Resolute Martial Arts — Privacy Policy
Last updated: 9 October 2026
1. Who we are
Resolute Martial Arts Limited, trading as Resolute Martial Arts, is responsible for how we collect and use your personal information. We are the “data controller” for our membership and club records.
Company number: 15231873
Contact address: Unit 2, 70 Bell Lane, Uckfield, TN22 1QL
Email: info@resolutemartialarts.co.uk
Telephone: 07725 857355
This policy explains how we use information about members, parents, guardians, prospective members and other people who contact or attend our club.
2. Information we collect
Depending on your involvement with the club, we may collect:
Names, dates of birth, addresses, telephone numbers and email addresses.
Parent or guardian details and emergency contacts.
Membership plans, bookings, attendance, belt grades and training progress.
Payment records, outstanding balances and payment references.
Relevant medical history, including medical conditions, injuries, allergies and support needs that may affect safe participation.
Messages, enquiries, complaints and feedback.
Accident, incident and safeguarding records.
Your choices about marketing, photographs and videos.
Photographs or videos where appropriate permission has been obtained.
We collect only relevant medical history needed to support safe participation. We do not request your full medical records.
Payment providers collect the bank or card details necessary to process payments. We do not ask you to send full card details by email or message.
3. Where information comes from
We receive information when you register through ClubRight, book or attend sessions, complete forms, make payments or contact us.
For children, information usually comes from their parent or guardian. We may also receive relevant information from instructors, schools, payment providers or organisations involved in a booking, incident or safeguarding matter.
If you give us another person’s details, such as an emergency contact, please let them know and direct them to this policy.
4. How we use information
We use personal information to:
Set up and manage memberships, bookings and payments.
Provide classes and record attendance and progress.
Send membership updates, payment notices and timetable changes.
Support safe participation and discuss reasonable adjustments.
Contact parents, guardians or emergency contacts when necessary.
Handle enquiries, complaints, accidents and safeguarding concerns.
Maintain financial records and meet legal obligations.
Send promotional messages where you have opted in.
Publish promotional photographs or videos where permission has been obtained.
5. Our lawful reasons for using information
We use the following lawful bases:
Contract: To arrange and provide membership or other services purchased by an adult, including bookings and payments.
Legitimate interests: To administer the club, answer enquiries, maintain security, manage complaints and support safe training. For children’s membership information, our interests include delivering the service arranged by their parent or guardian. We consider the individual’s rights and give particular weight to children’s privacy.
Legal obligation: Where we must keep records or disclose information to comply with the law.
Consent: For optional promotional communications and promotional photographs or videos.
Vital interests: In an emergency where information is necessary to protect someone’s life.
Relevant medical history requires additional protection. For information used to plan and support training, we seek separate explicit consent from the member or an appropriate parent or guardian.
Necessary accident or safeguarding information may be handled under other applicable legal conditions, including legal claims or safeguarding substantial public interests, where the requirements are met.
6. Relevant medical history and children
We request only relevant medical history and support information needed for safe participation. Access is limited to people who need it for their role.
Consent to use relevant medical history can be withdrawn by contacting us. We will discuss whether training can continue safely with less information or suitable adjustments. Withdrawal does not require us to delete records that we must lawfully retain for another purpose.
Children’s information is used to organise and deliver their activities safely. We do not require children to agree to marketing.
A child’s privacy rights belong to the child. When a parent requests access or changes on their behalf, we consider the child’s age, understanding and interests.
7. ClubRight and other organisations
We use ClubRight to manage membership records, bookings, attendance and communications. ClubRight acts as our data processor when handling this information on our instructions.
We may share relevant information with:
Authorised instructors and administrative staff.
Payment providers and banks.
Accountants, insurers and professional advisers.
Schools or activity partners where necessary for an activity you have arranged.
Governing bodies or competition organisers where necessary for registration you have requested.
Emergency services, safeguarding authorities or law enforcement where necessary and lawful.
We share only information needed for the relevant purpose. We do not sell personal information.
Some providers act as independent data controllers for their own services and have their own privacy notices.
8. International transfers
Some service providers may process information outside the UK. Where a restricted international transfer takes place, it must be covered by appropriate safeguards, such as an approved adequacy arrangement or contractual safeguards.
Contact us for information about the providers and safeguards relevant to your records.
9. How long we keep information
We keep information only for as long as needed for its purpose.
Membership and attendance records are kept while membership is active and afterwards only where necessary to resolve payments, complaints, insurance matters or legal claims.
Financial records are retained for the applicable accounting and tax retention period.
Relevant medical history is reviewed when circumstances change or membership ends, and deleted when no longer needed, unless another lawful reason requires its retention.
Accident and safeguarding records may need to be kept longer, particularly where children are involved. Retention depends on the nature of the incident, safeguarding guidance, insurance requirements and relevant legal time limits.
Marketing details are retained until consent is withdrawn or they are no longer needed. We may keep a minimal record of an opt-out to prevent further unwanted marketing.
You can contact us for the retention period or criteria applicable to a particular record.
10. Marketing, photographs and videos
We request separate permission for optional email or text marketing and promotional photographs or videos.
You can withdraw permission at any time by using an unsubscribe option or contacting info@resolutemartialarts.co.uk.
This will not affect membership. Essential messages about payments, bookings, safety or class changes may still be sent.
Where photographic permission is withdrawn, we will stop future promotional use and remove material from channels we control where reasonably possible. We cannot always retrieve printed material already distributed or copies shared independently by others.
11. Keeping information secure
We take reasonable technical and organisational steps to protect personal information. Access is restricted according to staff responsibilities.
Please protect your ClubRight login details and tell us promptly if you suspect unauthorised access.
12. Your rights
Depending on the circumstances, you can ask us to:
Provide access to your personal information.
Correct inaccurate information.
Delete information.
Restrict its use.
Provide certain information in a portable format.
You may also object to processing based on legitimate interests and withdraw consent where we rely on it. You can object to direct marketing at any time.
These rights are subject to legal conditions. We may need to retain certain records despite a deletion request.
To make a request, email info@resolutemartialarts.co.uk. We normally respond within one month and may need to verify your identity.
We do not make solely automated decisions about membership that have legal or similarly significant effects.
13. Cookies
ClubRight and our other online service providers may use cookies or similar technologies. Please refer to the relevant platform’s cookie information and settings.
Non-essential cookies requiring consent should remain disabled unless you choose to allow them.
14. Complaints and changes
Please contact info@resolutemartialarts.co.uk if you have concerns about your information.
You can also complain to the Information Commissioner’s Office at www.ico.org.uk or by calling 0303 123 1113.
We may update this policy as our services or practices change. The latest version will be available through our member area, and we will notify you of significant changes where appropriate.