Privacy Policy.

Roger Gracie Academy Buckingham is a martial arts academy providing Brazilian Jiu-Jitsu, No-Gi, Mixed Martial Arts, Wrestling and children's classes.

The academy is operated by Roger Gracie Academy Buckingham Limited, company registration number 16034391. We are the data controller for the personal information described in this policy where we determine how and why it is processed.

Depending on how you interact with us, we may collect the following information:

• Identity information: Name, date of birth, age and other registration information.
• Contact information: Email address, telephone number, home address and emergency contacts.
• Membership and booking data: Membership details, attendance, trial bookings and training history.
• Payment information: Transactions, payment status and relevant billing records, with payments handled through appropriate payment providers.
• Health information: Medical conditions, allergies or injuries relevant to safe participation in martial arts.
• Technical information: IP addresses, browser details, website activity and cookie data where collected.
• Communication preferences: Enquiries, correspondence and choices about receiving marketing.

We use personal information to:

• Process trial bookings and membership registrations.
• Manage training sessions, attendance and membership payments.
• Communicate about bookings, timetable changes and important academy information.
• Maintain a safe training environment, including responding to medical or safeguarding concerns.
• Respond to questions, feedback and requests.
• Send marketing communications where we have the necessary consent or other lawful permission.
• Improve our website, services and academy operations.
• Meet applicable legal, accounting and regulatory obligations.

Under UK data protection law, our processing may rely on:

• Contract: Processing necessary to provide memberships, bookings and services requested by you.
• Legal obligation: Processing necessary to meet applicable tax, accounting and safeguarding requirements.
• Legitimate interests: Reasonable processing for running the academy, responding to enquiries, improving services and maintaining security, balanced against your rights.
• Consent: Processing where we ask for and rely on your permission, such as certain optional marketing communications.

Sensitive health information

Health information receives additional protection under UK GDPR. Where we process this information, we must have both a lawful basis under Article 6 and an appropriate condition under Article 9, which may include explicit consent where appropriate.

We do not sell your personal information. We may share information with trusted service providers where necessary to operate the academy.

• Bookly: Used for trial class bookings and related notifications.
• MAAT: Used to manage academy memberships, student profiles and attendance.
• Mailjet: Used for academy email communications and newsletters.
• Payment providers: Used to process payments and maintain relevant transaction records.
• Website and hosting providers: Used to operate, maintain and protect our website and forms.
• Relevant authorities: Information may be disclosed where legally required or necessary for lawful safeguarding purposes.

Where third parties process data on our behalf, we aim to ensure appropriate data protection arrangements are in place.

International transfers

Some service providers may process personal data outside the UK. Where applicable, we use or require appropriate safeguards recognised by UK data protection law.

We keep personal information only for as long as necessary for the purpose for which it was collected, or to meet applicable legal obligations.

• Active membership records are maintained while needed to administer your membership.
• Certain financial and contractual records may be retained for up to six years, or longer where legally required.
• Health and emergency information is reviewed and retained only for as long as necessary, taking account of applicable legal and safety requirements.
• Marketing contact details are retained while there is a valid basis for contacting you. Limited suppression records may be kept to respect opt-outs.
• Safeguarding records may need to be kept for longer periods in accordance with relevant retention requirements.

We take reasonable technical and organisational measures to protect personal information against unauthorised access, misuse, accidental loss and disclosure.

These measures may include secure systems, controlled access to student information and the use of reputable service providers.

While we take data security seriously, no method of online transmission or storage can be guaranteed completely secure.

Our website uses cookies and similar technologies to support essential functionality and, where enabled, understand how visitors interact with our content.

Where required, non-essential cookies should only be activated after you have provided consent.

You can manage cookies through your browser and any cookie preference controls provided on our website.

Under UK data protection law, you have rights concerning your personal information. Depending on the circumstances, these may include:

• Access: Request a copy of the personal information we hold about you.
• Rectification: Request correction of inaccurate or incomplete information.
• Erasure: Request deletion of certain information where applicable.
• Restriction: Request that certain processing is limited.
• Objection: Object to processing in certain circumstances.
• Portability: Request transfer of eligible personal information.
• Withdraw consent: Withdraw consent at any time where processing is based on it.

To exercise your rights, contact info@rgabuckingham.com . We will respond in accordance with applicable legal time limits.

We provide martial arts classes for children and young people. Protecting their information is particularly important.

• Parents or guardians provide relevant registration and contact information for their children.
• Information is used to manage attendance, communicate with families and support safe participation.
• Access to children's personal information is limited to those with a legitimate need.
• Photography and promotional use of children's images are managed through appropriate safeguarding and consent procedures.

Parents and guardians can contact us with questions about how their child's personal information is handled.

We may update this Privacy Policy to reflect changes in our services, technology or legal obligations.

When we make changes, the revised policy will be published on this page with an updated review date. Where required, we will provide additional notice.

For any privacy-related questions, requests or concerns, please contact the academy.

• Email: info@rgabuckingham.com
• Telephone: 07528 637687
• Address: The Old Telephone Exchange, Market Hill, Buckingham, MK18 1JT