Wing Chun Kung Fu Schools

Privacy policy

Who is responsible for your personal data

Our Privacy Policy applies to the personal data that we at Wing Chun Kung Fu Schools collect and use.

We control the way your personal data are collected and the purposes for which your personal data are used by Wing Chun Kung Fu Schools and we are the “controller” for the purposes of the data protection laws that apply to us, like the GDPR which is the European General Data Protection Regulation.

Personal data we collect about you

When  we refer to “personal data” in this Policy, we mean information that relates to you. Your personal data may include for example your name, your contact details, information relating to your Martial Arts Training Membership (e.g. your initial enquiry details) or information on how you use our website and app or how you interact with us.

We collect some of your personal data directly from you, for example when you book a complimentary class with us, use our website or our app, use our services or contact us. We may also receive your personal data from our suppliers who provide services to you on our behalf (for example when you provide feedback on our services), or third parties who act on your behalf, for example directory websites, Marketing operators or other parties through which you may book a complimentary class.

For more information on the parties that may exchange some of your personal data with us,  please see section 7 below.

If you supply goods or services to Wing Chun Kung Fu Schools, most parts of this Policy will not be relevant to you; we will only collect and use your business contact information for the purposes of our cooperation and we will retain such information for as long as this is necessary for our legitimate business purposes, following the termination of this agreement we will (But not always) Remove all information from our records.

Categories of data we collect

We will only collect your personal data when we need to. Depending on the purposes for which we need to use your personal data, we may collect and process the following categories of information about you:

Your name and surname and your contact details (email address, telephone number and postal address)	When you create an account on our website When you purchase our Wing Chun Kung Fu Schools membership When you take part in our competitions or when you purchase our partners’ products or services available through our website
Information about your bookings and your initial enquiries, Information about your classroom needs and if you require special assistance or if you have specific medical requirements. This information may include any changes to your bookings and class products	When you book or manage your class
Information about your health, if you have a medical condition that may affect your class or training (please see section “Special categories of personal data” below for more information)	When you provide us with this information before or during your class
Information about other persons in your booking group, and the age range of any children attending with you.	When you make a booking on behalf of other people
Information about your transaction, including your payment card details	When you purchase Wing Chun International products or services
Information about your purchases of our partners’ related products and services	When you purchase such products or services which are available through our website (If applicable)
Information about the purchase of products available within the classroom	When you pre-order these products or purchase them in the classroom
The communications you exchange with us (for example, your emails, letters, calls, or your messages on our online chat service)	When you contact Wing Chun Kung Fu Schools or when we contact you
Your posts and messages on social media directed to Wing Chun Kung Fu Schools	When you interact with us on social media
Your feedback	When you reply to our requests for feedback or participate in our customer surveys
Your preferred class locations	When you choose to provide this information when creating an account or through managing your preferences
Information about how you use our website or our mobile app, such as your searches for classes or class tutorials.	When you use our website or when you use our mobile app
Information about your computer or mobile device such as the operating system, type of browser or device, the Internet Protocol (IP) address assigned to your device	When you use our website or when you use our mobile app
Information that relates to your Wing Chun Kung Fu Schools memberships (for example if you are an Wing Chun Kung Fu Schools annual member or a lifetime member)	When you obtain, renew or cancel your Wing Chun Kung Fu School memberships
Information about your bank account and receipts for expenses you have incurred	When you request a refund

If at any point we need to collect types of data that are not included in the above list, we will make sure that we provide you in advance with all necessary information relating to this specific collection and use of your data.

Special categories of personal data.

In the course of providing services to you, we may collect some information revealing your racial or ethnic origin, physical or mental health or religious beliefs. These types of information are considered “special categories of personal data” under the GDPR and other data protection laws. We only collect this information where you have given your explicit consent, it is necessary to protect your vital interests or those of other people, like our other passengers or crew, or where you have deliberately made it public. We may also collect information in relation to criminal convictions and offences when this is necessary to ensure the safety of our customers, for example if there is an offence committed during a class.

For example, we may collect the above information in the following circumstances:

For your safety, when you have a specific medical condition, you will need to inform us of that and –where required – provide us with a medical certificate. To find out more on medical information you need to disclose to us, please review our medical policy.

