Statutory agencies (in safeguarding or legal situations)

4. Lawful Basis for Processing

Under UK GDPR, our lawful bases for processing personal data include:

• Contractual necessity (e.g. providing club services to members)

• Legal obligation (e.g. safeguarding, tax reporting)

• Legitimate interests (e.g. improving club services)

• Consent (e.g. marketing, photography—consent can be withdrawn at any time)

5. Who Has Access to Your Personal Information?

Authorised Aquila Taekwondo personnel such as Directors, Welfare Officers, Administrators, and Instructors may access your personal data for legitimate club-related purposes.

We may also share relevant personal information with:

• British Taekwondo

• Competition and course organisers

• Insurers and safeguarding services

• Professional advisors (e.g. accountants, legal representatives)

• Government agencies, where legally required

6. Disclosure of Children’s Information

When a parent or guardian provides information about a child, we assume they have the legal right to do so. It is the responsibility of the adult to ensure the child is aware (as appropriate) of how their data will be used.

7. Storage & Security

We store personal information securely on password-protected systems. Reasonable and appropriate measures are in place to protect against unauthorised access, misuse, loss, or disclosure.

8. Accuracy & Updating Information

We strive to ensure that all personal information held is accurate and up to date. Please inform us promptly if your information changes or is incorrect.

9. Your Data Protection Rights

Under data protection laws, you have the right to:

• Access your personal data

• Request correction of inaccurate or incomplete data

• Request deletion (the “right to be forgotten”)

• Restrict or object to processing

• Withdraw consent (where applicable)

To exercise these rights, please contact us at info@aquilataekwondo.com.

10. Data Retention

We retain personal data only as long as necessary for the purpose it was collected and in line with legal, insurance, and safeguarding requirements—typically up to 6 years after membership ends.

11. Data Breaches

In the unlikely event of a personal data breach that risks your rights and freedoms, Aquila Taekwondo will notify the ICO and, where required, affected individuals within 72 hours of becoming aware.

12. Updates to This Policy

We may update this Privacy Policy from time to time. Any changes will be published on our website and available on request.

If you have questions or concerns about this policy or how your data is handled, please contact:
management@aquilataekwondo.com