We are [Portsmouth Martial Arts]. We’re a not fro profit company England whose registered address is at [4 Market Way, Portsmouth, PO1 4B]. In this privacy notice we will refer to ourselves as ‘we’, ‘us’ or ‘our’.
You can get hold of us in any of the following ways:
(a) by email on info@warriorcrafts.com
We take the privacy, including the security, of personal information we hold about you seriously. This privacy notice is designed to inform you about how we collect personal information about you and how we use that personal information. You should read this privacy notice carefully so that you know and can understand why and how we use the personal information we collect and hold about you.
We do not have a Data Protection Officer, but if you have any questions about this privacy notice or issues arising from it then you should contact [A.Thomas], who is responsible for matters relating to data protection at our organisation, including any matters in this privacy notice. You can contact them using the details set out above.]
[We may issue you with other privacy notices from time to time, including when we collect personal information from you. This privacy notice is intended to supplement these and does not override them.]
We may update this privacy notice from time to time. This version was last updated on 25.08.23
1. Key Definitions
The key terms that we use throughout this privacy notice are defined below, for ease:
Data Controller: under UK data protection law, this is the organisation or person responsible for deciding how personal information is collected and stored and how it is used.
Data Processor: a Data Controller may appoint another organisation or person to carry out certain tasks in relation to the personal information on behalf of, and on the written instructions of, the Data Controller. (This might be the hosting of a site containing personal data, for example, or providing an email marketing service that facilitates mass distribution of marketing material to a Data Controller’s customer-base.)
Personal Information: in this privacy notice we refer to your personal data as ‘personal information’. ‘Personal information’ means any information from which a living individual can be identified. It does not apply to information which has been anonymised.
Special Information – certain very sensitive personal information requires extra protection under data protection law. Sensitive data includes information relating to health, racial and ethnic origin, political opinions, religious and similar beliefs, trade union membership, sex life and sexual orientation and also includes genetic information and biometric information.
2. Details of personal information which we collect and hold about you
2.1 Set out below are the general categories [and details of retention periods in relation to those categories (see section 8 below for more details about retention)] and in each case the types of personal information which we collect, use and hold about you:
General Category |
Types of Personal Data in that category |
Retention Periods |
Identity Information |
This is information relating to your identity such as your name (including any previous names and any titles which you use), gender, marital status and date of birth |
[12 months] |
Contact Information |
This is information relating to your contact details such as e-mail address, addresses, telephone numbers |
[12 months |
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2.2 [The types of personal data we collect about you may differ from person to person, depending on who you are and the relationship between us.]
3. Details of special information which we collect and hold about you
3.1 Special information is explained in section 1 above. We do not collect or hold any special information about you.
3.2 We do not collect information from you relating to criminal convictions or offences.
4. Details of how and why we use personal information
4.1 We are only able to use your personal information for certain legal reasons set out in data protection law. There are legal reasons under data protection law other than those listed below, but in most cases, we will use your personal information for the following legal reasons:
(a) Contract Reason: this is in order to perform our obligations to you under a contract we have entered into with you;
(b) Legitimate Interests Reason: this is where the use of your personal information is necessary for our (or a third party’s) legitimate interests, so long as that legitimate interest does not override your fundamental rights, freedoms or interests.
(c) Legal Obligation Reason: this is where we have to use your personal information in order to perform a legal obligation by which we are bound; and
(d) Consent Reason: this is where you have given us your consent to use your personal information for a specific reason or specific reasons.
4.2 [As explained in section 3 above, there are more sensitive types of personal data which require higher levels of protection. Where we process such sensitive types of personal data we will usually do this in the following circumstances:
(a) We have your explicit consent;
(b) [Where it is necessary in relation to legal claims;]
(c) [Where you have made the personal data public].]
4.3 So that we are able to provide you with [goods] OR [goods and services] OR [services] OR [other], we will need your personal information. If you do not provide us with the required personal information, we may be prevented from supplying the [goods] OR [goods and services] OR [services] OR [other] to you.
4.4 Where we rely on consent for a specific purpose as the legal reason for processing your personal information, you have the right under data protection law to withdraw your consent at any time. If you do wish to withdraw your consent, please contact us using the details set out at the beginning of this notice. If we receive a request from you withdrawing your consent to a specific purpose, we will stop processing your personal information for that purpose, unless we have another legal reason for processing your personal information, in which case, we will confirm that reason to you.
4.5 We have explained below the different purposes for which we use your personal information and, in each case, the legal reason(s) allowing us to use your personal information. Please also note the following:
(a) if we use the Legitimate Interests Reason as the legal reason for which we can use your personal information, we have also explained what that legitimate interest is; and
(b) for some of the purposes we may have listed more than one legal reason on which we can use your personal information, because the legal reason may be different in different circumstances. If you need confirmation of the specific legal reason that we are relying on to use your personal data for that purpose, please contact us using the contact details set out at the start of this privacy notice.
Purpose |
Legal Reason(s) for using the personal information |
[To enrol you as a customer] |
[Contract Reason.][Legitimate Interests Reason (in order to [offer you other goods, services and/or digital content which helps us to develop our business)]] |
[To process your order, which includes taking payment from you, advising you of any updates in relation to your order or any enforcement action against you to recover payment.] |
[Contract Reason.][Legitimate Interests Reason (in order to [recover money which you owe us]] |
[To manage our contract with you and to notify you of any changes] |
[Contract Reason.][Legal Obligation Reason.] |