Privacy Policy

Royelz Martial Arts & Fitness

Privacy Policy

Last updated: October 2026

Royelz Martial Arts & Fitness Limited is committed to protecting the privacy and personal information of our students, parents/guardians and customers.

This Privacy Policy explains what personal information we may collect, why we collect it, how we use it and how we keep it secure.

1. Who We Are

Royelz Martial Arts & Fitness Limited provides Taekwondo, martial arts, fitness and sports activities, including regular classes and school-based clubs.

For the purposes of UK data protection law, Royelz Martial Arts & Fitness Limited is responsible for the personal information that it collects and processes.

Website: www.royelz.net

2. Information We May Collect

When you make a booking, enquiry or register a participant, we may collect information including:

  • parent/guardian name;
  • participant's name;
  • participant's date of birth or age;
  • home address where required;
  • email address;
  • telephone number;
  • emergency contact information;
  • school and/or class information;
  • attendance records;
  • booking and payment information;
  • medical conditions;
  • allergies;
  • injuries;
  • disabilities or additional needs;
  • medication information;
  • safeguarding information where relevant;
  • photography and video consent;
  • communication preferences; and
  • correspondence between you and Royelz Martial Arts & Fitness.

We will only collect information that is reasonably necessary for the operation and safe delivery of our services.

3. Children's Information

As many of our services are provided to children, we may need to collect and process children's personal information.

This may include their name, age/date of birth, school, attendance information, medical information, allergies, additional needs and emergency information.

This information is used to safely and appropriately deliver our activities and to meet our safeguarding responsibilities.

Where appropriate, information relating to a child will be provided by their parent, guardian or school.

We take additional care when handling children's personal information.

4. How We Use Personal Information

We may use personal information to:

  • process and manage bookings;
  • administer payments;
  • communicate with parents/guardians;
  • maintain attendance registers;
  • manage classes, courses and school clubs;
  • provide appropriate coaching and instruction;
  • respond appropriately to medical conditions, allergies, injuries or additional needs;
  • contact someone in an emergency;
  • manage safeguarding concerns;
  • administer gradings, memberships and registrations where applicable;
  • maintain appropriate business and financial records;
  • provide information about relevant Royelz Martial Arts & Fitness services;
  • comply with legal, safeguarding, insurance and regulatory obligations; and
  • improve the services we provide.

5. Our Legal Basis for Processing Information

We will only process personal information where we have an appropriate legal basis for doing so.

Depending on the circumstances, this may include:

  • fulfilling our contract with you when you make a booking;
  • complying with a legal obligation;
  • our legitimate interests in operating and managing Royelz Martial Arts & Fitness;
  • protecting the vital interests of a participant in an emergency; or
  • your consent, where consent is required.

Certain information, such as medical or health information, receives additional protection under data protection law and will only be processed where an appropriate legal condition applies.

6. ClassForKids & Online Bookings

Royelz Martial Arts & Fitness uses third-party services, including ClassForKids, to help manage bookings, registrations, payments and customer information.

When information is entered into a third-party booking or payment system, that provider may also process personal information in accordance with its own privacy policy and data protection obligations.

We encourage parents/guardians to review the privacy information provided by the relevant booking or payment provider.

7. School-Based Clubs

Where Royelz Martial Arts & Fitness provides an activity at a school, we may receive relevant information from the school or provide relevant information to the school where necessary for the safe administration of the club.

This may include:

  • participant names;
  • attendance information;
  • collection arrangements;
  • medical or allergy information;
  • emergency information;
  • additional needs; and
  • safeguarding information.

Information will only be shared where there is an appropriate reason for doing so.

8. Medical & Emergency Information

Medical information, allergies, injuries, disabilities, additional needs and medication information may be shared with relevant Royelz Martial Arts & Fitness instructors or coaches where they need the information to safely supervise the participant.

In an emergency, relevant information may also be shared with emergency services or healthcare professionals where necessary.

9. Safeguarding

Where Royelz Martial Arts & Fitness has a safeguarding concern relating to a child or vulnerable person, relevant personal information may be recorded and shared where necessary.

This may include sharing information with:

  • the relevant school's Designated Safeguarding Lead;
  • children's social care;
  • the local authority;
  • the police;
  • relevant governing or safeguarding organisations; or
  • another appropriate authority.

Where safeguarding requires information to be shared, consent may not always be required.

The safety and welfare of the child will be the primary consideration.

10. Photography & Video

Photographs or videos may occasionally be taken during Royelz Martial Arts & Fitness activities for coaching, promotional, website or social media purposes.

Images of children will only be used for promotional purposes where the appropriate consent has been obtained.

Parents/guardians may decline or withdraw consent for promotional photography or video by contacting Royelz Martial Arts & Fitness.

Withdrawing consent will not affect any lawful use of information that occurred before consent was withdrawn.

11. Sharing Personal Information

We do not sell personal information.

Personal information may be shared with trusted organisations or individuals where reasonably necessary to provide our services or meet our legal and safeguarding responsibilities.

These may include:

  • ClassForKids and other booking/payment providers;
  • schools where we deliver activities;
  • instructors and coaches;
  • relevant martial arts governing or membership organisations;
  • insurers;
  • professional advisers;
  • IT and administrative service providers;
  • emergency services;
  • healthcare professionals;
  • safeguarding authorities; and
  • government or regulatory authorities where required by law.

We will only share information that is reasonably necessary for the relevant purpose.

12. How We Protect Information

Royelz Martial Arts & Fitness takes reasonable organisational and technical measures to protect personal information against:

  • unauthorised access;
  • accidental loss;
  • misuse;
  • alteration;
  • disclosure; and
  • destruction.

Access to personal information will be limited to people who reasonably require it to carry out their role.

13. How Long We Keep Information

Personal information will only be kept for as long as reasonably necessary for the purpose for which it was collected and to meet any legal, safeguarding, insurance, accounting or regulatory requirements.

Different types of information may therefore be retained for different periods.

When information is no longer required, it will be securely deleted, destroyed or anonymised where appropriate.

14. Your Data Protection Rights

Depending on the circumstances, you may have the right to:

  • request access to personal information we hold about you or your child;
  • ask us to correct inaccurate or incomplete information;
  • request deletion of personal information in certain circumstances;
  • request that processing is restricted;
  • object to certain uses of personal information;
  • withdraw consent where we rely on consent; and
  • request the transfer of certain information where applicable.

These rights are subject to the requirements and exemptions contained within UK data protection law.

To exercise any of these rights, please contact Royelz Martial Arts & Fitness.

15. Marketing Communications

Where permitted, we may contact existing customers about relevant Royelz Martial Arts & Fitness classes, courses, events or services.

Where consent is required for marketing communications, we will obtain it before sending them.

You can ask us to stop sending marketing communications at any time.

16. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes to our services, systems or legal obligations.

The latest version will be made available through our website, booking platform or on request.

17. Contact Us

If you have any questions about this Privacy Policy, how your information is being used, or you wish to exercise your data protection rights, please contact:

Royelz Martial Arts & Fitness Limited

Website: www.royelz.net

If you are unhappy with how your personal information has been handled, you also have the right to raise a concern with the Information Commissioner's Office (ICO).

Last updated: October 2026