Sports Martial Arts Fitness Oxford (SMAFO) Privacy Policy

This Privacy Policy explains how Sports Martial Arts Fitness Oxford (SMAFO) collects, uses, stores, and protects personal information when you visit our website, submit an enquiry, book an assessment, download information, contact us, or take part in our martial arts programmes.

Sports Martial Arts Fitness Oxford provides martial arts classes in Didcot, Oxfordshire, for children, teenagers, adults, and families.

This includes beginner martial arts classes, kickboxing, ladies' only kickboxing, junior training, ninja classes, special events, gradings, and related services.

If you use this website, fill in a form, contact SMAFO, or train with us, this Privacy Policy explains what happens to your information.

Who We Are

Sports Martial Arts Fitness Oxford (SMAFO) is the organisation responsible for your personal data for the purposes described in this Privacy Policy.

Contact details

Sports Martial Arts Fitness Oxford
Didcot Leisure Centre
Mereland Road
Didcot, Oxfordshire
OX11 8AY

Email: [email protected]
Phone: 07946 637 424

If you have questions about this Privacy Policy or how your information is handled, please contact us using the details above.

What Information We May Collect

Depending on how you interact with the SMAFO website or services, we may collect the following categories of personal data:

Information you provide directly

• Name
• Email address
• Phone number
• Child’s name and age where a parent or guardian is enquiring
• The programme or class you are interested in
• Booking and enquiry details
• Messages you send to us
• Emergency contact details where required
• Health or medical information you choose to disclose for training safety purposes

Information collected when you use the website

• IP address
• Browser type
• Device information
• Pages visited
• Time spent on pages
• Referral source
• Actions taken on the site such as form submissions or button clicks

Information collected during service delivery

• Attendance information
• Membership or registration details
• Grading records
• Communication history
• Payment-related administrative records where applicable

How We Collect Your Data

We may collect personal data when you:

• Visit the SMAFO website
• Fill in a contact form, enquiry form, booking form, or lead form
• Request information about martial arts classes in Didcot, Oxfordshire
• Book a free assessment or introductory session
• Call, email, or message us
• Register for classes, events, or gradings
• Interact with our emails, messages, or advertisements
• Provide information in person at classes, events, or venues

Why We Use Your Information

We use personal information for legitimate business and operational reasons connected to running Sports Martial Arts Fitness Oxford safely and effectively.

This may include using your information to:

• Respond to enquiries about SMAFO classes and programmes
• Contact you about bookings, assessments, or class availability
• Deliver martial arts instruction and related services
• Manage registrations, membership administration, and attendance
• Maintain safeguarding, welfare, and training safety standards
• Communicate important service updates
• Send relevant follow-up information after an enquiry or booking request
• Improve website performance, user experience, and content
• Monitor interest in our martial arts programmes and pages
• Meet legal, regulatory, safeguarding, insurance, or health and safety obligations

Lawful Bases for Processing

Under UK data protection law, we rely on one or more of the following lawful bases for processing personal data:

Contract

Where processing is necessary to take steps at your request before entering into a training, membership, booking, or service arrangement, or to fulfil obligations connected to that arrangement.

Legitimate interests

Where processing is reasonably necessary for the management, improvement, promotion, safeguarding, and administration of SMAFO, provided your rights and interests do not override those interests.

Legal obligation

Where we need to process personal data to comply with legal, safeguarding, insurance, accounting, or regulatory obligations.

Consent

Where consent is required, such as for certain marketing communications or some types of media use. Where we rely on consent, you can withdraw it at any time.

Vital interests

In limited cases, where processing is necessary to help protect someone’s health, safety, or well-being.

Marketing Communications

If you enquire about our classes, download information, request a booking, or otherwise express interest in SMAFO, we may contact you by email, phone, SMS, or other relevant channels about your enquiry, your requested programme, and related services.

Where required by law, we will ask for consent before sending marketing communications.

You can unsubscribe from marketing emails at any time by using the unsubscribe link where available or by contacting us directly.

Health and Special Category Data

Some information linked to health, injuries, medical conditions, or wellbeing may be classed as special category data under UK data protection law.

