Privacy Policy

Wutan Surrey is the data controller of the personal information you provide to us, as such it is fully committed to ensuring compliance with the Data Protection Act 2018 and the UK General Data Protection Regulation 2021 and other laws as applicable. We collect your data in order to provide martial arts classes to you.

This policy sets out what we collect and process.

By submitting your data to Wutan Surrey, you are authorising us to collect, store and process it in the ways explained in the policy. 

Your Rights

  • The right to be informed – being told what data we hold about you and what we do with it

  • The right of access – being able to request a copy of your data we hold

  • The right to rectification – being able to have inaccurate data corrected

  • The right to erasure – being able to ask us to delete / destroy your data

  • The right to restrict processing – being able to limit the amount or type of data used

  • The right to data portability – requesting to move your data electronically to another business

  • The right to object – being able to request we stop using your data

Personal Information

Upon applying to take part in martial arts classes with Wutan Surrey, we will request certain information from you to:

  • Allow us to communicate with you about classes, and changes in timings and/or venue

  • Allow us to contact you or a family member in an emergency

This may include, but not be limited to, the following:

  • Correspondence address

  • Email address

  • Phone number(s)

  • Next of kin and/or parent guardian (for children)

  • Essential medical information (allergies, medications etc.) - sensitive data

This is done to ensure that emergency contact information, and other application information, is available to Wutan Surrey instructors, in a secure manner, at all times.

Once enrolled as a student we may collect:

  • Attendance records

  • Accident and other incident records

  • Information on financial transactions (what you spend on lessons and purchases)

  • Email and messages

This is done to ensure are able to comply with applicable legal and business requirements.

We may record and retain any of the above information using both paper records and online & cloud services such as:

  • Martialytics, Google Docs, Google Sheets, Google email, Squarespace, Mailchimp, Stripe, GoCardless, Telegram, Slack, Zapier, Apple iCloud, Microsoft 365 and Dropbox.

Data Retention

We will retain records and data whilst you are a student and for an indefinite period afterwards unless specifically asked to delete it.

Data Sharing

Occasionally we may share anonymous aggregated records and data (such as student numbers, attainments, attendance statistics, metrics) with Wutan International UK, our parent organisation.

Requesting Data

You may make a request to see, correct, erase or restrict the use of your data in writing or verbally, in person or on the phone.

Requests should be made to the identified person in the ‘Contact’ section below.

We will resolve your request within 30 days.

Photography and Filming

Wutan Surrey may take photos. movies and or use images or pictures of you or your child(ren) in publications and social media to promote, publicise and market its activities, however, we don’t do so without your written consent.

Security

We take precautions to protect your information. When you submit sensitive information via the website or any of our other online systems and services, your information is protected both online and offline.

Wherever we collect sensitive information, that information is encrypted and transmitted to us in a secure way. You can verify this by looking for a lock icon in the address bar and looking for “https” at the beginning of the address of the web page.

While we use encryption to protect sensitive information transmitted online, we also protect your information offline. Only team members who need the information to perform a specific job (for example, instructors, assistant instructors) are granted access to personally identifiable information. The computers/servers in which we store personally identifiable information are managed by professional service providers and/or hosting companies and are kept in secure environments.

Analytics

This website may collect personal data to power our site analytics, including:

  • Information about your browser, network, and device

  • Web pages you visited prior to coming to this website

  • Your IP address

This information may also include details about your use of this website, including:

  • Clicks

  • Internal links

  • Pages visited

  • Scrolling

  • Searches

  • Timestamps

This information maybe be collected by Squarespace, our website provider, to learn about site traffic and activity, and other cloud hosted business solutions.

Cookies

This website uses cookies and similar technologies, which are small files or pieces of text that download to a device when a visitor accesses a website or app. For information about viewing the cookies dropped on your device, visit About the cookies Squarespace uses.

The Privacy Policy for our hosted administration system, student portal and student app can be found here https://martialytics.com/privacy-policy.html.

Marketing emails

We may send you marketing emails, which you can unsubscribe from by clicking the link at the bottom of the email. We share your contact information with Squarespace, Martialytics and Mailchimp, our email marketing providers, so they can send these emails on our behalf.

Fonts

This website uses font files from Google Fonts and Adobe Fonts. To properly display this site to you, servers where the font files are stored may receive personal information about you, including:

  • Information about your browser, network, or device

  • Your IP address

Website Visitors

This website is hosted by Squarespace. Squarespace collects personal data when you visit this website, including:

  • Information about your browser, network and device

  • Web pages you visited prior to coming to this website

  • Your IP address

Squarespace needs the data to run this website, and to protect and improve its platform and services. Squarespace analyzes the data in a de-personalized form.

Registration

Wutan Surrey is registered with the Information Commissioner's Office with registration reference: ZB529293.

You can contact the Information Commissioners Office on 0303 1231113 or via email https://ico.org.uk/global/contact-us/email/ or at the Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.

Contact

If you have any questions about this policy, please contact Anita Chi Wai Ho at:

Revision history

  • 12-Apr-2023

  • 12-Mar-2023

  • 27-Feb-2023

  • Created 7-Nov-2019