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PRIVACY POLICY

Last Updated: 29th August 2026

 

Portsmouth Muay Thai Ltd (“we”, “our”, “us”) is committed to protecting your personal information and respecting your privacy. This privacy policy explains how we collect, use, store, and protect your personal data when you train with us, contact us, or use our services.

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1. Who We Are

Portsmouth Muay Thai Ltd is a martial arts and fitness training provider.

We are the data controller responsible for your personal data.

Contact details:

Email: admin@portsmouthmuaythai.com
Address: 59 Albert Road, Southsea, Portsmouth, PO5 2SF.
Phone: 07484342363

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ICO Registration Number: 00010621783

 

 

2. The Information We Collect

We may collect and process the following types of personal data:

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Personal Identification Information

  • Full name

  • Date of birth

  • Address

  • Email address

  • Telephone number

 

Membership & Booking Information

  • Class bookings and attendance records

  • Membership details

  • Payment and billing information (processed via secure third-party providers)

 

Health & Safety Information (Special Category Data)

  • Medical conditions relevant to training

  • Injury history or physical limitations

  • Emergency contact details

 

Safeguarding Information

  • Where necessary, information relating to safeguarding or suitability to train in environments involving children or vulnerable individuals

 

CCTV Images

  • CCTV operates inside and outside our premises for safety and security

 

Photos & Video Content

  • Training, events, seminars, and promotional material (with consent where required)

 

Technical Data

  • Website usage data

  • Cookies

  • Browser and device information

 

3. How We Collect Your Data

We collect personal data when you:

  • Register for membership

  • Complete health or waiver forms

  • Book classes using our booking software

  • Contact us via phone, email, social media, or website

  • Attend training sessions or events

  • Visit our premises (CCTV recording)

 

4. How We Use Your Personal Data

We use your data to:

  • Manage memberships and bookings

  • Provide coaching and training services safely

  • Maintain health and safety standards during training

  • Contact you regarding classes, timetable changes, or gym updates

  • Process payments and maintain financial records

  • Manage safeguarding responsibilities

  • Promote classes, events, and gym activities (where consent is provided)

  • Maintain gym security and prevent crime (CCTV)

  • Respond to enquiries or complaints

 

5. Lawful Basis For Processing

We process personal data under the following lawful bases:

 

Contractual Obligation

To provide training services and manage your membership.

 

Legal Obligation

To comply with health & safety and safeguarding responsibilities.

 

Legitimate Interests

To operate and improve our business, maintain a safe training environment, prevent fraud, and protect members and staff.

 

Consent

For:

  • Processing medical information

  • Marketing communications

  • Use of photographs or videos where required

 

You may withdraw consent at any time.

 

6. Special Category Data – Health Information

We collect health and medical information to ensure you can train safely.

This information:

  • Is only collected where necessary

  • Is accessed only by authorised coaches or safeguarding staff

  • May be used during training supervision or emergencies

  • Is stored securely and confidentially

 

7. Safeguarding & Criminal Disclosure Information

Where appropriate, we may request safeguarding information relevant to training environments involving children or vulnerable individuals.

 

This information is:

  • Used only to protect member safety

  • Accessed only by designated safeguarding leads

  • Stored securely

  • Retained only as long as necessary, normally no longer than 6 years after membership ends unless legally required otherwise

 

8. Emergency Situations

If necessary to protect your health or safety, we may share relevant medical or emergency contact information with:

  • Emergency medical services

  • Healthcare professionals

  • Emergency contacts provided by you

 

9. CCTV Usage

CCTV is in operation at our premises for:

  • Crime prevention and detection

  • Member, visitor, and staff safety

  • Investigation of incidents or accidents

  • Protection of gym property

 

Footage is securely stored and accessed only when necessary.

CCTV footage is normally retained for 30 days, unless required for investigation or legal purposes.

 

10. Photography & Video

We may take photographs or videos during:

  • Training sessions

  • Events or seminars

  • Competitions or demonstrations

 

These may be used for:

  • Social media promotion

  • Marketing and advertising

  • Website content

 

Where required, consent will be obtained. You can withdraw consent at any time.

 

11. Data Sharing

We do not sell personal data.

 

We may share data with trusted third parties including:

  • Booking and membership software providers

  • Payment processing providers

  • IT and cloud storage services

  • Professional advisors or insurers

  • Emergency services where necessary

  • Legal or regulatory authorities where required

 

All third parties are required to protect your data.

 

12. International Data Transfers

Some service providers may store or process data outside the UK.

Where this occurs, we ensure appropriate safeguards are in place such as:

  • UK adequacy regulations

  • Standard contractual clauses

  • Equivalent data protection protections

 

13. Data Retention

We retain personal data only as long as necessary:

  • Membership and billing records: Duration of membership plus up to 6 years

  • Health, waiver, and safeguarding forms: Membership duration plus up to 6 years

  • CCTV footage: Normally 30 days

  • Marketing contacts: Until you unsubscribe or withdraw consent

  • Photographs and videos: Until consent is withdrawn or up to 6 years after membership ends

 

14. Children’s Data

Members under 18 require consent from a parent or legal guardian.

We do not knowingly collect data from children without parental consent.

 

15. Your Data Protection Rights

You have the right to:

  • Access your personal data

  • Correct inaccurate information

  • Request deletion of data (where applicable)

  • Restrict processing in certain situations

  • Object to marketing communications

  • Withdraw consent at any time

  • Request data portability where applicable

  • Lodge a complaint with the UK data protection regulator

 

16. Data Security

We take appropriate measures to protect personal data including:

  • Secure password-protected systems

  • Restricted staff access

  • Secure storage of physical documents

  • Encrypted and secure third-party platforms

  • Two-factor authentication where appropriate

 

17. Cookies

Our website may use cookies to improve user experience and track usage.

Essential cookies are required for site operation. Non-essential cookies (analytics or marketing) require consent and can be managed via our cookie banner.

 

18. Policy Updates

We may update this privacy policy from time to time. Updated versions will be published on our website and made available on request.

 

19. Contact Us

If you have questions about this policy or your personal data, please contact:

Portsmouth Muay Thai Ltd
Email: train@portsmouthmuaythai.com
Address: 59 Albert Road, Southsea, Portsmouth PO5 2SF.
Phone: 07484342363

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