Privacy Policy

Danielle Laura King trading as Kung Fu Schools Peterborough

Last updated: 5 August 2026

Kung Fu Schools Peterborough respects your privacy and is committed to protecting the personal information of our students, prospective students, parents, guardians, visitors and anyone who contacts or interacts with us.

This Privacy Policy explains what personal information we collect, how we use it, who we may share it with, how long we keep it and the rights you have under UK data protection law.

This policy applies to information collected through our website, membership and trial applications, classes, events, telephone calls, emails, social media, WhatsApp and other communications with us.

For data protection purposes, the data controller is:

Danielle Laura King trading as Kung Fu Schools Peterborough

School address:
Peterborough One Retail Park
Eye Road
Peterborough
PE1 4YZ

Email: info@kungfupeterborough.co.uk
Telephone: 07892 662415
Website: www.kungfupeterborough.co.uk

Danielle Laura King is responsible for deciding how and why personal information is collected and used by Kung Fu Schools Peterborough.

This Privacy Policy applies to personal information concerning:

• current and former students;
• prospective students and trial participants;
• parents, guardians and carers;
• emergency contacts;
• website visitors;
• people attending seminars, gradings, workshops and events;
• instructors, volunteers and assistants where their information relates to the delivery of our services;
• people who contact us by telephone, email, WhatsApp, social media or through our website; and
• suppliers, contractors and professional advisers.

Where a student is under 18, we will normally communicate with their parent or guardian. However, the personal information belongs to the child, and children have their own data protection rights.

Depending on your relationship with us, we may collect the following information.

This may include:

• your name;
• the student’s name;
• date of birth and age;
• home address;
• email address;
• telephone number;
• parent or guardian details;
• emergency contact details;
• the emergency contact’s relationship to the student; and
• communication preferences.

This may include:

• membership type;
• membership start and end dates;
• class allocation;
• attendance records;
• grading results;
• belt, sash or grade history;
• training achievements;
• seminar and event bookings;
• uniform and equipment requirements;
• payment status;
• membership suspensions or cancellations;
• correspondence about membership;
• behavioural, disciplinary or class-management information where necessary; and
• reasonable adjustments required to help someone participate safely.

Martial arts is a physical activity. We may therefore need to collect information about:

• medical conditions;
• injuries;
• allergies;
• disabilities;
• medication that may be relevant during training;
• physical or learning needs;
• pregnancy, where relevant to safe participation;
• accessibility requirements; and
• any other health information that may affect someone’s ability to participate safely.

Health information is classed as special category personal data and receives additional protection under data protection law.

We only ask for information that is reasonably necessary to help us provide safe and appropriate training.

Students, parents and guardians should tell us when relevant health information changes.

We may collect or receive:

• Direct Debit and payment details;
• payment references;
• billing information;
• invoices;
• payment history;
• outstanding balances;
• refunds;
• transaction dates and amounts; and
• limited information provided by our membership-management and payment-processing providers.

We use NEST Management Limited to provide membership-management services and to administer and collect certain membership and Direct Debit payments.

We also use Stripe to securely process certain card and online payments.

Where payments are processed through NEST Management Limited or Stripe, those providers will process payment and personal information in accordance with their own privacy policies and legal obligations.

Kung Fu Schools Peterborough does not normally directly store complete payment-card details.

Complete bank account or payment details may instead be collected and processed securely by NEST Management Limited, Stripe, a bank or another authorised payment provider.

Where necessary, we may collect or create records concerning:

• safeguarding concerns;
• welfare concerns;
• disclosures made by a child or adult;
• accidents and injuries;
• first aid provided;
• incidents during classes or events;
• complaints;
• communications with parents, guardians or relevant authorities; and
• information needed to investigate or respond to an incident.

Access to this information is restricted to people who genuinely need it.

We may take photographs or video recordings during:

• classes;
• gradings;
• graduation events;
• seminars;
• competitions;
• demonstrations;
• workshops; and
• other school activities.

These may be used for training, recording achievements, communicating with parents or promoting the school through our website, printed materials and social media.

We will explain how photographs and recordings may be used and will provide an appropriate opportunity for students, parents or guardians to give or withhold permission for promotional use.

You may change your photography preference by contacting us.

Any change will apply to future use. It may not always be possible to recall printed materials or content that has already been lawfully shared or published.

