The Wandering Tao Privacy Policy
1. Introduction
The Wandering Tao is committed to protecting the privacy and security of all members, staff, and visitors. This Privacy Policy outlines how we collect, use, store, and protect personal data in accordance with UK GDPR and data protection laws.
2. Information We Collect
a) Personal Data Provided by You:
- Full name, date of birth, and contact details (email, phone, address).
- Emergency contact information.
- Medical or fitness-related details relevant to participation in martial arts activities.
- Payment and transaction details when purchasing memberships or services
b) Automatically Collected Data (Website Use):
- IP address, browser type, operating system, and browsing behavior on our website.
- Cookies and tracking technologies to enhance website functionality.
c) Photography & Videography:
- Photos or videos captured during training, competitions, and events (with consent)
3. How We Use Your Information
We use personal data for:
- Managing memberships, class registrations, and training records.
- Processing payments and financial transactions securely.
- Ensuring participant safety and maintaining emergency contact records.
- Communicating important updates, events, and promotions.
- Website improvements and analytics.
- Complying with legal and safeguarding obligations.
4. Legal Basis for Processing
We process data based on:
- Contractual necessity – To provide training, process payments, and manage memberships.
- Consent & Explicit Consent – For marketing communications, photography/video use, and the processing of health data (Special Category Data) collected via our PAR-Q forms under Article 9 of the UK GDPR.
- Legitimate interests – For club operations, safety, duty of care, and satisfying martial arts insurance requirements.
- Legal obligations – Compliance with child safeguarding, accounting, and GDPR laws.
5. Data Sharing & Disclosure
We do not sell personal data. However, we may share it with:
- Service providers – Payment processors, IT support, or marketing platforms.
- Legal authorities – If required by law or safeguarding concerns.
- Emergency contacts – In cases of injury or medical emergency
6. Data Retention
We keep data only as long as necessary for the purposes outlined in this policy. Financial records are retained for 6 years to satisfy HMRC legal compliance. To comply with our professional martial arts insurance requirements, inactive member data and health/PAR-Q forms are securely retained for 3 years following the date an individual leaves the club, after which they are permanently and securely destroyed.
7. Security Measures
We implement strict security measures to protect data from unauthorized access, loss, or misuse.
8. Your Rights
You have the right to:
- Request access to your personal data.
- Request corrections to inaccurate information.
- Withdraw consent for marketing or photography.
- Request deletion of your data under legal conditions.
- You also have the right to lodge a complaint with the UK data protection regulator. If you have concerns about how we handle your data, you can contact the Information Commissioner’s Office (ICO).
To exercise your rights, contact us at marc@wanderingtao.co.uk
9. Policy Updates
We may update this policy periodically. Any significant changes will be communicated via email or website updates.
10. Contact Information
For any questions about this Privacy Policy, contact marc@wanderingtao.co.uk
