01 · PRIVACY & DATA
PRIVACY
POLICY
How P4TKD collects, uses and protects the personal information you provide when using our website, contacting us or training with our clubs.
YOUR INFORMATION · YOUR PRIVACY
PRIVACY POLICY
Last updated: October 2026
P4TKD respects your privacy and is committed to protecting the personal information you share with us.
This Privacy Policy explains what information we may collect when you use our website, contact us, book a free trial, join one of our clubs or otherwise interact with P4TKD, and how that information is used and protected.
1. WHO WE ARE
P4TKD provides Tae Kwon-Do training through our clubs in Rugby and Kenilworth.
For the purposes of UK data protection law, P4TKD is responsible for the personal information it collects and uses.
If you have any questions about this Privacy Policy or how your information is handled, you can contact us at:
Email: info@p4tkd.co.uk
2. INFORMATION WE MAY COLLECT
The information we collect depends on how you interact with P4TKD.
This may include:
• Your name
• Email address
• Home address
• Date of birth or age
• Parent or guardian details where the student is under 18
• Club and class information
• Information submitted through our contact or free trial forms
• Membership and training information
• Licence and grading information
• Payment and transaction information
• Communications you have with us
• Information you voluntarily provide when contacting P4TKD
Where necessary for the safe delivery of Tae Kwon-Do training, we may also need information concerning relevant medical conditions, injuries, disabilities or additional support requirements.
We only ask for information that is reasonably necessary for the purpose for which it is being collected.
3. CHILDREN AND YOUNG PEOPLE
Many P4TKD students are children, so protecting their personal information is particularly important to us.
Where appropriate, information relating to a child may be provided and managed by their parent or legal guardian.
We may hold information about a child that is necessary to manage their training, membership, licence, gradings, competitions, attendance, safety and participation in P4TKD activities.
We do not knowingly use children's personal information for unrelated marketing purposes.
4. HOW WE USE YOUR INFORMATION
We may use personal information to:
• Respond to enquiries
• Arrange and manage free trial requests
• Register and manage students
• Communicate with students, parents and guardians
• Manage club memberships
• Maintain student and attendance records
• Administer Tae Kwon-Do licences and renewals
• Manage gradings, competitions and events
• Process or reconcile payments
• Provide information relevant to your training
• Maintain the security and operation of our website
• Meet legal, safeguarding and regulatory responsibilities
We will not use your information for purposes that are incompatible with the reason it was originally collected without an appropriate legal basis.
5. OUR LEGAL BASIS FOR USING YOUR INFORMATION
Under UK data protection law, we must have a lawful basis for processing personal information.
Depending on the circumstances, we may process information because:
Contract: it is necessary to provide membership, training or another service you have requested.
Legitimate interests: it is reasonably necessary for the administration and operation of P4TKD and does not unfairly override your privacy rights.
Legal obligation: we are required to retain or process certain information by law.
Consent: you have specifically agreed to a particular use of your information where consent is required.
Vital interests: in exceptional circumstances, information may need to be used to protect someone's health or safety.
Where we process special category information, such as relevant health information, we will ensure an appropriate additional condition for processing applies.
6. PAYMENTS
Payments for P4TKD services or products may be processed through third-party payment providers.
P4TKD does not normally receive or store your complete debit or credit card details. Payment providers process those details in accordance with their own privacy and security policies.
We may retain information about transactions, such as the payer, amount, date, product or service purchased and payment status, where required for administration and financial records.
7. SHARING YOUR INFORMATION
We do not sell your personal information.
We may share information with trusted organisations or service providers where this is necessary to operate P4TKD, administer Tae Kwon-Do activities, process payments, maintain our website or comply with our obligations.
Depending on the activity, this may include organisations connected with P4TKD's Tae Kwon-Do affiliation, including the Tae Kwon-Do Association of Great Britain (TAGB) and, where relevant, the wider British Tae Kwon-Do Council (BTC) structure.
We may also disclose information where required by law or where necessary to protect the safety or rights of students, instructors or others.
8. WEBSITE AND COOKIES
Our website may use cookies and similar technologies to enable essential functionality, understand how the website is used and improve the visitor experience.
Some services embedded within the website may also set their own cookies.
Where required, you will be given appropriate choices regarding non-essential cookies.
9. HOW LONG WE KEEP YOUR INFORMATION
We keep personal information only for as long as it is reasonably necessary for the purpose for which it was collected and to meet any legal, financial, safeguarding or administrative requirements.
Different types of information may therefore be retained for different periods.
When information is no longer required, it will be securely deleted or anonymised where appropriate.
10. KEEPING YOUR INFORMATION SECURE
We take reasonable technical and organisational measures to protect personal information against unauthorised access, loss, misuse, alteration or disclosure.
Access to personal information is limited to people who reasonably require it for the operation of P4TKD and related activities.
No website or electronic system can guarantee absolute security, but we take reasonable steps to keep the information entrusted to us protected.
11. YOUR DATA PROTECTION RIGHTS
Depending on the circumstances, UK data protection law gives you rights over your personal information.
These may include the right to:
• Ask for a copy of the personal information we hold about you
• Ask us to correct inaccurate or incomplete information
• Ask us to delete your information in certain circumstances
• Ask us to restrict how your information is used
• Object to certain uses of your information
• Request transfer of certain information
• Withdraw consent where we rely on consent
Not every right applies in every situation.
To make a request, contact info@p4tkd.co.uk.
We may need to confirm your identity before fulfilling a request.
12. PHOTOGRAPHS AND VIDEO
Photographs or video may occasionally be taken during P4TKD classes, gradings, competitions, demonstrations or events.
Where consent is required, particularly in relation to children, we will seek appropriate permission before using identifiable photographs or video for promotional purposes such as our website or social media.
You can contact us if you have questions or concerns about the use of an image.
13. LINKS TO OTHER WEBSITES
Our website may contain links to websites operated by other organisations.
P4TKD is not responsible for the privacy practices or content of external websites. We recommend reviewing the privacy information provided by those organisations when leaving our website.
14. CHANGES TO THIS POLICY
We may update this Privacy Policy occasionally to reflect changes to our website, services, legal requirements or the way P4TKD operates.
The latest version will be published on this page with the date it was last updated.
15. CONTACT US
If you have questions about this Privacy Policy, want to exercise your data protection rights or have concerns about how your information has been handled, contact:
P4TKD
Email: info@p4tkd.co.uk
You also have the right to raise a concern with the Information Commissioner's Office (ICO) if you are unhappy with how your personal information has been handled.