Parents and visitors may be asked not to photograph or publish images of other students, particularly children, without permission.

When you use our website, we may collect:

• IP address;
• browser type;
• device information;
• approximate location;
• pages visited;
• dates and times of visits;
• website interaction information;
• cookie identifiers;
• security logs; and
• information submitted through our contact or free-trial forms.

Our website contact and trial forms may ask for information including your name, the student’s name, email address and telephone number.

The website may use Google reCAPTCHA to help protect forms from spam and misuse.

Google may collect technical and device information when reCAPTCHA is used, in accordance with Google’s own privacy terms.

We may keep records of communications sent through:

• email;
• telephone;
• text message;
• WhatsApp;
• social media;
• website forms; and
• face-to-face conversations where it is appropriate to make a record.

Please avoid sending unnecessary medical, financial or sensitive information through social media or standard messaging services.

We collect information:

• directly from you;
• from a parent, guardian or carer;
• when you submit a website enquiry;
• when you register for a trial, membership, grading, seminar or event;
• when you attend a class or activity;
• through our membership-management and payment systems;
• when you communicate with our instructors or administrative team;
• when an accident, safeguarding concern or complaint is reported;
• through website cookies and similar technologies; and
• from another person where they have a lawful reason to provide the information, such as an emergency contact or relevant professional.

Data protection law requires us to have a lawful reason for using personal information.

We use enquiry information to:

• respond to questions;
• arrange trial classes;
• recommend suitable classes;
• provide information about timetables, prices and membership; and
• follow up an enquiry.

Our lawful bases are taking steps at your request before entering into a contract and our legitimate interest in responding to enquiries and managing prospective memberships.

We use membership information to:

• register students;
• manage class attendance;
• provide martial arts tuition;
• administer memberships;
• communicate timetable and operational information;
• monitor progression;
• organise gradings and events;
• issue certificates;
• manage suspensions and cancellations; and
• collect membership fees.

Our lawful basis is that the processing is necessary to provide the service agreed with you or to take steps before entering into that agreement.

We may also rely on our legitimate interests in running the school safely and effectively.

We use relevant health information to:

• assess whether participation is appropriate;
• make reasonable adjustments;
• help instructors deliver safe training;
• respond appropriately during an emergency; and
• manage accidents or insurance matters.

Our general lawful basis will normally be performance of our agreement with you or our legitimate interests in providing safe training.

Because health information is special category personal data, we will also rely on an additional legal condition. Depending on the circumstances, this may include:

• your explicit consent;
• protection of someone’s vital interests;
• safeguarding reasons;
• reasons of substantial public interest; or
• the establishment, exercise or defence of legal claims.

Providing relevant health information may be necessary for safe participation.

Where information is required for safety and is not provided, we may be unable to offer or continue particular training activities.

We use safeguarding and welfare information to protect children and adults who may be at risk, investigate concerns, follow safeguarding procedures and make appropriate referrals.

Depending on the circumstances, we may rely on:

• legal obligations;
• our legitimate interests in maintaining a safe training environment;
• protection of vital interests;
• reasons of substantial public interest relating to safeguarding; or
• the establishment, exercise or defence of legal claims.

We will not allow data protection concerns to prevent appropriate information sharing where someone may be at risk of harm.

We process accident and injury information to:

• provide or record first aid;
• investigate what happened;
• improve safety;
• notify parents or guardians;
• comply with health and safety obligations;
• respond to insurers; and
• establish, exercise or defend legal claims.

Our lawful bases may include legal obligation, legitimate interests, vital interests and the establishment, exercise or defence of legal claims.

We use financial and payment information to:

• set up and administer memberships;
• collect membership, grading, seminar and event fees;
• administer Direct Debits;
• process online and card payments;
• issue invoices and receipts;
• manage refunds;
• manage failed or unpaid payments;
• maintain accounting records;
• prevent and investigate fraud; and
• comply with tax, accounting and financial obligations.

Our lawful bases for using this information are:

• performing our agreement with you;
• complying with our legal obligations; and
• our legitimate interests in administering memberships, collecting payments and managing the school’s finances.

Payment information may be shared with NEST Management Limited, Stripe, our bank, accountants, bookkeepers and other professional advisers where reasonably necessary.

