Last Updated: 27/04/2006
At The London Chin Woo Company Ltd (trading as The British Institute for Chinese Martial Arts), we are committed to protecting the privacy and security of our members. This policy explains how we collect, use, and safeguard your personal data.
1. Who We Are
The London Chin Woo Company Ltd is the "Data Controller" for your information.
Address: The BICMA Gym, Sudbury Primary School, Watford Road, Wembley, HA0 3EY
Email: info@thebicma.com
Website: www.thebicma.com
2. Information We Collect
We collect information that is necessary to provide safe martial arts instruction and manage your membership. This includes:
Identity Data: Name, date of birth, and gender.
Contact Data: Email address, phone number, and home address.
Emergency Contact Data: Name and phone number of a person to contact in an emergency.
Financial Data: Bank account details or payment card information (processed securely via [e.g., Stripe/GoCardless]).
Special Category Data (Health): Information regarding medical conditions, injuries, or allergies that may affect your ability to train safely.
Technical Data: IP addresses and cookies if you use our website.
Media: Photographs and video footage taken during classes or events (subject to your consent).
3. How We Use Your Data
We use your information for the following reasons:
To Manage Membership: Processing your application, payments, and attendance.
Safety & Health: Ensuring instructors are aware of any medical needs to keep you safe during training.
Insurance & Licensing: To register you with national governing bodies (e.g., the BCCMA) or our insurance providers.
Communication: Sending updates about class changes, gradings, seminars, or membership renewals.
Marketing: If you have opted in, we may send news about events or merchandise.
4. Legal Basis for Processing
Under UK GDPR, we rely on the following legal bases:
Contract: To fulfill our membership agreement with you.
Legal Obligation: To comply with health and safety laws and insurance requirements.
Consent: For marketing and the use of your images in promotional materials.
Vital Interests: To protect your life in a medical emergency.
5. Sharing Your Information
We do not sell your data. We only share it with third parties when necessary:
Insurance Providers: To ensure you are covered while training.
Payment Processors: To handle your monthly dues securely.
Regulatory Bodies: If required for licensing or safeguarding audits.
Emergency Services: If you are injured and require medical attention.
6. Data Retention
We only keep your data for as long as is necessary.
Active Members: Data is kept for the duration of your membership.
Former Members: We retain basic records (names and attendance) for [e.g., 6 years] to comply with financial and insurance liability requirements.
Health Records: These are securely destroyed [e.g., 2 years] after you leave the club, unless a legal claim arises.
7. Children’s Privacy
We take the protection of children’s data very seriously. For any student under the age of 13 (or 16, depending on specific processing), we require the explicit consent of a parent or legal guardian to process their data.
8. Your Rights
You have the following rights regarding your data:
Access: You can request a copy of the data we hold about you.
Correction: You can ask us to fix inaccurate information.
Erasure: You can ask us to delete your data (subject to legal/insurance retention rules).
Withdraw Consent: You can opt out of marketing or photo usage at any time.
To exercise these rights, please contact us at info@thebicma.com.
9. Security
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used, or accessed in an unauthorised way. Digital data is password-protected/encrypted, and physical forms are kept in locked storage.
10. Changes to This Policy
We may update this policy from time to time. We will notify you of any significant changes via email or through our club notice board.
11. How to Complain
If you have a concern about how we handle your data, please talk to us first. If you are not satisfied, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO) at .