If you request special assistance before or during a class, this could reveal information about your health (for example if you ask for a support). Please note that in this case, we will need to provide this information to the instructors of the location to which you will be attending so that they can assist you during your attendance.

When you provide us with information that could be considered a special category of personal data, we will use it only as explained in this Privacy Policy to ensure your safety and provide you with the services you have requested .

If you do not allow us to process any special category of personal data, this may mean we are unable to provide all or parts of the services you have requested from us. Please be aware that in such circumstances you will not be entitled to cancel or obtain a refund of any fees that you may have paid.

How and why we use your personal data

The data protection laws allow us to use your personal data only if we have a lawful basis to do so. Most of the times, we will use your personal data to perform our contract with you, i.e. to fulfil our commitment, when these interests are not overridden by your rights (for example, to manage our relationship with you as our customer).

In some instances, we may rely on your consent in order to use some of your personal data, for example when you choose to save you details on your account for future use or, where necessary, we will seek your explicit consent, for example when you provide us with information that may relate to your health.

We use your personal data for the following purposes:

• To manage your initial enquiry and bookings and provide our services to you

When you make a booking, we will create an account through which you can complete and manage your booking. We may also do so when you make a booking through another party or by using another website. If you no longer wish to use your account, you can deactivate it, but if you decide to make a booking again, you will need to create a new account with us.

When you are training with us, we use your information to perform our services in relation to your class and requirements, for example to issue you confirmation information, confirm your attendance for your class, issue your complimentary class pass, accept you in class and take you safely through an introductory session. We also use it to change your bookings if you request such changes.

In addition, we use your information when you are using our Wing Chun Kung Fu Schools services, such as when you check in for your attendance at the location or use our online App service.

• To communicate with you and manage our relationship with you

Operational communications 
Occasionally we may need to contact you by email and/or SMS for administrative or operational reasons, for example in order to send you confirmation of your bookings and your payments, to inform you about your class itinerary, to notify you when book in or to advise you of changes to your class times. If you are using our mobile app, you may receive app notifications for these purposes. We may also use your contact details to get in touch in relation to an emergency or a safety event.

Please be aware that these communications are not made for marketing purposes and as such, you will continue to receive them even if you choose to not receive marketing communications.

Enquiries

When you send us a request, fill in a web-form on our website or interact with us on social media, we will use your personal data to reply to you and fulfil your requests.

In order to make our communication with you more efficient through telecommunications and quickly provide you with answers to your queries, we may use a chatbot to handle your requests or automated phone messages that will help you easily get the answers you need without waiting on the line. If you still have queries and you prefer to speak to one of our team, you can always contact the instructor directly who will assist you. When you contact us by phone, please note that your calls may be recorded for training and quality control purposes, including for monitoring the services we provide to you.

Feedback
Your opinion is very important to us, so we may send you an email or SMS to seek your feedback.

We will use the communications you exchange with us and the feedback you may provide in order to manage our relationship with you as our customer and to improve our services and experiences for customers.

• To personalise and improve your customer experience

We may use your personal data in order to tailor our services to your needs and preferences and to provide you with a personalised customer experience. For example, your class history helps us understand what you like and ensure that you have access to the offers and the products that you find interesting. Also, if you inform us about your preferred class locations we will be able to send you offers for classes that are relevant to this location.

We may also collect information on how you use our website, which class or locations you search for and what products you purchase, in order to understand what you like. We may use this information to tailor the content and offers that you see on our website or the content of our Wing Chun Kung Fu Schools online advertisements and, if you have agreed to receiving direct marketing communications, to send you relevant messages and inform you of offers that we think you like.

If you are in the process of making a booking or a purchase under your account and you leave our website before your order has been placed, we may contact you in order to help you easily complete your booking or purchase.

• To inform you about our news and offers that you may like

Our products 
We may send you marketing communications for our schools and products or services, if you have indicated that you are happy to receive these, for example when you create an account on our website or make an enquiry or booking with us and you do not express a wish to not receive such communications.

If you are happy to receive marketing communications, we will provide you with news from us such as new classes or locations that you may be interested in or offers that you may like.

