Last updated: 10 June 2026

This privacy notice explains how Glasgow Martial Arts Centre Limited (trading as Kuk Sool Won Glasgow — ‘we’, ‘us’, ‘our’) collects, uses, stores and shares your personal information when you contact us, train with us, or use our website at ksw-glasgow.co.uk.

We are the ‘controller’ of your personal information, which means we are responsible for deciding how it is held and used. If you have any questions, contact us at andrew@ksw-glasgow.co.uk.

1. What information we collect

Information you give us. When you enquire, book a free class, or join the school, we may collect:

• Your name
• Contact details (phone number, email address, and where relevant postal address)
• Your message and the content of any correspondence with us
• Emergency contact details, where you join the school
• Grading, rank and attendance records once you are a member

Health information (special category data)

Before your first class we ask you to complete a Physical Activity Readiness Questionnaire (PAR-Q). This may include information about your health, injuries, medical conditions or fitness limitations. Health information is “special category” data under the UK GDPR and is given extra protection. We collect it only to keep you safe during training, to adapt instruction to your needs, and to know how to respond in a medical situation. We rely on your explicit consent to process this information, and on the basis that processing is necessary for reasons relating to your participation in physical activity and our duty of care. You can withdraw your consent at any time, though we may not be able to let you train safely without it.

You may complete the PAR-Q either through a form on our own website (which reaches us by email) or through a form on the WKSA Admin system used by our governing body to support member schools. In both cases your health information is held within the UK and is accessed only by your instructor. We do not forward your PAR-Q or health information to WKSA headquarters or to any other third party. It is your responsibility to tell us promptly if anything about your health changes. To help keep our records accurate, we also ask you to confirm or update your PAR-Q each year as part of a yearly re-registration. In the meantime we will rely on your most recent PAR-Q.

We restrict access to this information to authorised instructors, do not leave forms where others can read them, and never add health information to marketing lists or share it for any unrelated purpose.

Members who are under 18

Although our regular classes are aimed at adults, we sometimes accept members from the age of 13. Where a member is under 18, we collect and process their information only with the written consent of a parent or guardian, who completes the relevant forms (including the PAR-Q) on their behalf. A parent or guardian may review, update or withdraw that information at any time by contacting us. We keep the personal information of under-18s only for as long as necessary and apply the same protections set out in this notice.

Information collected automatically

When you visit our website, some technical information is collected automatically through cookies and similar technologies — for example your IP address, browser type, device information and pages visited. This is used to keep the site running, secure and to understand how it is used. See the Cookies section below.

2. How we use your information and our legal basis

Under data protection law we must have a lawful basis for using your personal information. We rely on the following:

• To respond to your enquiry and arrange your free class — because it is necessary to take steps at your request before entering into a contract, and our legitimate interest in responding to enquiries.
• To provide training, manage your membership, and record gradings and attendance — to perform our contract with you.
• To take payment — to perform our contract with you and to meet our legal obligations.
• To keep you safe and respond to medical situations (health/PAR-Q information) — your explicit consent, and reasons relating to your participation in physical activity.
• To send you club news, offers and updates, where you have opted in — your consent, which you can withdraw at any time.
• To meet our legal and regulatory obligations — to comply with the law.

3. Marketing

We only send marketing messages (such as news about classes, events or offers) to people who have asked to receive them. Every marketing message includes a simple way to unsubscribe, and you can opt out at any time by contacting us. We do not sell your information or pass it to other organisations for their own marketing.

4. Who we share your information with

We do not sell your personal information. We share it only where necessary, with:

• The World Kuk Sool Association (WKSA), our governing body. As a member school, we record member information (such as names, ranks, grading and testing records) on the WKSA Admin system, a platform built and operated in the UK by a UK developer to support member schools internationally. Separately, when you grade or join, limited information — your name, address, phone number and email address only — is sent to WKSA headquarters in the United States. This is the only point at which your information is transferred outside the UK; see the International Transfers section below.
• Spond, which we use for event sign-ups, club announcements and communication. When you join us on Spond you also agree to Spond’s own privacy terms.
• Worldpay, our card-payment provider. When you pay by card, your payment is processed by Worldpay using their card reader. Worldpay is an independent provider responsible for handling your payment information under its own privacy policy. We do not store your full card details ourselves.
• Our website and IT providers, including the platforms that host and run our website and its features (for example our website host, the Jetpack/WordPress services and our embedded Instagram feed and Google Maps).
• Our merchandise provider (Fabryx), if you order club merchandise through the linked online shop.
• Authorities or professional advisers, where we are required to by law, or to establish, exercise or defend legal claims.

5. International transfers

We aim to keep your personal information within the UK. Your member records and any health (PAR-Q) information are stored on UK-based systems and are not transferred outside the UK.

The one exception is that, when you grade or join the school, your name and email address are sent to WKSA headquarters in the United States. We make this limited transfer on the basis of your explicit consent, which we ask for at the point of grading or joining. You can withdraw that consent at any time by contacting us, although this may affect our ability to register your gradings or membership with the governing body.

6. How long we keep your information

We keep your personal information only for as long as we need it:

• Enquiries that do not lead to membership: kept for up to 2 years, then deleted.
• Member records (including gradings and attendance): kept for up to 6 years after you stop training with us, in case of any query or legal claim, and then deleted.
• Health/PAR-Q information: kept while you are an active member, confirmed or updated through a yearly re-registration, and deleted together with your member record.
• Financial and payment records: kept for 6 years plus the current year, as required by tax law.

7. How we keep your information safe

We use appropriate technical and organisational measures to protect your personal information, including restricting access to those who need it. However, no transmission over the internet can be guaranteed to be completely secure, so we cannot guarantee absolute security of information sent to or from our website.

8. Your rights

Under UK data protection law you have the right to:

• Access the personal information we hold about you
• Ask us to correct information that is inaccurate or incomplete
• Ask us to delete your information in certain circumstances
• Ask us to restrict or object to how we use your information
• Withdraw your consent at any time, where we rely on consent
• Ask for your information to be transferred to another organisation, in certain circumstances

To exercise any of these rights, contact us at andrew@ksw-glasgow.co.uk. We will respond within one month.

If you are unhappy with how we have handled your information, you can complain to the Information Commissioner’s Office (ICO), the UK regulator, at ico.org.uk or by calling 0303 123 1113. We would, though, appreciate the chance to address your concerns first.

9. Cookies

Our website uses cookies and similar technologies. Some are essential to make the site work; others help us understand how the site is used or are set by third-party features we embed (such as our Instagram feed, Google Maps and Jetpack). Non-essential cookies are only used where you have given consent through the cookie banner on our website, and you can change or withdraw your choice at any time through the banner or your browser settings.

10. Changes to this notice

We may update this privacy notice from time to time. The latest version will always be on this page, with the ‘last updated’ date at the top.

11. How to contact us

For any questions about this notice or your personal information:

Email: andrew@ksw-glasgow.co.uk

Registered office (for formal correspondence): Glasgow Martial Arts Centre Limited, 3 Inverlair Oval, Glasgow, G43 2AZ

Training and trading location: 3rd Floor, Victoria Chambers, 142 West Nile Street, Glasgow, G1 2RQ