G Force Martial Arts is a business and brand owned by Gordon and Kirsty Burcham, whose main centre is located at 5 Somers Road, Rugby, Warwickshire, CV22 7DB and the registered office address is Fenlake House Fenlake Business Centre, Fengate, Peterborough, Cambridgeshire, England, PE1 5BQ. The registered company number is OC365216. This policy (together with our terms and conditions of membership which are signed upon joining and any other documentation provided) explains how we will collect, process, use and protect any personal data provided by you and/or collected by us in any format. Once we fully engage with anyone as a subscribed junior or adult member, staff member or volunteer, a privacy notice is made available specific to their association with the business.

This policy is also applicable to the data captured and processed by associated G Force branded businesses owned or co-owned by Gordon Burcham, including G Force Global (registered company number 13882398) and various G Force Partnership locations which are managed and administered centrally by G Force Martial Arts.

1. YOUR PERSONAL INFORMATION

1.1 Data We Collect

We as the data controller may collect and process the following data about you:

•       Certain necessary personal information such as your name, postal and email addresses, telephone numbers, payment information.

•       Information provided when you register for or use our website (www.gforcemartialarts.com or any business related web addresses), including but not limited to the URL you came from, your computer's IP address, your browser type, the country and telephone area code where your computer is located and the pages of our website that you viewed.

•       Information provided by or on behalf of a member at the time of registering for membership, classes or events relevant to your training programme or event selection, such as name, age or date of birth, martial arts training history and medical conditions.

•       Information about your bookings, attendance and achievements at and with any G Force Martial Arts programme, event or product.

•       If you contact us we may keep a record of that correspondence.

•       We may ask you to complete surveys for research purposes, although there is no mandatory requirement to complete these.

•       Location data, which your mobile device provides if you consent.

1.2 Lawful Basis for Processing

We process your personal data under the following lawful bases, depending on the nature of the processing:

•       Contractual necessity: processing your name, contact details, age and booking information to register you, set up and manage your membership, and administer our services.

•       Consent: sending you marketing communications, special offers and promotional information. You may withdraw consent at any time.

•       Legitimate interest: certain operational processing such as fraud detection, security, debt recovery, and service improvement, where our interests do not override your rights.

1.3 Children's Data

Where a member is under the age of 18, all data is collected from and with the consent of a parent or guardian. We do not knowingly collect data directly from children. Parents and guardians are responsible for completing all registration and booking processes on behalf of their child.

Where a member is under the age of 13, we rely on parental or guardian consent as the lawful basis for processing. Medical information and other special category data relating to a child's training requirements is collected only where necessary and is handled with additional care and security.

1.4 How Long We Keep Your Data

Personal data is held for only as long as necessary for the legitimate business purpose and will depend upon the type of information and the reason for its collection. Generally, personal data is held for members for a maximum of 7 years following the last contact with us and unconverted enquiries for a maximum of 3 years from the date of enquiry, unless there is a legal requirement for data to be held longer. The right to withdraw consent can be actioned at any time.

2. ACCEPTANCE OF TERMS

By submitting information to us in any format or using our website, you:

2.1 Agree to accept the data protection practices outlined in this Privacy Policy; and

2.2 Consent to our collecting and processing your personal data in accordance with this Privacy Policy.

3. USE OF YOUR INFORMATION

3.1 We may use the information that you provide or that we collect for the following purposes:

3.1.1 To register you with G Force Martial Arts, to set up and manage your membership, service or event at G Force Martial Arts and to administer our services;

3.1.2 To take advice and action in relation to the collection of debts;

3.1.3 To contact you regarding any aspect relating directly to and impacting your training programme or service, such as non-attendance, timetable changes, closure dates, gradings information, and time critical notifications;

3.1.4 To provide any services or information you have requested, including through the use of email and text message where appropriate;

3.1.5 To notify you about our products, services or special offers that may be of interest to you, customer services and profiling your membership preferences — only where you have given your consent to receive such communications;