Our products
In addition, we will send you communications promoting our products and services that may relate to your experience and arrangements, if you have indicated that you are happy to receive these, Our communications may relate to the following:

Product / service	Meaning
Membership	Annual Student membership Lifetime student membership
Bookings	Registration for classes or seminars
Insurance	Member to Member insurance Instructor indemnity insurance Public liability insurance
Tuition	Courses available to you Private lessons Group training sessions Seminars
Classes	Classroom changes and timetable amendments Cancellations or amendments Additional Classes
Merchandise and Uniform	Purchases Offers and promotions
Activities and Events	Social gatherings Grading events Parties and functions
Certification	Student grading Technician degree testing Instructor qualifications
Seminars	National and International Seminars School specific seminars Instructor specific seminars

We will update the above list with any changes to the products and services available through our website.

How we get in touch
For the purposes of providing you with marketing material about our or our partners’ products, we will mainly contact you via email or send you notifications on our app. We constantly try to improve your customer experience and ensure that you find out about our offers when these are more relevant and useful to you. As such, in the future, we may also use other ways to let you know about news and offers, for example on your Wing Chun Kung Fu Schools online account, through social media or when you take your Wing Chun Kung Fu Schools class or you contact us.

How you can opt out
We value your privacy and we will always respect your choice to not receive marketing communications. If you do not want to hear from us about our or our partners’ products and services, you can simply tell us so by choosing the relevant option before confirming your booking. You can also choose to opt out from receiving marketing communications at any time, by clicking on the relevant unsubscribe link at the bottom of the marketing related communications you may receive from us.

If you prefer, you can also call contact the team or instructor of the location that you have booked in to and express your preference to not receive marketing communications

• To improve our services, fulfil our administrative purposes and protect our business interests 

We will also use your information to fulfil our legitimate business interests. These interests include improving our services and offering you better customer experience, using information for accounting, billing and audit purposes, credit or other payment card verification, fraud screening, safety, security and legal purposes, statistical and marketing analysis, systems testing and maintenance.

We will use personal information for the above business purposes only where we consider it necessary and we will try where possible to use information that does not allow the identification of our customers, for example we will mainly use aggregate data for analysis purposes.

When we need to use information that can potentially allow the identification of our customers, we will use as little information as possible and we will do that in a way so as to respect our customers’ rights and freedoms.

Your data protection rights

The GDPR and other data protection laws give you specific rights that help you be in control of your personal data and we want to make it easy for you to exercise these rights. Below you will find more information about your rights and how we work to fulfil these. You can exercise any of your rights in relation to the data that Wing Chun Kung Fu Schools holds about you, by completing the form which is available at the end of this section.

Data access 
You are entitled to know whether we hold your personal data and if so, receive a copy of your data. You can use the form at the end of this section to request a copy of your personal data.

In order for us to be able to process your request, you will need to provide us with the required information below:

• Your full name.
• A description of the data you would like to access including a date range (e.g. your class history for the past 12 months). An accurate description of your request will save you time and effort and will allow us to focus our searches on what you need and quickly reply to you.
• All email addresses you have used to book Wing Chun International classes or communication with us, even if you no longer use these.
• Other information that may help us locate your data (e.g. additional 3^rd party names).

For the protection of your information, we will also need to verify your identity, so make sure you upload in the form a copy of your current and valid photo ID (e.g. passport page).

If you submit a request on behalf of another person, we will need to ensure that this person has authorised you to make this request and receive their data. To make it easier for you, we have included in our form a simple consent form to ensure that you have the right to submit your request.

Please note that our Data Protection team does not deal with requests for invoices. In order to quickly and easily receive invoices of your bookings, please use the Contact us form.

Data portability
You have the right to receive some of your data in a portable and reusable format. At Wing Chun Kung Fu Schools, we are happy to provide you with a portable copy of your class history; other than that, we do not really hold data that would be covered by the right to data portability.

