Bonsai Black Belt Academy
Privacy Policy



INTRODUCTION

At the Bonsai Black Belt Academy we are committed to protecting your privacy.

We collect and process personal data about you in order to provide the services you use; operate our business; meet our contractual and legal obligations; protect the security of our systems and our customers; or fulfill our other legitimate interests.

This Privacy Notice explains how we collect, use, share and protect your personal information. When we update this Privacy Notice we will post any changes on our website.

If you have any queries about this Privacy Notice please contact us at Unit 24D, Dawley Trading Estate, Stallings Lane, Kingswinford, DY6 7AP. Alternatively send an email to thebonsaiblackbeltacademy@gmail.com.

IDENTITY OF DATA CONTROLLER

The Bonsai Black Belt Academy Ltd. is registered with the Information Commissioner’s Office (the ‘ICO’) as a data controller under registration reference 12023196.

The ICO is the United Kingdom’s independent Regulatory Authority in relation to data protection and information rights. The ICO provides a helpline and complaints service and can be contacted at:

Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF or at www.ico.org.uk or by telephone on 0303 1231113.

WHEN DO WE COLLECT INFORMATION?

We collect your personal information when you:

  • Complete an Online Membership Agreement
  • Ask us for more information about a product or service, or contact us with a question or complaint
  • You have an accident in our facility or there was an incident where you were a witness or personally affected
  • When you book classes, courses and inductions
  • CCTV – when you are using our gyms.
  • When you use the ourapp
  • When our teams take photos of your attendance at the gym, part of an event or in a class (Your permission will be asked beforehand)

When using our gyms CCTV is being recorded 24 hours a day and actively monitored. CCTV is permanently erased after 31 days.

We may also collect, match or acquire information about you from other organisations such as Google and Facebook.

WHAT INFORMATION DO WE COLLECT?

The information we collect about you is required for the purpose of creating your Member Account and for you to enroll in our Academy. Such information allows you to be identified as a member of the bonsai Black Belt Academy and includes:

  • Name, date of birth, gender, e-mail address, postal address, telephone number, health declaration and whether you require disabled access

  • Credit or debit card information, information about your bank account number and sort code or other banking information. Note that we do not store your bank or credit card details on our web servers

  • Your usage records and duration of visits

  • Your preferences for particular products or services or interests when you tell us what they are – or when we assume what they are, depending on how you use our products and services

  • Your contact with us, such as a note or recording of a call you make to our contact centre, an email or other records of any contact you have with us

  • Your membership information – such as dates of payment owed and received, the services you use and any other information related to your account

HOW DO WE USE THIS INFORMATION?

We will use your personal information to provide you with the services, products or information that you have requested, for health and safety, security and administration purposes, to improve your website experience, and marketing. We may need to share your information with our service providers, associated organisations and agents for these purposes.  We may use your information to:

  • Process your membership application through Clubright, our chosen membership software
  • Bill you for using our services as part of your membership
  • Keep you informed about our services including operational matters relating to your Membership
  • Provide relevant services to you
  • Confirm your attendance to exercise classes or lessons
  • To allow you to monitor your attendance in your members area
  • To share academy event photos on social media platforms
  • Respond to any questions or concerns you might have about our services
  • Understand how you use our services, to help us develop relevant and updated services
  • Carry out research and statistical analysis to monitor how customers use our services
  • Prevent and detect fraud or other crimes
  • Operate our facilities in a safe and secure way
  • Covid-19 Track & Trace - To prevent the spread of infection around the UK we will support the NHS Track & Trace system. If requested by the NHS to provide visitor information, due to an outbreak in the vicinity of one of our gyms, we will supply your name, mobile and time of arrival and departure for members who had recently visited the specific site. This is voluntary and you are able to request to have your data excluded. Please email us at thebonsaiblackbeltacademy@gmail.com with you name and member number and we will not pass your details on.

We will store your information for as long as you are a Member of the Bonsai Black Belt Academy, or following cancellation of your membership and to meet our legal requirements including health and safety, financial audit, anti-fraud and money laundering regulations. We will store your information for no more than 6 years from the last activity on the account. An ‘activity’ can be classified as access into the Dojo, a payment made on the membership account or a comment added to the membership following contact with the Bonsai Black Belt Academy. We may contact you about our services during this 6 years if you haven’t opted out of receiving marketing communications from us.

BASIS OF LAWFUL PROCESSING

The Bonsai black Belt Academy Ltd. relies on the following lawful bases for processing, storing and retaining your personal data:

  1. In relation to your membership of The Bonsai black Belt Academy:
    1. your explicit and freely given consent for the specified purpose of membership and the use of The Bonsai black Belt Academy's facilities;
    2. the processing is necessary for the performance of your membership contract with The Bonsai black Belt Academy
    3. the processing is necessary for a legal obligation that The Bonsai black Belt Academy is subject to
    4. the processing is necessary for the legitimate purposes of The Bonsai black Belt Academy or by a third party
  2. In relation to your personal data relating to your health
    1. your explicit and freely given consent for the specified purpose of membership and the use of The Bonsai black Belt Academy's facilities;
    2. processing is necessary for reasons of public interest in the area of public health including the cross border threats posed by Covid 19
    3. processing is necessary to protect your vital interests
  3. In relation to your retained data following termination of your membership
    1. the processing is necessary for a legal obligation that The Bonsai black Belt Academy is subject to
  4. In relation to marketing information
    1. the processing is necessary for the legitimate purposes of The Bonsai black Belt Academy or by a third party

