Privacy Policy

1. Introduction

New Generation Taekwondo Club ("NGTC", "we", "us", or "our") is committed to protecting your privacy and personal data. This Privacy Policy explains how we collect, use, store, and protect your personal information when you visit our website at newgentkd.com or use our services.

This policy is written in compliance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Data Controller:
New Generation Taekwondo Club
Hotham Primary School, Charlwood Road
Putney, Wandsworth
London SW15 1PN
Email: info@newgentkd.com
Phone/WhatsApp: +44 7557 276 528

If you have questions about this Privacy Policy or how we handle your data, please contact us using the details above.

2. Information We Collect

Personal Data You Provide to Us

When you use our website or services, we may collect the following personal information:

Contact Information: Name, email address, phone number, and postal address
Student Information: Age, date of birth, experience level, previous martial arts training, and goals
Parent/Guardian Information: If you are registering a child under 18, we collect the parent or guardian's name, contact details, and relationship to the student
Health & Safety Information: Relevant medical conditions, injuries, or health concerns that may affect participation
Payment Information: Billing details (payment card details are processed securely by third-party payment processors and are not stored by NGTC)
Communication Records: Correspondence via email, phone, or website contact forms
Consent Records: Your preferences regarding marketing communications and data processing

Information Collected Automatically

When you visit our website, we may automatically collect:

Technical Data: IP address, browser type and version, device type, operating system
Usage Data: Pages visited, time spent on pages, clicks, referral sources
Cookies: See our Cookies section below for details

3. How We Use Your Information

We use your personal data for the following purposes:

Service Delivery:
- To process bookings, registrations, and class enrolment
- To manage class schedules and attendance
- To communicate about classes, schedule changes, and important updates
- To provide customer support and respond to enquiries
- To ensure safety during classes (e.g., knowing about medical conditions)
Administrative Purposes:
- To process payments and manage memberships
- To maintain records for accounting and tax purposes
- To send booking confirmations and receipts
- To comply with legal obligations (e.g., safeguarding for children)
Communication:
- To respond to your enquiries and provide support
- To send important service updates (e.g., class cancellations, venue changes)
- To send marketing communications (only with your explicit consent)
Improvement:
- To analyse website usage and improve our services
- To understand student needs and preferences
- To enhance safety and class quality

4. Legal Basis for Processing

Under UK GDPR, we process your personal data based on the following legal grounds:

Consent: When you explicitly consent to processing, such as signing up for marketing emails or newsletters. You can withdraw consent at any time.
Contract: To fulfil our contractual obligations when you book classes or enrol in a programme. This includes processing payments and managing your membership.
Legitimate Interest: For purposes that are necessary for our legitimate interests, including:
- Ensuring safety and well-being of students and staff
- Sending important service-related communications
- Improving our website and services
- Preventing fraud and ensuring security
- Maintaining business records for accounting and legal compliance
Legal Obligation: To comply with legal requirements, such as safeguarding obligations for children, tax and accounting records, and responding to legal requests.

5. How We Store and Protect Your Data

Data Security

We implement appropriate technical and organisational measures to protect your personal data:

Secure Hosting: Our website is hosted on secure servers provided by Hostinger, with industry-standard security measures
Encryption: Email communications and form submissions are encrypted where possible
Access Controls: Personal data is accessible only to authorised staff members who need it for their duties
Regular Updates: We keep our systems and security measures up to date
Physical Security: Any physical records are stored securely and access is restricted

However, no method of transmission over the internet or electronic storage is 100% secure. While we strive to protect your data, we cannot guarantee absolute security.

Data Location

Your personal data is stored on servers located within the UK and European Economic Area (EEA). If we transfer data outside the UK/EEA, we will ensure appropriate safeguards are in place.

6. Sharing Your Information

We do not sell your personal data to third parties. We may share your information only in the following circumstances:

Service Providers: We may share data with trusted third-party service providers who help us operate our business, such as:
- Email service providers (for sending communications)
- Payment processors (for processing payments securely)
- Website hosting and analytics providers (for website operation and improvement)
- IT support providers (for maintaining our systems)
These providers are contractually obligated to protect your data and use it only for specified purposes.
Legal Requirements: We may disclose your data if required by law, court order, or regulatory authority, or to protect our rights, property, or safety, or that of others.
Business Transfers: In the event of a merger, acquisition, or sale of assets, your data may be transferred as part of that transaction. We will notify you of any such change.
With Your Consent: We may share your data with other parties if you have given explicit consent for us to do so.

7. Cookies

Our website uses cookies and similar tracking technologies to enhance your browsing experience and analyse website usage.