We only collect this type of information where it is reasonably necessary for safe participation, welfare, safeguarding, emergency response, or related legal obligations. We handle this information with additional care and only where a lawful condition for doing so applies.

Children’s Data and Parent Information

SMAFO provides martial arts training for children and young people. Where a child is under 18, we expect a parent or legal guardian to provide the relevant enquiry, booking, registration, and consent information.

We collect and use children’s information only where reasonably necessary to deliver classes, manage bookings, support safeguarding, maintain safety, or administer participation.

If you are a parent or guardian and believe we hold information that should be corrected or removed, please contact us.

Cookies, Tracking, and Analytics

The SMAFO website may use cookies, pixels, analytics tools, and similar technologies to understand how visitors use the website and to improve performance, user experience, and marketing relevance.

These tools may help us understand:

• Which pages are visited most often
• How users arrive on the site
• What content attracts interest
• Whether forms or calls to action are performing effectively

Where required, cookie consent options should be presented to users. You can also control cookies through your browser settings.

Who We May Share Information With

We do not sell personal data.

We may share information where reasonably necessary with trusted service providers or partners who support the operation of SMAFO.

This may include:

• Website and hosting providers
• CRM and communication platform providers
• Booking and form technology providers
• Payment processors
• Email and SMS service providers
• Analytics and advertising platforms
• Insurers, legal advisers, or professional advisers where required
• Governing bodies or event organisers where participation requires it
• Authorities or safeguarding bodies where disclosure is legally required or necessary

We expect third parties handling data on our behalf to do so securely and lawfully.

International Data Transfers

Some service providers used by SMAFO may store or process personal information outside the UK.

Where this happens, we take reasonable steps to ensure appropriate safeguards are in place so that personal data remains protected in line with applicable data protection law.

How Long We Keep Personal Data

We keep personal information only for as long as reasonably necessary for the purpose it was collected, including to meet legal, insurance, safeguarding, accounting, dispute resolution, and operational requirements.

Retention periods may vary depending on the type of data, the nature of the relationship, and any legal obligations that apply.

Your Data Protection Rights

Under UK data protection law, you may have rights, including the right to:

• Request access to your personal data
• Request correction of inaccurate or incomplete data
• Request deletion of personal data in certain circumstances
• Request restriction of processing in certain circumstances
• Object to some forms of processing
• Request transfer of data where applicable
• Withdraw consent where processing is based on consent

To exercise any of these rights, please contact SMAFO using the details in this Privacy Policy.

Security of Your Information

We take reasonable technical and organisational steps to help protect personal data against unauthorised access, loss, misuse, alteration, or disclosure.

However, no website, online platform, or digital transmission method can be guaranteed completely secure.

Third-Party Websites and Links

The SMAFO website may contain links to third-party websites, booking tools, social media pages, or external platforms.

If you click through to a third-party site, their privacy practices will apply. We are not responsible for how third parties collect or use personal information.

Complaints

If you have a concern about how your personal data has been handled, please contact us first so that we can try to resolve it.

You also have the right to complain to the Information Commissioner’s Office (ICO) if you believe your personal data has been processed unlawfully.

Changes to This Privacy Policy

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

The latest version will always be published on this page with the current revision date.

Frequently Asked Questions About Privacy at SMAFO

What personal information does SMAFO collect?

SMAFO may collect contact details, booking and enquiry information, child details where relevant, attendance information, website usage data, and health information where needed for safety.

Does SMAFO use cookies or tracking tools?

Yes. The website may use cookies, analytics, and tracking technologies to improve website performance and understand user behaviour.

Does SMAFO sell personal data?

No. SMAFO does not sell personal data.

Can parents contact SMAFO about a child’s data?
Yes. Parents or legal guardians can contact SMAFO about information connected to a child’s participation, enquiry, or registration.

How can I stop marketing emails?
You can unsubscribe using the link in the email, where available or contact SMAFO directly and request removal from marketing communications.

Summary

This Privacy Policy explains how Sports Martial Arts Fitness Oxford collects, uses, stores, and protects personal data connected to its website, enquiries, bookings, martial arts classes, and related services in Didcot, Oxfordshire.

If you are visiting the SMAFO website to find martial arts classes for yourself or your child, this page explains what personal information may be collected and how it is handled.