3.1.6 To provide you with information on our programmes, courses or products upon request prior to registration with G Force Martial Arts;

3.1.7 For detecting and protecting against error, fraud or other criminal activity;

3.1.8 To enforce our terms and conditions of use including carrying out security reviews to validate your identity, age, contact details and financial information; or

3.1.9 In any other way as described to you at the time of collection of your personal data.

3.2 If you do not want us to contact you with details of our special offers, products or services, please use the opt-out option on any registration form, or contact us at the details given at the end of this policy. You will be provided with the opportunity to opt out of electronic communications at any time.

4. USE OF ARTIFICIAL INTELLIGENCE AND AUTOMATED TOOLS

4.1 G Force Martial Arts uses an artificial intelligence (AI) booking assistant to help individuals enquire about and book our services. When you interact with our enquiry and booking system, you may be communicating with this AI assistant. The assistant will always identify itself as an AI by introducing itself as a booking assistant at the start of any interaction and will confirm its nature if asked directly.

4.2 The AI assistant collects basic information on our behalf to facilitate your booking, including your name, the age of the prospective member, and your preferred class or time slot. This information is processed in the same way as data collected through any other channel and is subject to the same protections set out in this policy.

4.3 Our AI assistant does not make significant automated decisions about you. It is used solely to assist with booking and service enquiries. Members of our team are available to intervene, assist or take over at any point during the booking process.

4.4 We may also use AI-assisted tools to re-engage with individuals who have previously expressed an interest in our services and have consented to be contacted. Where such contact results in a conversation with our AI assistant, this will be made clear at the outset.

4.5 Our AI assistant may also ask optional questions — such as your current level of fitness or your reasons for considering martial arts for your child — to encourage your engagement and help us assess whether our programmes are the right fit for you, and your responses will be stored as part of your enquiry record.

4.6 We have Data Processing Agreements in place with all third-party AI tool providers we use, ensuring your data is handled in accordance with UK data protection law.

5. DISCLOSURE OF YOUR INFORMATION

5.1 We value your privacy and do not sell your information to any third parties under any circumstances.

5.2 We may give information about you to the following, who may use it for the same purposes as set out above:

5.2.1 To agents, contractors and employees of G Force Martial Arts and associated G Force businesses to administer your membership, your account, and any products and services provided to you now or in the future;

5.2.2 To customer relationship management service providers for the processing, maintenance and security of information;

5.2.3 SMS/email systems and customer relationship management system providers and other distributors for the distribution of G Force Martial Arts information to you;

5.2.4 To anyone to whom we transfer or may transfer our rights and duties under our agreement with you;

5.2.5 If we have a duty to do so or if the law allows us to do so, including exchanging information with other companies and organisations for the purposes of fraud protection and credit risk reduction;

5.2.6 To third parties who will help process or administer G Force Martial Arts services or who will provide advice and take action in relation to the collection of debts.

5.3 Where we use the services of any third parties, each company used is bound by their own data protection and privacy policies, and where required, we have Data Processing Agreements in place with them.

6. COMMUNICATING WITH YOU

6.1 We only send email, text messages and other digital and physical communications to individuals who have requested that these mailings be sent to them, or as part of an ongoing relationship we have with an individual or business. Communications will be relevant to the nature of the business.

6.2 Your right to control what communications you receive from G Force Martial Arts is important to us.

6.3 If we provide notifications to members including class cancellations, membership terms or bookings changes, these may be made by telephone or sent by email, text message, mobile telephone application, post or any other appropriate means.

6.4 G Force Martial Arts maintains a list of people who have expressed an interest in receiving information or updates about programmes, courses, events, special promotions and offers. These can be sent by email, post or text message. You can update your communications preferences and withdraw consent at any time by following the links in any electronic communication from G Force Martial Arts.

