Policies: Privacy and Data Protection
Version: 1.0
Effective Date: 15th May 2026
Last Updated: 15th May 2026
Introduction
NEST Taekwon-Do (“we”, “us”, “our”) is committed to protecting and respecting your privacy.
This Privacy and Data Protection Policy explains how we collect, use, store, and protect personal information in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
This policy applies to all Students, Parents/Guardians, and individuals who interact with our Services.
Data Controllers
The Data Controllers responsible for your personal information are:
Mr Christopher Black – Chief Instructor & School Administrator
Mr Rick Bairstow – Instructor & School Administrator
They are jointly responsible for ensuring that personal data is processed lawfully, fairly, transparently, and securely.
What Information We Collect
We may collect and process the following types of personal information:
Personal Details
- Name (Student and Parent/Guardian where applicable)
- Address
- Email address
- Telephone number
- Date of birth
Emergency Contact Information
- Emergency contact name(s)
- Relationship to Student
- Contact number(s)
Medical and Additional Needs Information
- Relevant medical conditions
- Disabilities
- Additional support requirements
Service-Related Information
- Attendance records
- Grading records
- Membership and payment status
Website and Communication Data
- Information submitted via website forms
- Basic usage data collected via cookies and analytics tools
How We Collect Information
We collect personal information through:
- Registration forms (digital or paper)
- Direct communication (email, phone, in person)
- Website contact forms
- Third-party platforms used to deliver our Services
We may also receive personal information indirectly through governing bodies or service providers where required to deliver our Services.
Lawful Basis for Processing
We process personal data under the following lawful bases:
Contractual Obligation
To provide our Services, manage Membership, and administer training.
Legal Obligation
To comply with safeguarding, insurance, and regulatory requirements.
Legitimate Interests
To ensure the safe, effective, and efficient delivery of our Services.
This includes ensuring the safety, welfare, and effective administration of our Services.
Consent
Where required, for example:
- Photography and video
- Marketing or promotional use
You may withdraw consent at any time by contacting us.
How We Use Your Information
We use personal information to:
- Register and manage Membership
- Deliver training and Services
- Communicate important information
- Process payments and manage accounts
- Organise gradings, events, and competitions
- Meet legal and regulatory requirements
- Ensure the safety and welfare of Students during training and related activities, including safeguarding
Sharing Your Information
We may share your personal information with the following organisations where necessary and proportionate to deliver our Services or meet legal obligations:
United Kingdom Taekwon-Do Association (UKTA)
To provide licensing, insurance, gradings, and participation in events.
JustGo
A membership platform used to manage licensing, registration, and personal data in partnership with UKTA.
GoCardless
Our payment provider, used to process Membership payments. This may include sharing your name and email address.
British Taekwon-Do Council (BTC)
Where required for safeguarding, governance, or regulatory matters.
This may include sharing information with safeguarding authorities or law enforcement where required.
Legal and Regulatory Authorities
Where required by law, safeguarding concerns, or to protect individuals.
Access to Personal Data
Access to personal data is restricted to:
- Data Controllers
- Authorised Instructors and Assistants
Authorised individuals may access relevant personal and emergency contact information strictly where necessary for the safe delivery of Services and safeguarding of Students.
All individuals with access to personal data are expected to handle it securely and confidentially.
Photography and Video
Photography and video may be taken during training sessions or events for promotional and educational purposes.
This will only be done where consent has been provided during registration or separately.
Images and videos may be shared via:
- Our website
- Social media platforms
- Promotional materials
You may withdraw consent at any time.
Where possible, we will avoid using full names in conjunction with images of Students.
Data Security
We take appropriate and reasonable measures to protect personal information from loss, misuse, or unauthorised access.
Physical Data
- Paper records are minimised and securely stored
- Where possible, records are digitised and physical copies destroyed securely
Digital Data
- Stored securely with restricted access
- Protected using secure systems and password protection
Only authorised individuals have access to personal data.
In the event of a data breach, we will take appropriate action in accordance with our legal obligations.
Data Retention
We retain personal data only for as long as necessary to provide our Services and meet legal obligations.
Where a Student is no longer actively training and has not used our Services for a continuous period of 12 months, their personal data will be securely deleted or destroyed.
Certain information may be retained for longer where required for legal, safeguarding, or insurance purposes.
Your Data Protection Rights
Under UK GDPR, you have the right to:
- Access your personal data
- Request correction of inaccurate data
- Request deletion of your data
- Restrict or object to processing
- Request transfer of your data (data portability)
Requests can be made by contacting us directly.
Complaints
If you have concerns about how your data is handled, please contact us in the first instance.
You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO):
Cookies and Website Tracking
Our website may use cookies and similar technologies to:
- Improve website performance
- Analyse usage and traffic
- Support functionality
This may include third-party tools such as:
- Google Analytics
- Website hosting services
- Contact form systems
You can manage cookie preferences through your browser settings.
By using our website, you consent to the use of cookies in accordance with this policy.
Changes to This Policy
We may update this Privacy and Data Protection Policy from time to time. The latest version will always be available on our website or upon request. Where significant changes are made, we will make reasonable efforts to notify you.
Contact Information
Mr Christopher Black
Chief Instructor & School Administrator
instructor@nest-tkd.com
Mr Rick Bairstow
Assistant Instructor & School Administrator
rbairstow@nest-tkd.com
Mr Luke Brough
Assistant Instructor & Welfare Officer
lbrough@nest-tkd.com
For website-related queries:
webmaster@nest-tkd.com
Version Control
| Version | Date | Author | Changes |
| 1.0 | 15/05/2026 | Rick Bairstow | Initial Privacy and Data Protection Policy created from combined policy. |