1. Introduction

This Privacy Policy explains how Tōukon Academy® (“the Academy”, “we”, “us”, “our”) collects, uses, and protects your personal data when you interact with us, including through our website and membership systems.

We are committed to protecting your data in accordance with the UK GDPR and the Data Protection Act 2018.

2. Data Controller

The data controller is:

Tōukon Academy®
Meadow Lane, Bedford MK44 3LW
[[email protected]]

3. What Data We Collect

We may collect and process the following personal data:

3.1 Identity & Contact Data

• Full name
• Email address
• Phone number
• Address (if provided)

3.2 Membership & Account Data

• Membership type and status
• Attendance records
• Communication history

3.3 Health & Safety Information

• Relevant medical or injury information voluntarily disclosed
• Emergency contact details

(This data is only used to support safe participation in training)

3.4 Payment Data

• Payment status and billing history

Payments are processed securely via Stripe.
We do not store full card details on our systems.

3.5 Media Data

• Photos and videos captured during training sessions (where consent is given)

3.6 Website & Technical Data

• IP address
• Browser type
• Cookies and usage data

4. How We Use Your Data

We use your data for the following purposes:

• To manage your membership and provide training services
• To process payments and maintain billing records
• To communicate with you regarding your membership
• To ensure health, safety, and safeguarding within the Academy
• To improve our services and operations
• To meet legal and regulatory obligations

Where consent is given:

• To use images/video for marketing and promotional purposes

5. Legal Basis for Processing

We process your data under the following lawful bases:

• Contract – to fulfil your membership agreement
• Legal obligation – to comply with applicable laws
• Legitimate interests – to operate and improve the Academy
• Consent – for media use and certain communications

6. Data Sharing

We only share your data where necessary, including with:

• Stripe (payment processing)
• Website and form providers (e.g. WordPress / Gravity Forms)
• Professional advisers (e.g. accountants, insurers, legal advisors)
• Authorities where required by law

We do not sell or rent your personal data.

7. Data Retention

We retain your data only for as long as necessary:

• Active members: for the duration of membership
• Former members: up to 6 years for legal and financial records
• Health/safety records: retained as required for safeguarding and insurance purposes

8. Your Rights

Under the UK GDPR, you have the right to:

• Access your personal data
• Correct inaccurate data
• Request deletion of your data
• Restrict or object to processing
• Withdraw consent (e.g. media use)
• Lodge a complaint with the Information Commissioner's Office

To exercise your rights, contact us using the details above.

9. Data Security

We take appropriate technical and organisational measures to protect your data, including:

• Secure website hosting
• Restricted access to personal data
• Use of trusted third-party platforms
• Encrypted payment processing

10. Cookies

Our website may use cookies to improve user experience and analyse traffic.

You can control or disable cookies through your browser settings.

11. Media & Marketing

Where consent is provided:

• Images and videos may be used for marketing purposes
• Consent can be withdrawn at any time by contacting us

12. Updates to This Policy

We may update this Privacy Policy from time to time.

The latest version will always be available on our website.

13. Contact

For any privacy-related queries, contact:

[email protected]
Tōukon Academy®
Meadow Lane, Bedford MK44 3LW