This is an example of the information you will receive if you send us a data portability request:

Date range	Class type.	Location	Currency	Price
01/01/2017 – 31/12/2017	Adult	Leamington Spa	GBP	25.99

We are very interested to know the reasons you want to obtain your data in a portable format and how you are planning to use it, so we welcome all comments in this respect. This is a new data right and we’re keen to understand how we can provide portable data that’s really useful. Please note that providing this information is not mandatory and it will not affect the way we will process your request but it will help our future planning.

Data rectification 
If you believe that we hold incorrect or incomplete information about you, please let us know and we will correct it. Most of the times, you will be able to correct and update your information through your Wing Chun Kung Fu Schools online account. If this not possible, you can use the form below to notify us.

Please note that any requests for changes in your active bookings, for example changes of additional names or of details supplied, will be processed by the school instructor, so contacting the instructor or team directly will save you time.

Data deletion 
We will retain your information for the period required to fulfil the purposes set out in this Policy and when there is a legal obligation to do so.

Data restriction
In certain circumstances, you may ask that we continue to store your data but not use it. For example, if you consider that we hold information relating to you that you may need for legal purposes, you can request from us to not delete this information.

Objection
You have the right to object to the use of your data for direct marketing purposes at any time. Please see section 3 above for more details on how you can unsubscribe from marketing.

Also, you may consider that you have reasons to object to the use of your data when such use is based on our legitimate interests as explained in this Policy. Before using your data for our business interests we have balanced these interests against your rights and freedoms; however, if you consider that you have grounds to object to the use of your data, you can explain to us your particular situation and we will individually review your request.

Withdrawing consent 
As explained in section 3 above, we may use your personal data for various purposes and in most cases this is not your consent. When we rely on your consent to process your personal data (for example when you save details in your account for future use), you have the right to withdraw your consent at any time. We will respect your choice and stop further processing your data; however, any use of your data before you withdraw consent will not be affected.

Data related concerns 
In our Customer Charter we promise to make it easy and be open and upfront with you – this also applies to how we use your personal data. We always aim to be clear and transparent with our customers but we understand that sometimes this can be complicated. If you have a concern in relation to how we use your personal data and satisfy your rights, please let us know; we will reply to your queries and if necessary take steps to ensure our practices are consistent with our promise and our obligations. If you are still not satisfied with the way we use your personal data and you believe this is not in accordance with data protection laws, you have the right to lodge a complaint with a data protection authority. In the UK, the relevant supervisory authority is the Information Commissioner’s Office (ICO). You can contact the ICO via their web-form at https://ico.org.uk/concerns/ or call the ICO helpline on +44 (0)303 123 1113.

You can easily exercise your above rights by completing our form:

Data Protection Request Form

After you submit the form, you will receive a confirmation receipt. If we need more information from you to process your request, we will contact you to let you know. If you have provided all the required information, we will process your request as soon as possible within one month.

Protecting your personal data

We are committed to protecting the personal data we hold by taking appropriate technical and organisational measures against unauthorised, unlawful or accidental access, loss, destruction or damage of such personal data. We are constantly taking steps to improve in the field of Information Security as our sector changes.

How you can protect your data

You can follow some simple steps to keep your information secure. When you create your Wing Chun Kung Fu Schools account, choose a strong password that is unique to this account and do not share your password with other people. If you use the same password across your different accounts, you increase the risk of your data being compromised if your password is accidentally or unlawfully accessed by another person. If you suspect that someone else has got access to your password, make sure that you change it immediately.

If you receive an email that looks suspicious, e.g. it refers to a booking that you are not aware of, or you have doubts as to whether an email was actually sent by Wing Chun Kung Fu Schools, please report it to us. You can use the form in section 4 above. Please note that we will never ask for your payment card details via email. Also, if you receive communications about free Wing Chun Kung Fu Schools classes (Other than an initial first complimentary class), you may reasonably suspect that these are fraudulent; we always offer a free complimentary first class however in most cases other than location specific agreement we will not market to customers as an offer for free classes.

When we promote our offers, we do so by using the same email account through which we send you all our marketing communications and we will not ask for your personal information in these emails. Also, be aware that we promote our offers or any competitions that we may organise on social media only through our official page. If you have doubts whether a post, notification or communication you receive is authentic, you can easily verify whether the same information appears on our official website. If this is not the case, please let us know so that we can investigate and take necessary action.

