February 13, 2018

Privacy Policy

St Neots TKD are committed to treating your information securely and safeguarding your rights to confidentiality. We will ensure your personal information is processed in accordance with the provisions of the General Data Protection Regulation to promote accountability and transparency.

This privacy notice tells you what to expect when St Neot's TKD processes your personal information. Personal data shall be;

  • Processed lawfully, fairly and in a transparent manner
  • Collected for a specified and legitimate purpose
  • Adequate, relevant and limited
  • Accurate
  • Kept no longer than is necessary
  • Processed in line with your rights
  • Secure
  • Not transferred to countries outside the European Union

For further information you can contact us

Or email dataprotection@grandunionhousing.co.uk

For independent advice about data protection, privacy and data sharing you can contact the Information Commissioner’s Office. Details can be found on their website

https://ico.org.uk/global/contact-us/ or contact them on 0303 123 1113

What information we collect:

We will only collect personal information when we need to.

The information we may collect includes, but is not restricted to, the following:

  • Name
  • Address
  • Contact information including email address
  • Gender
  • Date of birth
  • Photographic ID
  • Bank details
  • Health and care issues
  • Disabilities
  • Ethnicity, culture or religion

When you provide information about household members we assume that you do so with their full knowledge.

We try to ensure information is accurate, up to date and not kept for longer than necessary.

Special categories of personal data:

Special categories of data include:

  • Racial or Ethnic origin
  • Health Information
  • Religious or Philosophical Beliefs

Special category data is used to monitor equality, diversity and inclusion and to ensure services are delivered appropriately.

Accuracy of your information:

We endeavour to keep our records up to date. However, if any of your personal details change e.g. contact details, please let us know.


What personal Information do we collect and what do we do with it?

We only collect and process the personal information that you provide us with. We do not obtain additional personal information from other sources. We do not share your data with any third party for marketing purposes. We need this personal data to manage your time with us as a student, whether that’s training, grading or competing. Unfortunately, if you don’t want to provide us with this information you won’t be able to become a student with LBTKD.

Where you are under 18 years of age, we will also collect and use personal information you provide about your parent / guardian to:

  • contact them about club activities including gradings, competitions, training and other club related activities.
  • use their name and email address to enable us to set up a Direct Debit to pay your training fees and collect other payments such as grading fees.

We also ask you to provide personal information about someone we can contact in the event of an emergency.

Student Health Data

When you become a student with us we ask you to tell us about any medical conditions that may be relevant in you undertaking a martial art. We only ask for this information to ensure that you are able to train with us in a safe environment where your individual needs can be recognised.

We do not share this information with anyone not involved in teaching, grading or organising and running competitions and only when relevant to ensure your wellbeing. You’ll be asked to give explicit consent for us to hold and process the information for the purpose described above.

Who we share your data with

We only share relevant personal information with other organisations (“third parties”) where it is necessary to enable you to take part in the activity, including where we use a service to manage your contract with us.

MessageBird (https://messagebird.com/en)

St Neots TKD at times uses MessageBird as a form of communication via SMS texts regarding, important updates, reminders  and class time changes (if any). The personal information used here is your name and mobile phone number ONLY. 


St Neots TKD at times uses Mailchimp as a form of communication regarding newsletters, important dates for your diary and class time changes (if any). The personal information used here is your name and e-mail address ONLY. 


St Neots TKD uses a student administration system called members.utaonline. The personal information you provide us with whilst a student is stored in this system, and we use this system to track your training and register attendance. As a member you will also have access to the system to view attendance. 


St Neots TKD collects students training fees and other payments using Direct Debits. We share your name and email address with GoCardless Limited to enable them to contact you to set up your direct debit and collect your payments once you are a student

UK ITF (http://www.tkd.co.uk/)

St Neots TKD is partnered with UK ITF. We are required to register students with UK ITF and this is a condition of training with LBTKD. We only share the personal information when necessary to register you. We share your name, address, phone numbers, e-mail address, date of birth and nationality.

International TaeKwon-Do Federation (ITF)

If you achieve your black belt in TaeKwon-Do we are required to register you directly with the ITF. We share your name, address, phone numbers, e-mail address, date of birth and nationality.

We may also share information when required by law or to protect the legitimate interest of an individual.

St Neots TKD website

This website holds basic information to enable you to access the member only area which had videos and information on patterns and grading, this includes, name, age and email address of student or parent or guardian of a younger student.


We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect.

Details of the UTA Online Student Management system can be found on their GDPR page.

How long we keep your data:

ST Neot's retains personal information during the period of our relationship and for a set period afterwards to allow us to meet legal obligations.

We document retention schedules against different types of information. This is based on legal requirements and best practice.

If you would like further information please contact us

Your rights:

St Neot's is committed to upholding your rights in respect of your personal data

The law provides the following rights for individuals:

  • The right to be informed
  • The right of access
  • The right to rectification
  • The right to erase
  • The right to restrict processing
  • The right to data portability
  • The right to object
  • Rights in relation to automated decision making and profiling

Further information can be found on the Information Commissioner’s Office website


Access to personal information:

You have the right to request access to personal information we may hold about you by making a Subject Access Request application. If you would like to do this, you can email us..

Controlling your personal information

You may choose to restrict the collection or use of your personal information in the following ways:

  • Whenever you are asked to fill in a form on the website, look for the box that you can click to indicate that you do not want the information to be used by anybody for direct marketing purposes. If this box is not available this means that under no circumstances will your details be shared unless required by law to do so.
  • If you have previously agreed to us using your personal information for direct marketing purposes, you may change your mind at any time by writing to or emailing us at contact@stneotstkd.co.uk We will not sell, distribute or lease your personal information to third parties unless we have your permission or are required by law to do so.
  • Right to be forgotten, if you wish to be removed from our records you must email contact@stneotstkd.co.uk with the request and we will remove your details. We will confirm the removal of the details within one month of the request.


St Neots TKD may change this policy from time to time by updating this page.


Links to other websites

Our website may contain links to other websites of interest or for third party applications. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.

How we use cookies

A cookie is a small file which asks permission to be placed on your computer’s hard drive. Cookies can help analyse web traffic or let you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.

We use traffic log cookies to identify which pages are being used. This helps us analyse data about webpage traffic and improve our website in order to tailor it to customer needs. We only use this information for statistical analysis purposes and then the data is removed from the system.

Overall, cookies help us provide you with a better website by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.

You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website. Please view the help section of your individual browser to see how you can change your settings.