Last updated: September 2026
Invicta Karate Academy Ltd (“Invicta Karate Academy”, “IKA”, “we”, “us” or “our”) is committed to protecting your privacy and handling personal information responsibly.
This Privacy Notice explains what personal information we collect, why we use it, how we protect it, how long we keep it and the rights you have in relation to your information.
Who we are
Invicta Karate Academy Ltd provides karate classes, courses and associated activities for children and adults.
For the purposes of UK data protection law, Invicta Karate Academy Ltd is the controller of the personal information described in this notice.
If you have a question about how we use your personal information, wish to make a data protection complaint, or wish to exercise one of your data protection rights, you can contact us:
Email: info@invictakarate.co.uk
Telephone: 07855 475656
Information we collect
The information we collect depends on your relationship with us and may include:
- your name and contact details;
- a child’s name, date of birth or age and information required to administer their participation;
- parent or guardian contact details;
- information supplied when you make an enquiry, book a trial or join the academy;
- membership, class, attendance, grading and licence information;
- correspondence with us, including relevant emails and messages;
- payment and transaction information;
- marketing preferences;
- photographs or video where appropriate;
- information supplied through our participation questionnaire;
- relevant medical, health, disability, allergy, injury or additional-needs information where this is necessary for safe and appropriate participation;
- emergency contact details;
- website information such as IP address, browser or device information and information collected through cookies and similar technologies.
We aim to collect and use only the personal information reasonably necessary for the purpose for which it is required.
Children’s information
Many of our members are children, and we recognise that children’s personal information requires particular care.
Information about younger members will normally be provided by their parent or guardian. We use this information where reasonably necessary to administer their membership, provide karate activities, communicate with their family and support their safe participation.
We aim to ensure that our use of children’s information is appropriate, proportionate and consistent with their interests and rights.
Participation and health information
Before participating in our activities, members or their parents or guardians may be asked to complete a health and participation questionnaire.
This may include relevant information about medical conditions, disabilities, injuries, allergies, medication or other matters that could affect safe participation.
Health information is special-category personal data and receives additional protection under data protection law.
Where we process health information supplied through our participation process, we do so for the purpose of supporting the member’s safe and appropriate participation in karate activities. Our condition for processing this special-category information is explicit consent.
Health information may be made available to instructors where necessary for that purpose.
Consent may be withdrawn at any time by contacting us at info@invictakarate.co.uk. Withdrawal of consent does not affect processing that lawfully took place before consent was withdrawn.
For children under 13, this consent must be provided by their parent or guardian.
We only ask for health information that is relevant to participation and ask members and parents to tell us if relevant information changes.
How we use personal information
We may use personal information to:
- respond to enquiries and arrange trial classes;
- register and administer members;
- provide karate classes, courses and other academy activities;
- manage memberships, attendance, licences and gradings;
- communicate with members, parents and guardians;
- administer payments and maintain appropriate financial records;
- understand information relevant to safe participation;
- provide appropriate support to members;
- maintain emergency contact information;
- organise and manage relevant correspondence;
- identify enquiries, communications or administrative matters that may require follow-up;
- operate and improve the academy;
- maintain appropriate operational and audit records;
- comply with legal and regulatory obligations;
- protect the safety, rights and interests of our members and others;
- send information or marketing communications where permitted by law.
Our operational systems
We use secure business and information systems to help administer the academy.
This may include processing relevant correspondence and operational information so that we can organise communications, identify necessary follow-up and maintain appropriate records of actions taken.
Our email remains held within our business email service. Relevant communications may also be processed temporarily within our operational systems where necessary to carry out these administrative functions.
We seek to minimise duplication of personal information and do not use our operational systems as an indiscriminate archive of our email accounts.
Sensitive safeguarding correspondence is handled separately from our general operational communication processing.
We maintain human oversight of operational decisions. We do not use solely automated processing to make decisions about members or children that produce legal or similarly significant effects.
Our lawful bases for using personal information
The lawful basis we rely upon depends on why information is being processed.
Contract — where processing is necessary to provide a membership, class, course or other service you have requested, or to take steps at your request before entering into such an arrangement.
Legitimate interests — where processing is reasonably necessary for the legitimate operation and administration of Invicta Karate Academy, provided those interests are not overridden by your rights and interests.
Legal obligation — where we need to process or retain information to comply with the law.
Consent — where we ask for your permission for a particular use of information. Where we rely on consent, you may withdraw it.
For health information supplied through our participation process, we rely on explicit consent under Article 9(2)(a) of the UK GDPR as our condition for processing special-category data.
Our use of personal information for direct marketing is considered separately from ordinary academy administration, and we comply with applicable electronic marketing requirements.
Safeguarding
Safeguarding information may be particularly sensitive and requires appropriate handling.
Safeguarding correspondence is handled separately from our general operational communication systems and access is restricted appropriately.
Where necessary, information may be processed or disclosed to protect a child or another person, respond to a safeguarding concern or comply with a legal obligation.
Who we share personal information with
Where necessary, we may use trusted organisations to help us operate the academy and provide our services.
These may include:
- providers of business email and productivity services;
- secure hosting, database and IT service providers;
- membership and administration service providers;
- payment processors;
- karate associations or governing organisations where necessary for licensing, registration, grading or related administration;
- venues, insurers and other service providers where appropriate;
- professional advisers such as accountants or legal advisers;
- public authorities, regulators, law-enforcement bodies or safeguarding organisations where required or appropriate.
Where another organisation processes personal information on our behalf, we take appropriate steps to ensure that the information is handled securely and in accordance with applicable data protection requirements.
We do not sell personal information.
International processing
Some organisations that provide services to us may process personal information outside the United Kingdom.
Where this involves an international transfer of personal information, we take appropriate steps to ensure that the transfer is permitted under UK data protection law and that appropriate safeguards are used where required.
How long we keep information
We do not keep personal information for longer than reasonably necessary.
The appropriate retention period depends upon the type of information, why we collected it and any legal, accounting, insurance, safeguarding or dispute-resolution requirements that may apply.
Information held temporarily within our operational communication systems is subject to shorter retention arrangements than the underlying business correspondence where appropriate.
When personal information is no longer required, we will delete it, anonymise it or otherwise securely dispose of it, subject to any legitimate or legal reason for continued retention.
We may retain limited technical or audit information where necessary to demonstrate that information has previously been removed and to prevent deleted information from being inadvertently recreated. Such records are designed to contain the minimum information necessary for that purpose.
Security
We use appropriate technical and organisational measures designed to protect personal information from unauthorised access, alteration, disclosure, loss or destruction.
These measures may include restricting access according to business need, secure authentication, encryption and secure communications, controlled access to systems, appropriate backup and recovery arrangements, retention and deletion controls, monitoring and audit records, and appropriate security requirements for service providers.
No electronic system can be guaranteed to be completely secure, but we take reasonable and proportionate measures to protect the information entrusted to us.
Website, cookies and analytics
Our website may use cookies and similar technologies for essential functionality, analytics and, where applicable, advertising.
Where consent is legally required for non-essential cookies or similar technologies, we will request it through our cookie controls.
More information about the cookies and similar technologies currently used on our website should be available through our cookie notice or consent controls.
Photographs and video
We may photograph or record academy activities where appropriate.
Where we rely on consent for photographs or video, this consent is requested separately from consent relating to health information.
Photographs or recordings may be used for purposes described when consent is obtained, which may include coaching, academy communications, our website, social media or promotion of the academy.
Where processing relies on consent, that consent may be withdrawn for future use by contacting us.
Marketing
We may contact existing or prospective members about Invicta Karate Academy where permitted by law.
Where consent is required, we will obtain it.
You may ask us to stop sending direct marketing communications at any time.
You have the right to object to the use of your personal information for direct marketing at any time.
Your data protection rights
Depending upon the circumstances, you may have the right to:
- ask for access to the personal information we hold about you;
- ask us to correct inaccurate or incomplete information;
- ask us to erase personal information;
- ask us to restrict how we use your information;
- object to certain uses of your information;
- receive certain information in a portable format;
- withdraw consent where our processing relies upon consent;
- raise concerns about how your information is being used.
These rights are subject to the conditions and exemptions contained in data protection law.
You will not normally have to pay a fee to exercise your data protection rights.
To exercise one of these rights, contact us:
Email: info@invictakarate.co.uk
Telephone: 07855 475656
Complaints
If you have concerns about how Invicta Karate Academy uses your personal information, please contact us first so that we have an opportunity to investigate and resolve the matter.
Email: info@invictakarate.co.uk
Telephone: 07855 475656
If you remain dissatisfied, you also have the right to complain to the Information Commissioner’s Office (ICO), the UK’s independent data protection regulator.
Links to other websites
Our website may contain links to websites operated by other organisations.
Those organisations are responsible for their own privacy practices. We recommend reviewing their privacy information before providing personal information to them.
Changes to this Privacy Notice
We review this Privacy Notice periodically and may update it when our activities, systems or legal obligations change.
The latest version will be published on our website. Where a change materially affects how we use personal information, we will take appropriate steps to bring the change to the attention of affected individuals.