🔒 Privacy Policy – Satori Martial Arts Academy Ltd - Satori Jujitsu Llanelli
Last updated: 20/04/2026
1. Who We Are
Satori Jujitsu Llanelli (“we”, “us”, “our”) is responsible for collecting and processing your personal data.
This policy explains how we collect, use, store and protect your information when you interact with us, including through our website, classes, forms and events.
2. What Information We Collect
We may collect the following information:
Personal Information
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Name (parent and participant)
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Email address
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Phone number
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Address (if provided)
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Date of birth / age
Health & Safety Information
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Medical conditions
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Injuries
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Allergies
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Medication
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Emergency contact details
Membership Information
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Class bookings and attendance
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Membership and plan details
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Communication preferences
Media
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Photos and videos (where consent is given)
Website Usage
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IP address
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Browser type
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Pages visited
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Cookies and analytics data
3. How We Collect Your Data
We collect data when you:
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Complete a registration or enquiry form
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Book or attend classes
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Contact us directly
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Use our website
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Make payments
4. How We Use Your Data
We use your data to:
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Register and manage memberships
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Deliver classes safely
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Contact you about classes, bookings or updates
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Manage payments and subscriptions
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Respond to enquiries
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Ensure safeguarding and welfare
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Record attendance for operational purposes
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Improve our services
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Send updates, offers or club information (if opted in)
5. Legal Basis for Processing
We process your data under:
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Contract – to provide our services
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Legal obligation – safeguarding and safety
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Legitimate interest – running and improving the academy
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Consent – for marketing, photos and sensitive health data
6. Health & Medical Information
Medical information is collected only where necessary to ensure safe participation in classes.
This data:
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Is treated as sensitive
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Is only accessed by relevant staff
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May be shared in emergencies where required
7. Photos & Videos
We may take photos and videos during classes and events for use on our website and social media.
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This is done only where consent has been given
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Consent can be withdrawn at any time
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We will take reasonable steps to respect your preferences
8. Payments
Payments may be processed through third-party providers, including direct debit or card payment systems.
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We do not store full payment details
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Payment providers handle your financial data securely
9. Attendance & Membership Tracking
We record attendance and membership information for operational, safeguarding and performance purposes.
This helps us:
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Manage class numbers
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Monitor participation
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Ensure safety and engagement
10. How We Store Your Data
Your data is stored securely using systems such as:
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Wix
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Payment providers and secure third-party systems
We take reasonable steps to protect your data from unauthorised access, loss or misuse.
11. Sharing Your Data
We do not sell your data.
We may share data with:
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Payment providers
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Booking and CRM systems
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Coaches (for safety purposes)
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Emergency services if required
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Legal authorities where necessary
12. Data Retention
We retain data only as long as necessary:
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Active members – while membership is ongoing
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Former members – up to 6 years
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Medical data – only as long as relevant
13. Data Accuracy
It is your responsibility to ensure that all personal and medical information is accurate and up to date.
Please notify us of any changes.
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4. Safeguarding
We take safeguarding seriously and may retain relevant data to ensure the safety and wellbeing of all participants.
Information may be shared with appropriate authorities where required.
15. Your Rights
You have the right to:
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Access your data
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Correct inaccurate data
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Request deletion
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Restrict processing
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Withdraw consent
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Lodge a complaint with the ICO
ICO: https://ico.org.uk
16. Cookies & Website Use
Our website may use cookies and analytics tools to improve user experience and understand how the site is used.
You can control cookies through your browser settings.
17. Children’s Data
We collect data relating to children only with parent or guardian consent.
Parents/guardians are responsible for:
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Providing accurate information
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Keeping it up to date
18. Communication
We may contact you regarding your membership, classes, updates or important information.
Marketing communications will only be sent where appropriate, and you may opt out at any time.
19. Emergency Situations
In an emergency, relevant personal or medical information may be shared with medical professionals or emergency services where necessary.
20. Changes to This Policy
We may update this policy from time to time.
The latest version will always be available on our website.
21. Contact Us
If you have any questions or requests regarding your data, please contact: