Hampshire Self Protection Ltd

Privacy Policy

 

This Privacy Policy, constructed to meet the General Data Protection Requirements (GDPR), is

applicable to the following individuals of whom data is collected and stored by Hampshire Self Protection Ltd (also referred to as “our”, “we” and “us” from this point on):

1. Non-members (enquiring customers and previous paying students)

2. Members (paying students)

 

Communications

1. Non-members: 

Our principal communication with non-members is regarding their interest in participating in sessions or classes. This is done via email, text message, and phone call. Communication may also occur via social media if contact has been initiated through this medium of communication.

We may also contact non-members regarding offers, news, upcoming events, or competitions if deemed by us to be applicable to the non-member’s interest. This also applies to previous members of Hampshire Self Protection Ltd who are no longer training with us.

1. Members: 

Our principal communication with members is to keep them updated with current club situations and their status within the club via email or text message. Members will also be contacted regarding issues that arise in the duration of their training.

We may also contact members regarding offers, news, upcoming events, or competitions if deemed by us to be applicable to the member’s interest. 

 

Personal data we hold

This note applies if you are one of the following;

1. Non-members

The data we hold on non-members will be name, telephone number, email address, and logs of communication between Hampshire Self Protection Ltd and the non-member.

This includes the information sent via the Wix website contact forms through any of the websites under the domain of Hampshire Self Protection Ltd, or through direct contact with Hampshire Self Protection Ltd via email, phone call, text message, or social media.

In order to attend a “taster session”, non-members will also be asked to provide their age and any health information deemed necessary by both Hampshire Self Protection Ltd and the non-member.

For non-members who were previously a member, all data collected as a member will be retained.

1. Students

The data we hold on members will be name, telephone number, email address, date of birth, address, emergency contact details, and any health information provided by the member, plus records of communication between Hampshire Self Protection Ltd and the member.

This includes the information sent via the Wix website contact forms through any of the websites under the domain of Hampshire Self Protection Ltd, or through direct contact with Hampshire Self Protection Ltd via email, phone call, text message, or social media.

 

Why we collect it

We collect data to enable us to provide the best service to both non-members and members, allowing us to contact both parties and maintain communication, both regarding their personal training experience, and for marketing purposes that support the progression of the club’s interests.

We will process data provided to us by members on the basis of legitimate interest to ensure we are maintaining the safety of all members regarding their health and wellbeing during their time training with Hampshire Self Protection Ltd.

 

By providing your data with Hampshire Self Protection Ltd you are agreeing to the following:

• Your data to be used for legal reasons associated with the running of Hampshire Self Protection Ltd

• Your data to be used to provide you with Hampshire Self Protection Ltd’s services

• Your data to be used to allow you to receive benefits as part of your membership with Hampshire Self Protection Ltd, including occasional marketing information

 

Without the data we collect we would not be able to complete the membership licensing process.

For some of your personal information, you will have a legal, contractual or other requirement or obligation for you to provide us with your personal information. If you do not provide us with the requested personal information we may not be able to admit you as a member or we may not be able to properly perform our contract with you or comply with legal obligations and we may have to terminate your position as a member. For other personal information, you may not be under an obligation to provide it to us, but if you do not provide it then we may not be able to properly perform our contract with you.

 

Where you have given us your consent to use your personal information in a particular manner, you have the right to withdraw this consent at any time, which you may do by contacting us as described in the "Contacting us" section below.

Please note however that the withdrawal of your consent will not affect any use of the data made before you withdrew your consent and we may still be entitled to hold and process the relevant personal information to the extent that we are entitled to do so on bases other than your consent.

Withdrawing consent may also have the same effects as not providing the information in the first place, for example, we may no longer be able to provide certain member benefits to you.

 

How long will we keep it?

We will retain your data indefinitely after you have initially contacted Hampshire Self Protection Ltd.

The retention period enables us to reinstate a lapsed membership (a common occurrence) and/or enable us to communicate with previous members or non-members for marketing purposes.

 

How we hold the data

All data is digital and is held on Hampshire Self Protections Ltd’s Google Systems, which can only be accessed via a password-protected account, on a password-protected phone and laptop protected with antivirus software. We do not hold any bank or credit/debit card details digitally.

 

How we dispose of data

Upon request of partial or complete deletion, we shred any applicable paper files and permanently delete any applicable digital records.

 

Sharing your data

We share your data with the British Combat Association and/or the British Karate Combat Association, our governing body that provides insurance to all members under Hampshire Self Protection Ltd. We will share credit/debit card information with our payment processor - GoCardless - through a secure terminal.

 

We share your data with any party you request us to and approved by you.

If so requested we will share data with police, law enforcement, and security services to assist with the investigation and prevention of crime and the protection of national security.

We do not disclose personal information to any other party except as outlined above.

 

You have the following rights in relation to your personal information

• the right to be informed about how your personal information is being used;

• the right to access the personal information we hold about you;

• the right to request the correction of inaccurate personal information we hold about you;

• the right to request the erasure of your personal information in certain limited circumstances;

• the right to restrict processing of your personal information where certain requirements are met;

• the right to object to the processing of your personal information;

• the right to request that we transfer elements of your data either to you or another service provider; and

• the right to object to certain automated decision-making processes using your personal information.

 

Changes to this policy

We may update this policy from time to time.

 

Contacting us

In the event of any query or complaint in connection with the information we hold about you, please text or email the following contact:

Phone: 07888660225

Email: hampshireselfprotection@gmail.com

 

Version Dated 20th April 2021