How Train Taekwondo Schools collects, uses, and protects your personal data.
Last updated: 26 March 2026
Your privacy matters to us. Train Taekwondo Schools is committed to protecting the personal data of our students, parents, and website visitors. This policy explains what data we collect, why we collect it, how we use it, and your rights under UK GDPR and the Data Protection Act 2018.
1. Who We Are
Train Taekwondo Schools is a TAGB-affiliated martial arts club operating across East Yorkshire, United Kingdom. The club is owned and operated by Gavin Cook, Chief Instructor and 5th Dan Black Belt.
For the purposes of UK GDPR, Gavin Cook is the Data Controller responsible for your personal data.
We collect personal data in the following circumstances:
When you enquire or register
Full name (student and/or parent/guardian)
Email address
Phone number
Child's name, date of birth, and age (for junior members)
Emergency contact details
Any relevant medical conditions or special educational needs disclosed voluntarily
When you become a member
All of the above, plus TAGB licence number
Belt grade and grading history
Payment and billing information (processed securely via third-party payment providers — we do not store card details)
Attendance records
Photographs and video footage taken during classes, gradings, or events (with consent)
When you visit our website
IP address and browser type (collected automatically via server logs and analytics)
Pages visited, time on site, and referral source (via Google Analytics, if enabled)
Any information you submit via contact or enquiry forms
When you contact us
Your name, email address, phone number, and the content of your message
WhatsApp messages sent to our business number
3. How We Use Your Data
We use the personal data we collect for the following purposes:
Membership administration — managing class registrations, attendance, and belt grading records
Communication — sending class updates, timetable changes, grading notifications, and newsletters
Safety — maintaining emergency contact information and medical records to keep students safe
TAGB licence management — submitting required information to the Taekwondo Association of Great Britain (TAGB) for licence registration and grading applications
Payment processing — collecting and recording membership fees and course payments
Marketing — promoting our classes via email, social media, and our website, using photos or videos of students (only with explicit consent)
Legal compliance — meeting our obligations under UK law, including safeguarding duties
Website improvement — understanding how visitors use our website so we can improve it
We will never sell your personal data to third parties, and we will never use it for purposes incompatible with those listed above.
4. Legal Basis for Processing
Under UK GDPR, we must have a lawful basis for processing your personal data. We rely on the following bases:
Contract — processing is necessary to fulfil our membership agreement with you (e.g. managing your membership, processing payments, recording grades)
Legitimate interests — processing is necessary for our legitimate interests as a business, such as communicating with members about classes and events, provided your interests do not override ours
Legal obligation — processing is required to comply with UK law, including safeguarding obligations for children
Consent — for specific activities such as photography, video recording, and marketing communications, we will ask for your explicit consent. You may withdraw consent at any time by contacting us.
5. Children's Data
A significant proportion of our students are under the age of 18. We take the protection of children's personal data extremely seriously.
Parental consent: Where a student is under 18 years of age, we collect personal data from a parent or guardian and require their consent for membership, photography, and marketing use.
We collect only the minimum data necessary for the safe operation of our classes. Medical information and special educational needs data are treated as special category data under UK GDPR and are handled with additional care — stored securely, shared only with instructors on a need-to-know basis, and never disclosed to third parties without explicit consent.
We do not knowingly collect data directly from children under the age of 13 via our website without verifiable parental consent.
Photographs and videos of children are only taken and used with the explicit written consent of a parent or guardian. Consent can be withdrawn at any time.
6. Sharing Your Data
We do not sell, trade, or rent your personal data. We may share data with the following third parties only where necessary:
Taekwondo Association of Great Britain (TAGB) — for licence registration, grading applications, and competition entries. The TAGB has its own privacy policy and data protection obligations.
Payment processors — such as GoCardless, Stripe, or PayPal, for the secure processing of membership fees. These providers are PCI-DSS compliant and do not share your data with us beyond what is needed for the transaction.
Email and communication platforms — such as Mailchimp or similar, for sending newsletters and class updates (only where you have consented to receive these)
Website hosting and analytics providers — such as GitHub Pages and Google Analytics, for hosting our website and understanding visitor behaviour
Formspree — for processing contact and enquiry form submissions from our website
Legal authorities — where we are required by law to disclose information, for example in connection with safeguarding concerns or a court order
All third-party processors we use are required to handle your data securely and in accordance with UK GDPR.
7. How Long We Keep Your Data
We retain personal data only for as long as necessary for the purposes for which it was collected, or as required by law:
Active members: data is held for the duration of membership
Former members: basic records (name, grades, licence history) are retained for up to 7 years after membership ends, for legal and insurance purposes
Enquiry data (non-members): retained for up to 12 months, then securely deleted
Financial records: retained for 7 years in accordance with HMRC requirements
Photographs and videos: retained while consent is in force; deleted promptly upon withdrawal of consent
Website analytics data: retained in aggregated, anonymised form; raw IP data is not retained beyond 26 months
8. Data Security
We take appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, destruction, or alteration. These measures include:
Secure, password-protected storage of member records
HTTPS encryption on our website
Limiting access to personal data to authorised instructors only, on a need-to-know basis
Using reputable, GDPR-compliant third-party service providers
Not storing payment card details — all card payments are handled by PCI-DSS compliant processors
In the event of a personal data breach that is likely to result in a risk to your rights and freedoms, we will notify the Information Commissioner's Office (ICO) within 72 hours and inform affected individuals without undue delay.
9. Cookies
Our website uses cookies — small text files stored on your device — to improve your browsing experience. We use the following types of cookies:
Strictly necessary cookies: required for the website to function correctly (e.g. session cookies for form submissions). These cannot be disabled.
Analytics cookies: used by Google Analytics to collect anonymous information about how visitors use our website. No personally identifiable information is collected. You can opt out of Google Analytics at tools.google.com/dlpage/gaoptout.
Preference cookies: used to remember your choices on our grading checklist pages (e.g. saving your progress). These are stored locally in your browser and are not transmitted to our servers.
You can control and delete cookies through your browser settings. Disabling cookies may affect the functionality of some parts of our website.
10. Your Rights
Under UK GDPR, you have the following rights regarding your personal data:
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Right of Access
You can request a copy of the personal data we hold about you (a Subject Access Request).
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Right to Rectification
You can ask us to correct any inaccurate or incomplete personal data we hold.
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Right to Erasure
You can ask us to delete your personal data where there is no compelling reason for us to keep it.
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Right to Restrict Processing
You can ask us to restrict how we use your data in certain circumstances.
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Right to Data Portability
You can request your data in a structured, commonly used, machine-readable format.
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Right to Object
You can object to us processing your data for direct marketing or where we rely on legitimate interests.
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Right to Withdraw Consent
Where processing is based on consent, you can withdraw it at any time without affecting prior processing.
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Automated Decision-Making
We do not use automated decision-making or profiling that produces legal or significant effects.
To exercise any of these rights, please contact us using the details in Section 13. We will respond within one calendar month. There is no charge for making a request, unless it is manifestly unfounded or excessive.
11. Complaints
If you are unhappy with how we have handled your personal data, please contact us in the first instance and we will do our best to resolve the matter.
If you remain dissatisfied, you have the right to lodge a complaint with the Information Commissioner's Office (ICO), the UK's independent data protection authority:
Address: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
12. Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. When we make significant changes, we will update the "Last updated" date at the top of this page and, where appropriate, notify members by email.
We encourage you to review this policy periodically. Continued use of our services after any changes constitutes acceptance of the updated policy.
13. Contact Us
If you have any questions about this Privacy Policy, wish to exercise your data rights, or have a concern about how we handle your data, please contact us: