Discovery Martial Arts Academy – Fair Data Processing Notice

  1. Discovery Martial Arts Academy (DMAA) is a Members only sports club Company Registered Number 9849199.  DMAA is a data controller under the General Data Protection Regulation and the Data Protection Act 2018.  
  2. We may hold data about the following people: –

a. Employees;
b. Customers, children and clients;
c. Suppliers and service providers;
d. Advisers, consultants and other professional experts;
e. Job applicants and work placements;
f. Users of our website and social media platforms; and
g. Complainants and enquirers.

  1. We will only collect information from you that is relevant to the matter that we are dealing with.  We will collect personal information from you, your family and your children to enable us to provide services that best meets your needs, such as:

a. Personal details;
b. Family, lifestyle and social circumstances;
c. Relevant medical and allergy information
d. Learning, development and special educational needs and or disability.
e. Child protection and safeguarding.

  1. We may also collect information that is referred to as being in a ‘special category’. This could include: –

a. Physical or mental health details;
b. Criminal convictions; 

  1. The legal basis on which we process your personal data is one or more of the following: –

a. It is necessary for the performance of our contract with you;
b. It is necessary for us to comply with a legal obligation;
c. It is in the Public Interest, Safeguarding and Child Protection.
c. It is in our legitimate interests to do so; and
d. You have given us your consent (this can be withdrawn at any time by advising the Directors of DMAA).

  1. We may use your information for the following purposes: –

a. Provision of education and training;
b. Providing information, signposting, guidance and support
c. Promotion of our goods and services
d. Maintaining auditable accounts and records;
e. Supporting and managing staff.

  1. Under our Code of Conduct there are very strict rules about who we can share your information with and this will normally be limited to people who are directly employed by DMAA. Exceptions to this may include: –

a. The Local Authority
b. Educational Professionals
c. Healthcare professionals
d. Safeguarding and Child Protection Organisations

  1. Where you authorise us, we may also disclose your information to your family, associates or representatives and we may also disclose your information to debt collection agencies if you do not pay our bills.
  2. We will normally keep your information throughout the period that you are a member of DMAA, and afterwards for a period of seven years.
  3. The transmission of information via the internet is not completely secure. We do not guarantee the security of data you transmit to us and any transmission is at your own risk. Once we have received your information we shall ensure that all the information that you provide to us is kept secure using appropriate technical and organisational measures.
  4. Any username or password we issue to you is personal to you and should be kept secure and should not be shared with any other person. You should stop using the username and password and notify us immediately if you suspect that somebody else might be using them.
  5. In the event of a personal data breach we have in place procedures to ensure that the effects of such a breach are minimised and shall liaise with the ICO and / or with you as appropriate.
  6. You have the following rights under the GDPR:-

a. Right to be informed;
b. Right of access;
c. Right to rectification;
d. Right to erasure;
e. Right to restriction of processing;
f. Right to data portability;
g. Right to object;
h. Rights concerning automated decision-making and profiling; and
i. Right of access.

  1. You have a right to see the information we hold about you. To access this you need to provide a request in writing to our data protection officer, together with proof of identity.
  2. We will usually process your request free of charge and within 30 days however we reserve the right to charge a reasonable administration fee and to extend the period by a further two months if the request is manifestly unfounded or vexatious and/or is very complex.
  3. You have a right to ask us to erase your personal data in certain cases (details maybe found in Article 17 of the GDPR).
  4. We will deal with your request free of charge and within 30 days but reserve the right to refuse to erase information that we are required to retain bylaw or regulation, or that is required to exercise or defend legal claims.
  5. Your personal information may be used for marketing purposes. We will always seek your consent prior to any publication of personal information.  You do not have to agree to this and have the right to with draw at any time. 
  6. Your provision of personal information to us or your use of our online services constitutes your acceptance of the terms of this policy. Technologies and information governance practices are constantly developing. We may therefore need to revise this policy in the future and you should review our website regularly to ensure you are aware of any changes.
  7. If you are unhappy about how we are using your information or how we have responded to your request then initially you should contact a director.  If your complaint remains unresolved then you can contact the Information Commissioner’s Office, details available at

May 2018