Privacy and Data Protection Policy

Effective Date: 7/3/2024

Reviewed: 17/9/2025

Next Review Due: 7/3/2027

Consistency BJJ Ltd (“we”, “our”, “us”) is committed to protecting the personal data of our members, visitors, and staff. This Privacy and Data Protection Policy explains how we collect, use, store, and protect your personal information in line with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and guidance from the Information Commissioner’s Office (ICO).

We are registered with the ICO: ZB717320

1. Data Controller

The Data Controller is:

Consistency BJJ
347 North End Rd, London SW6 1NN
hello@consistencybjj.com
WhatsApp +447872354022

We are responsible for deciding how your personal data is processed.

2. What Information We Collect

We collect the following types of information:

  • Personal details: Name, date of birth, gender, emergency contact details.

  • Contact details: Address, telephone number, email address.

  • Membership details: Payment history, attendance records, membership type, BJJ level and rank.

  • Health information (special category data): Medical conditions or injuries (only where relevant to safe participation).

  • Safeguarding information: For under-18 members, parental/guardian contact details and any safeguarding disclosures.

3. How We Collect Your Data

  • When you register as a member online.

  • When you contact us by phone, email, messaging service or social media.

  • Through our member management platform Gymdesk, which securely stores and processes membership records, payments, and class bookings.

4. Why We Collect Your Data (Lawful Basis)

We process your personal data under the following lawful bases:

  • Contract: To provide membership services, manage class bookings, and process payments.

  • Legal obligation: To meet safeguarding and health & safety requirements.

  • Legitimate interests: To communicate with you about classes, updates, and gym operations.

  • Consent: For marketing communications, photos/videos of training sessions, and optional health information. You can withdraw consent at any time.

5. How We Use Your Data

  • To administer memberships and payments.

  • To contact you regarding classes, events, and schedule changes.

  • To ensure safe training practices, especially where medical conditions are disclosed.

  • To maintain safeguarding responsibilities for children and vulnerable persons.

  • To send marketing or promotional communications (only if you have given consent).

6. Data Sharing

We will never sell your data. We may share your information only with:

  • Gymdesk (our secure membership management system provider).

  • Payment processors (for membership fees, e.g. Stripe).

  • Regulatory authorities (e.g. ICO, insurers, safeguarding authorities) where legally required.

7. Data Storage and Security

  • All customer data is stored securely in Gymdesk (uses encryption) and Google Workspace, which are GDPR-compliant.

  • We restrict access to personal data to authorised staff only.

  • There are no paper forms.

8. Data Retention

We keep personal data only as long as necessary for the purposes collected:

  • Membership and payment records: 6 years (for tax and accounting purposes).

  • Safeguarding or health and safety records: as required by law.

  • Marketing consent records: until consent is withdrawn.

After this period, data will be securely deleted or anonymised.

9. Your Rights

You have the following rights under UK GDPR:

  • The right to be informed about how we use your data.

  • The right to access your personal data.

  • The right to correct inaccurate or incomplete data.

  • The right to request erasure (“right to be forgotten”).

  • The right to restrict or object to processing.

  • The right to data portability.

  • The right to withdraw consent (where processing is based on consent).

To exercise these rights, please contact us at hello@consistencybjj.com

10. Children’s Data

We collect and process children’s personal data (under 18s) only with parental/guardian consent and solely for the purpose of providing safe training and safeguarding.

11. Complaints

If you are unhappy with how we process your data, please contact us first at hello@consistencybjj.com

If you remain unsatisfied, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO): www.ico.org.uk

12. Updates to This Policy

We may update this policy from time to time. The latest version will always be available at https://www.consistencybjj.com/