How we protect your data

When you provide your personal data through our website or our mobile app, this information is transmitted across the internet securely using industry standard encryption.

Furthermore, Wing Chun Kung Fu Schools is a PCI DSS compliant organisation. This means that we adhere to high security standards in order to protect your payment card details when you are sending us this information.

The information that you provide to us will be held in our systems, which are located on our premises or those of our appointed suppliers.

As described in this Privacy Policy, we may in some instances disclose or allow access to your information by third parties who act for us for the purposes described in this policy or for other purposes approved by you. Where these third parties process your personal data on our behalf, we require that they have appropriate technical and organisational measures in place to protect this data.

Why we use cookies

In order to improve our services, to provide you with more relevant content and to analyse how visitors use our website and app, we may use technologies, such as cookies, pixels or tracking software. Please be aware that in most cases we will not be able to identify you from the information we collect using these technologies.

For example, we use software to monitor customer traffic patterns and website usage to help us develop the design and layout of the website in order to enhance the experience of the visitors to our website. This software doesn’t let us collect any personal data. In addition, in order to understand how our customers interact with the emails and the content that we send, we use pixels that allow us to know if the emails we send are opened or if the content of our emails is displayed in text or html form.

We also use cookies in our website, mobile app or in our emails. Cookies are small pieces of information stored by your browser on your computer’s hard drive. They enable you to navigate on our website or app and allow us to provide features such as remembering aspects of your last web search to make subsequent searches faster. You can delete cookies if you wish; while certain cookies are necessary for viewing and navigating on our website or app, most of the features will be still accessible without cookies.

For more information on how we use cookies and how you can remove them, read our Cookie Policy.

Sharing personal data

Your personal data may be shared with other companies associated to Wing Chun Kung Fu Schools. It may also be disclosed to a third party who acquires us or a member of our Organisation.

We may also share some of your personal data with, or obtain your personal data from, the following categories of third parties:

• Martial Arts agents or other companies through which you enquire or book your Wing Chun Kung Fu Schools classes
• Suppliers providing services to us in order to help us run our business and improve our services and your customer experience. We may also disclose your information to our contact center, the companies who help us get your feedback on our services or the company that provides IT support to us. At Wing Chun Kung Fu Schools, we select very carefully our suppliers who process your personal data on our behalf and require that they comply with high security standards for the protection of your personal data.
• Credit and debit card companies 
  Wing Chun Kung Fu Schools may shares some of your personal data, which includes information about your method of payment, Class booking and in some cases additional names, to the credit or debit card company that issued the card you used to make your purchase. In order to ensure the security of your transactions and prevent or detect fraudulent transactions
• Our partners who offer Martial Arts related products and services through our website, promote offers or co-organise competitions on our website
  From time to time, we make certain third party offers available through our website or we may publish competitions co-organised by third parties. If you choose to purchase products or services offered through our website by third parties, accept offers or participate in a competition, some of your personal data, such as your contact details and your billing information, may be directly collected by or disclosed to that third party.A full list will be published here at the time of partner agreements:

Our partners have their own privacy policies and terms of use over which Wing Chun Kung Fu Schools does not have control. Whilst Wing Chun Kung Fu Schools carefully selects these partners, it has no responsibility or liability for their privacy policies, terms of use or the way they process your personal data. Please make sure that you review the relevant privacy policies and terms of use of these partners prior to purchasing their goods or services, using their websites, apps or services or providing any personal data to them.

In addition to the categories of parties listed above, we may disclose your personal data when this is required by the law of any jurisdiction to which Wing Chun Kung Fu Schools may be subject.

Updates to our Privacy Policy

Our Privacy Policy is a dynamic tool and we will modify it when there is a change to the way we process your data. We may update this Privacy Policy from time to time, to ensure that the information we provide to you is up to date and in accordance with the relevant data protection laws. Any new version of this Policy will be published on our website.

Contact information

Questions, comments and feedback regarding this Privacy Policy, are welcomed and should be addressed to our Data Protection Officer through the form available in section 4 above or in writing to the following address:

Wing Chun Kung Fu Schools

8 High Street, Leamington Spa, Warwickshire, CV31 3AN