OPT OUT

The Bonsai Black Belt Academy will only send you information relating to your membership. We will not share your data with any third parties for marketing purposes, unless you consent. If you cancel your membership with The Bonsai black Belt Academy we will only send you information that we think will be of interest to you. If you want to opt out of receiving marketing messages from us, please visit your profile section within the Members Area of the app. You can choose to opt out of all marketing or select your marketing preferences. Alternatively, if you are no longer a member, and wish to remove your consent to receive marketing please contact by email to thebonsaiblackbeltacademy@gmail.com.

KEEPING YOUR PERSONAL INFORMATION SECURE

We have a dedicated team whose function is to secure our clients’ information and also take appropriate measures to ensure that the information we collect and maintain is kept secure, accurate and up to date and kept only for so long as is necessary for the purposes for which it is used.

We ensure the organisations that provide us with services related to your membership have appropriate security measures and only process your information in the way we have authorised them to. These organisations will not be entitled to use your personal information for their own purposes.

Communications over the internet (such as emails) are not secure unless they have been encrypted. Your communications may go through a number of countries before being delivered to us – as this is the nature of the internet. We cannot accept liability or responsibility for any unauthorised access to or loss of your personal information that is beyond our control.

WILL WE DISCLOSE THE INFORMATION WE COLLECT TO OUTSIDE PARTIES?

We may share information about you with:

  • Service providers, agents and associated organisations to allow us to service your membership and communicate with you; for example, financial institutions to process payments
  • Law enforcement agencies, regulatory organisations, courts or other public authorities where we have a legal obligation to do so
  • Covid-19 Track & Trace - To prevent the spread of infection around the UK we will support the NHS Track & Trace system. If requested by the NHS to provide visitor information, due to an outbreak in the vicinity of one of our gyms, we will supply your name, mobile and time of arrival and departure for members who had recently visited the specific site. This is voluntary and you are able to request to have your data excluded. Please email us at thebonsaiblackbeltacademy@gmail.com with you name and member number and we will not pass your details on

We will release information if it is reasonable for the purpose of protecting us against fraud, defending our rights or property, or to protect the interests of our customers.

If we are reorganised or sold to another organisation, we may transfer any personal information we hold about you to that organisation. We will inform you if we do.

USE OF PERSONAL DATA FOR AUTOMATIC DECISION MAKING

We do not intend to use your personal data for automatic decision making.

COLLECTION OF CHILDREN'S DATA

The Bonsai Black Belt Academy does collect and process the personal data of children under the age of 16. This data is compliant with the above policy and all laws which govern the collection, usage and storage of personal data of children under the age of 16

YOUR PRIVACY RIGHTS

You have the following rights in relation to your data privacy: the right of access; the right of rectification; the right of erasure (the “right to be forgotten”); the right to restriction of processing; the right to be notified; the right to data portability; the right of objection; and the right to not be subject to automated profiling.

Access.  You have the right to ask for a copy of the information we hold about you and to have any inaccuracies in your information corrected. Please contact us through email to thebonsaiblackbeltacademy@gmail.com, or talk to the owner at the club. There is not normally a fee for this service.

Rectification.  If you believe we are holding inaccurate information about you, or your personal details change, please update your profile on the Bonsai Black Belt Academy Clubright app in the members’ area. 

Erasure. You have the right to the erasure of the data we hold on you, when it is no longer needed for the purposes of your Membership, or when you withdraw your consent for our processing (and we have no other lawful basis to hold your data).

Restriction. You have the right to ask us to place restrictions on processing your data in certain circumstances.

Notification. You have the right to be notified of any rectification, erasure or restrictions in relation to your personal data.

Portability. You have a right to receive the data we hold on you electronically in a format that allows it to be easily transferred to another data controller.

Object.  You have the right to object to data processing of your personal data for direct marketing or profiling purposes.

Profiling.  You have the right not to be subject to any decision based on automatic processing of your personal data.

The address to be used to obtain a copy of your personal information is:Unit 24D, Dawley Trading Estate, Stallings Lane, Kingswinford, DY6 7AP. You can also contact us by emailing thebonsaiblackbeltacademy@gmail.com

GOVERNMENT TRACK AND TRACE

To prevent the spread of infection around the UK we will support the NHS Track & Trace system. If requested by the NHS to provide visitor information, due to an outbreak in the vicinity of one of our gyms, we will supply your name, mobile and time of arrival and departure for members who had recently visited the specific site. This is voluntary and you are able to request to have your data excluded. Please email us at thebonsaiblackbeltacademy@gmail.com with you name and member number and we will not pass your details on.

CHANGES TO THIS PRIVACY NOTICE

We will update this privacy notice to reflect the way in which we process and protect your data. If we do so, we will post notice of the change on our website and you will have the opportunity to adjust your communications preferences via your Member Profile within the Members Area of the Clubright app.