Where photographs or videos are used publicly to promote the school, we will normally rely on permission or consent obtained from the adult student or, where appropriate, the child’s parent or guardian.

We may rely on legitimate interests for limited internal or administrative uses, such as recording a grading or achievement, provided the use is reasonable, expected and does not unfairly affect the person involved.

A person who does not wish to be included in photographs or recordings should tell an instructor or contact us.

We use contact details to send important information about:

• class changes;
• closures;
• payments;
• membership administration;
• gradings;
• booked events;
• safety matters; and
• other information needed to provide the service.

These are service communications rather than marketing.

Our lawful bases are performance of our agreement and our legitimate interests in operating the school.

We may send information about our classes, offers, seminars, events and similar services where:

• you have consented;
• the law allows us to contact an existing customer about similar services; or
• another appropriate lawful basis applies.

You can opt out of marketing at any time by using the unsubscribe option in the message or contacting us.

We will not sell your personal information to other organisations for marketing.

We use technical information to:

• operate the website;
• protect the website and forms from misuse;
• prevent spam and fraud;
• understand website performance;
• diagnose technical problems; and
• improve the website.

We rely on legitimate interests for website security and strictly necessary functions.

Where consent is required for analytics, advertising or other non-essential cookies, we will rely on your cookie choice.

We may use personal information to:

• respond to complaints;
• comply with court orders;
• cooperate with law enforcement;
• meet insurance requirements;
• protect our legal rights; and
• comply with applicable laws.

Our lawful bases may include legal obligation and legitimate interests.

A significant part of our service is provided to children and young people.

We take additional care when handling children’s information and aim to:

• collect only what we reasonably need;
• explain our use of information clearly;
• use parent or guardian contact details for normal administration;
• consider the age and understanding of the child;
• protect children’s information from inappropriate access or disclosure;
• take particular care with photographs and videos;
• consider the best interests of the child; and
• respond appropriately where a child is able to exercise their own data protection rights.

A parent or guardian will not automatically be entitled to access every piece of information concerning a child.

We may need to consider the child’s age, understanding, wishes, best interests, confidentiality and any safeguarding concerns.

We may share personal information with the following organisations or people where necessary:

• authorised instructors, assistants and administrative staff;
• NEST Management Limited, which provides membership-management systems and payment-collection services;
• Stripe, which processes certain card and online payments;
• banks and other authorised financial-service providers;
• website hosting, form, email, cloud-storage and IT-support providers;
• Google, in connection with reCAPTCHA and any other Google services used by the website;
• WhatsApp or other communication platforms where you choose to contact us through them;
• accountants, bookkeepers and professional advisers;
• insurers, insurance brokers and claims handlers;
• martial arts associations, governing bodies or affiliated Kung Fu Schools organisations where relevant;
• grading examiners, seminar instructors and event organisers where information is needed for an activity you have entered;
• the owner or operator of our training venue where information is required for safety, security or incident management;
• emergency services and medical professionals;
• local authorities, social services, safeguarding organisations, the police or other relevant authorities where there is a safeguarding, legal or public-safety reason;
• legal advisers, courts and dispute-resolution services; and
• another organisation if the school or its assets are sold or transferred, subject to appropriate confidentiality and data protection arrangements.

We only share information that is reasonably necessary for the relevant purpose.

Companies that process information on our behalf are expected to keep it secure, use it only for authorised purposes and comply with applicable data protection laws.

Some providers, including payment and technology providers, may also act as independent data controllers for certain information they process.

Where this applies, their own privacy policies will explain how they use and protect that information.

Most of our activities are carried out in the United Kingdom.

However, some payment, website, email, communication, cloud-storage, social-media and technology providers may store or process information outside the United Kingdom.

This may include providers such as Stripe, Google, WhatsApp or other technology platforms used by the school.

Where personal information is transferred outside the United Kingdom, we will take reasonable steps to ensure that an appropriate legal safeguard is in place.

This may include:

• transferring information to a country recognised by the UK as providing an adequate level of data protection;
• using approved contractual data-protection safeguards;
• relying on another legally permitted transfer mechanism; or
• obtaining explicit consent where appropriate and legally permitted.

We keep personal information only for as long as reasonably necessary for the purpose for which it was collected, including legal, safeguarding, insurance, accounting and dispute-resolution requirements.