Types of Cookies We Use

Essential Cookies: Required for the website to function properly (e.g., navigation, security features). These cannot be disabled.
Analytics Cookies: We may use Google Analytics or similar services to understand how visitors use our website. This helps us improve our content and user experience.
Functional Cookies: Remember your preferences and settings to provide a personalised experience.

Managing Cookies

You can control cookies through your browser settings. Most browsers allow you to:

View and delete cookies
Block cookies from specific sites
Block all cookies
Receive notifications before cookies are placed

Note: Disabling cookies may affect the functionality of our website. For more information about cookies, visit www.allaboutcookies.org.

If you use Google Analytics, you can opt out by installing the Google Analytics Opt-out Browser Add-on.

8. Data Retention

We retain your personal data only for as long as necessary to fulfil the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law.

Active Members: We retain your data while you are an active member or student, and for a reasonable period after your membership ends (typically up to 12 months) in case you wish to rejoin or have enquiries.
Marketing Data: If you have consented to marketing communications, we will retain your contact details until you withdraw consent or unsubscribe.
Legal & Accounting Records: Some data may be retained longer to comply with legal obligations (e.g., tax records may be retained for 7 years as required by HMRC).
Safety Records: Records related to safeguarding or health and safety may be retained longer as required by law or for insurance purposes.

Once the retention period expires, we will securely delete or anonymise your personal data, unless we are required to retain it for legal purposes.

9. Your Rights (UK GDPR)

Under UK GDPR, you have the following rights regarding your personal data:

Right of Access: You can request a copy of the personal data we hold about you (a "data subject access request").
Right to Rectification: You can request that we correct any inaccurate or incomplete data.
Right to Erasure ("Right to be Forgotten"): You can request that we delete your personal data in certain circumstances (e.g., if it's no longer necessary, or if you withdraw consent).
Right to Restrict Processing: You can request that we limit how we use your data in certain circumstances.
Right to Object: You can object to processing based on legitimate interests or for direct marketing purposes.
Right to Data Portability: You can request a copy of your data in a structured, machine-readable format, or request that we transfer it to another service provider (where technically feasible).
Right to Withdraw Consent: If processing is based on consent, you can withdraw consent at any time. This will not affect the lawfulness of processing before withdrawal.

How to Exercise Your Rights

To exercise any of these rights, please contact us at info@newgentkd.com. We will respond to your request within one month (or up to two months for complex requests).

We may need to verify your identity before processing your request to ensure we are releasing data only to the rightful owner.

Right to Complain

If you are not satisfied with how we handle your personal data or respond to your request, you have the right to lodge a complaint with the Information Commissioner's Office (ICO), the UK's data protection regulator:

Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire SK9 5AF
Website: www.ico.org.uk
Phone: 0303 123 1113

10. Children's Data

NGTC takes the protection of children's data seriously. Our services are open to children, but we require parental consent for individuals under the age of 16.

Parental Consent: When registering a child under 16, a parent or guardian must provide consent for the collection and processing of the child's personal data.
Limited Data Collection: We collect only the minimum data necessary to provide our services safely and effectively.
Parental Rights: Parents or guardians have the right to:
- Access their child's personal data
- Request correction of inaccurate data
- Request deletion of their child's data
- Withdraw consent at any time
Safeguarding: We follow UK safeguarding guidelines and may share relevant information with appropriate authorities if we have concerns about a child's welfare.

If you are a parent or guardian and wish to exercise any rights regarding your child's data, please contact us at info@newgentkd.com.

11. Links to Other Websites

Our website may contain links to third-party websites (e.g., British Taekwondo, World Taekwondo, social media platforms). This Privacy Policy applies only to NGTC's website and services.

We are not responsible for the privacy practices, content, or data handling of external websites. We encourage you to read the privacy policies of any external sites you visit.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or for other operational reasons. We will notify you of significant changes by:

Posting the updated policy on our website with a new "Last updated" date
Sending an email to registered members (where applicable)
Announcing changes on our website homepage or in classes

We encourage you to review this Privacy Policy periodically. Your continued use of our website or services after changes are posted constitutes acceptance of the updated policy.

13. Contact Information

If you have questions, concerns, or requests regarding this Privacy Policy or how we handle your personal data, please contact us:

New Generation Taekwondo Club
Hotham Primary School
Charlwood Road
Putney, Wandsworth
London SW15 1PN

Email: info@newgentkd.com
Phone/WhatsApp: +44 7557 276 528

We aim to respond to all data protection enquiries within 30 days.

Data Protection Complaints

If you are not satisfied with our response to a data protection concern, you have the right to complain to the Information Commissioner's Office (ICO):

Information Commissioner's Office
Website: www.ico.org.uk/make-a-complaint
Phone: 0303 123 1113