6.5 Any unsubscribe request will take approximately 5 working days to process.

7. CCTV

7.1 Where premises are owned or rented by G Force Martial Arts, CCTV may be in place to: prevent, deter and detect crime; apprehend and prosecute offenders; help provide a safer environment for staff and members; protect public safety; assist with the verification of claims; and monitor operational and safety related incidents.

7.2 The CCTV system is managed directly by G Force Martial Arts and is not shared with or accessed by any third party, except where required by law.

7.3 CCTV recordings are stored on a secure server for a maximum of 28 days and are then permanently deleted.

7.4 Where G Force Martial Arts activities take place in a hired space or public location, CCTV may be in use and will be managed by the venue under their own policies.

8. COOKIES

8.1 When you visit one of our websites or mobile applications, we may send you a cookie — a small file placed on your device for record-keeping purposes.

8.2 Cookies may be used to: recognise you on return visits; tailor advertising to your preferences; and compile anonymous statistics about website usage. No personally identifiable information is collected for statistical purposes.

8.3 If you do not wish to use cookies, you may deactivate them in your web browser. For more information on how we use cookies, see our cookies policy.

9. YOUR RIGHTS AND ACCESS TO YOUR INFORMATION

9.1 Your Rights

Under UK data protection law you have the right to: access the personal data we hold about you; have inaccurate data corrected; request erasure of your data (in certain circumstances); object to or restrict processing; and data portability.

9.2 Subject Access Requests

You have the right to make a written request (a Subject Access Request) for a copy of the personal data we hold about you, including CCTV footage. This service is provided free of charge.

To make a Subject Access Request, please contact us using the details at the end of this policy. We will respond within one calendar month. Under the Data (Use and Access) Act 2025, if we require further information to identify the relevant data, we may pause this timeframe while we await your response.

9.3 Right to Complain

If you have a concern about how we have handled your personal data, you have the right to raise a complaint directly with us. We take all data protection concerns seriously and will acknowledge your complaint within 30 days of receipt, and provide a full response as promptly as possible.

To raise a data protection complaint, please contact us by email at [email protected] or in writing to the address at the end of this policy. Please mark your correspondence 'Data Protection Complaint'.

If you remain dissatisfied following our response, you also have the right to escalate your complaint to the Information Commissioner's Office (ICO), the UK's data protection regulator, at www.ico.org.uk or by calling 0303 123 1113.

10. CHANGES TO THIS PRIVACY POLICY

10.1 We reserve the right to update, modify and/or change this Privacy Policy at any time. Any such changes will be posted here.

10.2 This Privacy Policy will be reviewed annually, or sooner should it be deemed necessary by factors such as changes in legislation or changes within the business.

11. SECURITY

In order to comply with our obligations under the Data Protection Act 2018, the UK General Data Protection Regulation (UK GDPR) and the Data (Use and Access) Act 2025, we will protect your personal data from unauthorised access, misuse, alteration or loss by using commercially reasonable security measures. Any payment transactions will be encrypted using SSL technology.

11.2 Nothing in this policy excludes or limits our liability for negligence causing death or personal injury or for fraudulent misrepresentation. The data that we collect from you will not be transferred to or stored in a country that does not provide an adequate level of data protection as determined under UK law. Where data is transferred internationally, we ensure appropriate safeguards are in place in accordance with UK GDPR requirements.

11.4 Unfortunately the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of any data transmitted to our site; any transmission will be at your own risk.

11.5 Where we have given you a password which enables you to access certain parts of our site, you are responsible for keeping this password confidential.

11.6 Our site may, from time to time, contain links to and from the websites of our partner networks, advertisers and affiliates. These websites have their own privacy policies and we do not accept responsibility or liability for these policies. Please check these policies before you submit any personal data to these websites.

12. CONTACTING US

12.1 All questions, comments, requests and data protection complaints regarding this privacy policy should be emailed to [email protected] or in writing FAO Management, G Force Martial Arts, 5 Somers Road, Rugby, Warwickshire, CV22 7DB.