Our usual retention approach is set out below.

Where someone does not become a member, we will normally retain their enquiry information for up to 12 months after the last meaningful contact, unless they have asked to receive ongoing marketing.

Core membership, attendance, communication and administrative records will normally be retained for up to six years after the membership ends.

Invoices, payments and accounting records will normally be retained for at least six years after the relevant financial year, where required for tax, accounting or legal purposes.

Grading and achievement records may be kept for longer where needed to confirm a student’s grade, qualification or training history.

We will limit long-term records to the minimum information required.

Current medical, accessibility and emergency-contact information will be reviewed during membership and deleted or securely archived when it is no longer needed.

Where information relates to an accident, safeguarding concern, complaint or legal claim, it may be retained for longer.

These records will be retained according to:

• the nature of the concern;
• the age of the person involved;
• safeguarding guidance;
• insurance requirements; and
• relevant legal limitation periods.

Safeguarding records may need to be kept for a substantial period, particularly where a child is involved.

Photographs and recordings will be retained for as long as they remain relevant to the purpose for which they were taken or until permission is withdrawn, where consent is the applicable basis.

Withdrawal will normally affect future use and does not necessarily require us to recall previously printed materials.

We will retain marketing information until you unsubscribe or object.

We may keep a minimal suppression record after you unsubscribe so that we can make sure we do not contact you again for marketing.

Website logs and cookie information are retained according to their purpose and the settings of the relevant service.

Further details may be provided in our Cookie Policy.

We may retain information for longer where there is an active complaint, legal claim, safeguarding matter, insurance matter or legal requirement.

We use reasonable technical and organisational measures to protect personal information from:

• unauthorised access;
• accidental loss;
• misuse;
• alteration;
• inappropriate disclosure; and
• destruction.

Measures may include:

• password-protected systems;
• access controls;
• secure cloud services;
• restricted access to sensitive and safeguarding records;
• staff and instructor guidance;
• secure disposal;
• software updates and security controls; and
• procedures for responding to suspected data breaches.

No internet, email or messaging service is completely secure.

Please take care when sending sensitive information electronically.

Depending on the circumstances and the lawful basis being used, you may have the right to:

• ask whether we hold personal information about you;
• request a copy of your personal information;
• ask us to correct inaccurate or incomplete information;
• ask us to delete information;
• ask us to restrict how information is used;
• object to processing based on legitimate interests;
• object to direct marketing;
• ask for certain information to be transferred in a portable format;
• withdraw consent where we rely on consent; and
• raise a concern or complaint about our use of your information.

These rights are not absolute and may not apply in every situation.

For example, we may need to keep certain information to comply with the law, protect a child, deal with an accident, maintain financial records or respond to a legal claim.

We may need to verify your identity before responding to a request.

We will normally respond within one month, although the law allows additional time for particularly complex requests.

You have the absolute right to object to your personal information being used for direct marketing.

To exercise your rights, please contact us:

Email: info@kungfupeterborough.co.uk
Telephone: 07892 662415

We do not use personal information to make solely automated decisions that produce legal or similarly significant effects concerning students or website users.

Our website uses cookies and similar technologies.

Some cookies are necessary for the website to function, protect forms and maintain security.

Other cookies may be used to measure traffic, understand how visitors use the website or support external services.

Where required by law, non-essential cookies will not be used unless you have made an affirmative choice to accept them.

You should be able to accept or reject non-essential cookies through the website’s cookie controls.

Further details, including the cookies used, their purposes, providers and duration, may be provided in a separate Cookie Policy.

You can also control cookies through your browser settings, although blocking essential cookies may affect how the website works.

Our website may contain links to external websites and services, including WhatsApp, Google and social media platforms.

Those organisations control their own use of personal information.

Their privacy policies apply when you use their websites, applications or services.

We are not responsible for the privacy practices or security of independent external websites.

Please contact us first if you have concerns about how we have used your personal information.

We will take the concern seriously and try to resolve it.

Email: info@kungfupeterborough.co.uk
Telephone: 07892 662415

We may update this Privacy Policy when our services, systems, providers or legal obligations change.

The most recent version will be published on our website with the date it was last updated.

Where a change is significant, we may also notify current students, parents or guardians by email, message or another appropriate method.