How we collect, use and protect personal data

Last updated: 23 March 2026

Phoenix Martial Arts Academy ("we", "us", "our") respects your privacy and is committed to protecting your personal data.

This Privacy Policy explains how we collect, use, store and protect personal data when you visit our website, contact us, book a trial, enquire about classes, or become a member.

1. Who we are

Business name: Phoenix Martial Arts Academy
Trading as / legal name: Martin Lee
Address: St. Paul�s Church, Loftin Way, Chelmsford, CM2 9TN
Email: martin@phoenixmartialarts.co.uk
Phone: 07938690079

We are the data controller for the personal data we collect through this website and in connection with our classes and enquiries.

2. What personal data we collect

Depending on how you interact with us, we may collect:

• name
• email address
• phone number
• child�s name and age or age range
• parent/guardian details
• class interests and booking details
• messages you send to us
• membership and attendance information
• payment and billing information (where applicable)
• technical website data such as IP address, browser type, device information and cookie preferences

We only collect the information we need for the relevant purpose.

3. How we collect your personal data

We collect personal data when you:

• complete a contact or booking form
• book a trial class
• email, call or message us
• join as a member
• interact with our website
• accept or reject cookies through our cookie banner

4. How we use your personal data

We use personal data to:

• respond to enquiries
• arrange and manage trial classes
• manage memberships and class attendance
• contact parents/guardians about bookings or classes
• process payments and administer accounts
• improve our services and website
• maintain business records
• send marketing communications, where you have opted in or where we are otherwise permitted by law

5. Our lawful bases for using your personal data

We rely on one or more of the following lawful bases under UK GDPR:

• Contract � where we need to take steps at your request before entering into an agreement or to provide our services
• Legitimate interests � for running and improving our business, responding to enquiries, administering bookings, and keeping appropriate records
• Legal obligation � where we must keep records or comply with legal requirements
• Consent � where we ask for your consent, for example for certain marketing communications or non-essential cookies

Where we rely on consent, you can withdraw it at any time.

6. Marketing

If you opt in, we may send you updates about classes, events, offers, timetables or related services by email, SMS or other electronic methods.

You can opt out of marketing at any time by:

• clicking unsubscribe where available
• replying STOP to SMS where applicable
• contacting us using the details above

We will not make marketing consent a condition of booking a trial or using our services.

7. Cookies and website technologies

Our website may use cookies and similar technologies.

Some cookies are strictly necessary for the website to function. Other cookies, such as analytics, advertising or embedded third-party services, are non-essential and will only be used where required after you have given consent.

For more information, please see our Cookie Policy.

8. Who we share personal data with

We may share personal data with trusted service providers where necessary to run our business, such as:

• website hosting providers
• booking/contact form providers
• payment processors
• email or SMS communication providers
• analytics providers (where consent is given, if required)
• professional advisers where needed
• regulators, authorities or law enforcement where required by law

We require third parties to handle personal data appropriately and securely.

9. International transfers

Some of our service providers may store or process data outside the UK. Where this happens, we take reasonable steps to ensure appropriate safeguards are in place.

10. How long we keep personal data

We keep personal data only for as long as necessary for the purpose it was collected, including legal, accounting and administrative requirements.

As a guide:

• enquiry and trial booking data: 12 months from the last contact, unless needed longer for admin or a complaint
• membership and payment records: 6 years where required for tax, accounting, or legal record-keeping
• marketing preferences: until you unsubscribe or ask us to stop

If we no longer need your information, we will delete or securely anonymise it.

11. Your rights

Under UK data protection law, you may have the right to:

• access your personal data
• have inaccurate data corrected
• request erasure of your data
• restrict how we use your data
• object to certain processing
• request transfer of your data in some cases
• withdraw consent where we rely on consent

To exercise any of these rights, please contact us using the details above.

12. Children�s data

Where information relates to a child, we expect enquiries and bookings to be made by a parent or guardian where appropriate.

We only use children�s personal data where necessary to provide our services, manage bookings, ensure suitable class placement, and communicate with parents or guardians.

13. Data security

We take appropriate technical and organisational measures to protect personal data against unauthorised access, loss, misuse or disclosure.

14. Complaints

If you have any concerns about how we use your personal data, please contact us first and we will try to resolve the issue.

You also have the right to complain to the Information Commissioner’s Office (ICO) if you are unhappy with how we handle your personal data. If your concern relates to service or coaching standards rather than data protection, you may also wish to contact our governing body, the British Martial Arts and Boxing Association (BMABA).

15. Changes to this policy

We may update this Privacy Policy from time to time. The latest version will always be posted on this page with the updated date shown at the top.