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Privacy Policy

Last updated: 23 October 2025

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Sudbury MMA & Combat Academy (“SMMACA”, “we”, “us”, “our”) is committed to protecting your privacy and ensuring your personal information is handled in accordance with the UK GDPR and Data Protection Act 2018.

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1. Who We Are

SMMACA provides martial arts and fitness training services including classes, seminars, events and competitions.

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2. Information We Collect

We may collect and process the following information:

  • Contact details – name, email, phone number

  • Enquiry details – interests, martial arts discipline, referral source

  • Membership details – training attendance, membership history and basic admin records

  • Media – photos and videos taken in the gym or at events where SMMACA is representing the club

  • Technical data – timezone offset and essential website usage data collected by our website host

 

3. How We Use Your Information

We use your personal data to:

  • Respond to enquiries and arrange free trials

  • Manage attendance and memberships

  • Communicate important service information such as timetable changes

  • Share promotions, offers, events and club updates

  • Operate and promote SMMACA on social media and marketing channels

  • Support safeguarding and health & safety obligations

 

4. Lawful Basis for Processing

We rely on the following lawful bases under the UK GDPR:

  • Consent – when you voluntarily provide your details

  • Contractual necessity – to manage your training or membership

  • Legitimate interests – to operate, improve and promote the club

  • Legal obligation – safeguarding, accounting or regulatory compliance

 

5. Marketing and Communication

We may contact members, leads and past members about training opportunities, promotions and club events through:

  • Email

  • SMS / Text message

  • WhatsApp

  • Phone calls

  • Social media direct messages

You can opt out of these communications at any time by contacting us by email.

 

6. Photography & Video

  • We may take photos or videos inside the establishment and at events or competitions where SMMACA is representing the club, including fight shows, gradings and interclubs.

  • These may be used for community engagement and marketing (e.g. website, social media, promotional material).

  • If you do not wish to be featured, you may opt out in writing via email and we will ensure you are not included in future media content.

  • Please note that any images, footage, or content created by third parties are outside the control and responsibility of Sudbury MMA & Combat Academy. If you do not wish to appear in any photography or videography captured by third-party organisers, it is your responsibility to notify the event organiser directly and follow their opt-out process.

 

7. CCTV & Venue Security

The Academy and some event venues may operate CCTV systems for safety and security. This footage may be held by SMMACA, the landlord or event organiser in accordance with their policies.

 

8. Children & Young People

We welcome young people as junior members of the club. When an enquiry is submitted, we do not collect age information and may not initially know if the individual is a child.

Once identified as a junior member, their data is processed only as necessary for class management, safeguarding and communication with their parent or guardian. During training, children are supervised by a SMMACA coach, and correspondence regarding a junior is normally handled through their parent or guardian.

Parents/guardians may opt their child out of promotional photos or video by notifying us in writing via email, and we will ensure the child is not included in future marketing content.

 

9. Data Retention

  • Enquiry data is held for up to 12 months

  • Member/admin data is retained for up to 6 years after membership (legal/accounting reasons)

  • Media may remain published unless removal is requested

  • Data is securely deleted or anonymised when no longer required

 

10. Who We Share Data With

We do not sell or rent your data.
We may use secure processors to help deliver services, such as:

  • Wix (website hosting and secure form embedding)

  • Martialytics (membership and enquiry management)

These providers are subject to change and act only under our instruction and data sharing agreements.

 

11. Your Rights

You have the right to:

  • Access your data

  • Request correction or deletion

  • Restrict or object to processing

  • Withdraw consent

  • Data portability

  • Lodge a complaint with the ICO (ico.org.uk)

To exercise these rights, contact us via email.

 

12. Security

We take appropriate technical and organisational measures to protect personal data and restrict access to authorised staff only.

 

13. Updates to This Policy

We may update this policy from time to time to reflect changes in law or our services. The most recent version will always be published on our website.

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Contact​

For any privacy-related request, please contact:
📧 info@smmaca.com

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