PRIVACY POLICY - WILTSHIRE BRAZILIAN JIU JITSU ACADEMY

Effective date: 01/05/2024

Last updated: 17/09/2025

Wiltshire BJJ Academy values your privacy and is committed to protecting your personal data. This policy explains what information we collect, how we use it, and your rights under UK data protection law (UK GDPR and the Data Protection Act 2018).

1. What Information We Collect

We may collect personal information when you:

Complete a membership or waiver form
Contact us by email, phone, or post
Make a payment to us

This can include:

Name, address, phone number, email address, next of kin
Class bookings, referrals, and other contact details
Health information (e.g. medical history, lifestyle, diet, medication)
Payment details (e.g. bank or card information)

2. Why We Collect Your Information

We use your information to:

Manage your membership and deliver our services
Communicate with you about classes, bookings, or changes
Keep necessary records for legal, safety, and insurance reasons
Handle payments securely

Our legal basis for processing your personal data is legitimate interest (to provide membership services) and, where relevant, contract administration.

We may also use your information:

If required by law (e.g. court order, safeguarding concerns)
For safety reasons if we believe you or someone else is at risk
With your consent, for things like newsletters or marketing

3. Who We Share Information With

We keep your information confidential. We only share it when necessary, for example:

With contractors or advisors working on our behalf (who must keep it secure)
If required by law or regulatory bodies
To protect someone’s life in an emergency (vital interests)
Anonymised case studies for professional development (only with your consent)

We never sell your personal information.

4. How Long We Keep Your Information

We keep your personal data for as long as you are a member and for a short period afterwards to make renewal easier. You can ask us to delete your information when you leave.

5. Your Rights

Under UK GDPR, you have the right to:

Access the information we hold about you
Correct or update inaccurate information
Ask us to delete your data
Restrict or object to how we use your data
Request a copy of your data in a portable format

We do not carry out automated decision-making about you.

If you want to exercise any of your rights, please email: wiltshirebjjacademy@gmail.com. We will respond within 20 working days.

6. Keeping Your Data Secure

We take appropriate measures to protect your personal information, including:

Storing it securely and limiting access to authorised staff only
Using secure systems and trusted providers for payment processing and forms
Requiring third-party providers to meet strict security standards

7. Cookies and Website Use

Our website uses cookies to improve your experience and analyse traffic. Cookies do not give us access to your computer or personal data. You can choose to accept or decline cookies in your browser settings.

By using our website, you consent to the use of cookies.

8. Links to Other Websites

Our website may contain links to other websites. Please note we are not responsible for the privacy practices of those sites, so you should check their policies.

9. Complaints

If you have a complaint about how we handle your personal data, please contact us first at: wiltshirebjjacademy@gmail.com.

If you are not satisfied, you also have the right to complain to the Information Commissioner’s Office (ICO), the UK regulator for data protection: www.ico.org.uk.