Privacy Policy

Version 1.0 — April 2026

 

 

WHO WE ARE

5th Element Jiu Jitsu Academy CIC is a Community Interest Company registered in England and Wales, operating from 1st Floor, 34 Front Street, Framwellgate Moor, Durham, DH1 5EE.

We are registered with the Information Commissioner's Office (ICO) as a data controller. Our contact for all data protection matters is:

Reece Doran reece@5thelementjiujitsu.com 07511265152

This policy explains how we collect, use, store, and protect your personal data when you interact with us — whether as a member, a parent or guardian of a junior member, a trial visitor, or a prospective member.

 

 

WHAT DATA WE COLLECT

We collect and process the following categories of personal data:

Identity data — full name, date of birth

Contact data — email address, phone number, home address

Health and medical data — relevant medical conditions, injuries, or physical limitations that affect safe participation in training. This is classed as special category data under UK GDPR and is handled with additional care.

Financial data — direct debit details and payment records, processed via our membership management platform Mattrack. We do not store full payment card details directly.

Membership data — membership type, start date, attendance records, progression notes

Parent and guardian data — name, contact details, and relationship to junior member, for all members under 18

Communications data — records of communications between you and the academy

Media data — photographs and video footage taken during training sessions or academy events, where consent has been provided

 

 

HOW WE COLLECT YOUR DATA

We collect personal data in the following ways:

• Through your membership registration via Mattrack

• Through your completion of our trial booking form

• Through direct communications with the academy via email, WhatsApp, or social media

• Through your attendance at academy sessions and events

• Through photography and video taken at sessions where consent has been provided

 

 

HOW WE USE YOUR DATA

We use your personal data for the following purposes:

Membership administration — processing payments, managing your membership, communicating class changes or schedule updates. Legal basis: contract.

Safety and welfare — ensuring coaches are aware of relevant medical conditions or injuries that affect your safe participation in training. Legal basis: legitimate interests / vital interests.

Safeguarding — maintaining records relevant to the safeguarding of children and adults at risk in accordance with our Safeguarding Policy. Legal basis: legal obligation / vital interests.

Marketing communications — sending you updates, news, and information about academy programmes, events, and offers. Legal basis: legitimate interests for existing members. For prospects, we will only send marketing communications where you have provided consent.

Media and promotion — using photographs and video footage for social media, website, and marketing materials where consent has been provided through the membership agreement. Legal basis: consent.

Legal compliance — retaining records where required by law. Legal basis: legal obligation.

 

 

SPECIAL CATEGORY DATA

Health and medical information is classed as special category data under UK GDPR. We collect this data solely for the purpose of ensuring the safe delivery of training. It is:

• Accessible only to coaching staff on a need-to-know basis

• Never shared with third parties except where required by law or in a medical emergency

• Stored securely within Mattrack

• Retained only for as long as necessary for the purposes for which it was collected

 

 

WHO WE SHARE YOUR DATA WITH

We do not sell personal data to any third party. We may share data in the following limited circumstances:

Mattrack — our membership management platform processes data on our behalf as a data processor. Mattrack operates under its own privacy policy and data processing terms.

BMABA — we may share relevant information with the British Martial Arts & Boxing Association for the purposes of safeguarding investigations, compliance audits, or coaching qualification verification.

Statutory authorities — we may share information with Durham County Council, the police, or other statutory agencies where required by law or where necessary to protect the safety and welfare of a child or adult at risk.

Payment processors — direct debit payments are processed via our payment provider. Financial data is handled in accordance with their own data protection terms.

We will never share your data with any other third party without your explicit consent unless required to do so by law.

 

 

DATA RETENTION

We retain personal data for the following periods:

Data type

Retention period

Active membership records

Duration of membership plus 3 years

Junior member records

Until the member turns 21, or 3 years after membership ends, whichever is longer

Safeguarding records

Minimum 7 years, or until the child turns 25, whichever is longer

Payment records

7 years (legal requirement)

Trial visitor records

12 months from trial date

Marketing consent records

Until consent is withdrawn plus 1 year

Accident and incident records

Minimum 3 years for adults, until the individual turns 25 for minors

After these periods, data will be securely deleted or anonymised.

 

 

YOUR RIGHTS

Under UK GDPR you have the following rights regarding your personal data:

Right of access — you can request a copy of the personal data we hold about you.

Right to rectification — you can ask us to correct inaccurate or incomplete data.

Right to erasure — you can ask us to delete your data where there is no legitimate reason for us to continue processing it. Note that this right is subject to our legal obligations — for example, we cannot delete safeguarding records where retention is required by law.

Right to restrict processing — you can ask us to pause processing of your data in certain circumstances.

Right to data portability — you can ask us to provide your data in a structured, commonly used format.

Right to object — you can object to processing based on legitimate interests, including direct marketing. You can unsubscribe from marketing communications at any time.

Rights related to automated decision making — we do not use automated decision making or profiling.

To exercise any of these rights, contact us at reece@5thelementjiujitsu.com. We will respond within 30 days.

If you are not satisfied with how we handle your data, you have the right to lodge a complaint with the Information Commissioner's Office at ico.org.uk or by calling 0303 123 1113.

 

 

MARKETING COMMUNICATIONS

We send regular communications to members including class updates, academy news, and information about events and programmes. These are sent on the basis of legitimate interests as an existing member relationship.

You can opt out of marketing communications at any time by:

• Clicking the unsubscribe link in any email

• Contacting us directly at reece@5thelementjiujitsu.com

Opting out of marketing communications will not affect your membership or any operational communications related to your classes.

 

 

DATA SECURITY

We take the security of your personal data seriously. Measures in place include:

• Storage of membership data within Mattrack, which operates security measures in accordance with industry standards

• Access to member data limited to authorised coaching staff only

• Regular review of who has access to personal data

• Prompt action in the event of a data breach, including notification to the ICO where required within 72 hours

 

 

COOKIES

Our website may use cookies to improve your browsing experience. A separate cookies notice is available on our website. (Note: ensure your web developer implements a cookie consent banner before launch.)

 

 

CHANGES TO THIS POLICY

We may update this policy from time to time. Any significant changes will be communicated to members directly. The current version will always be available on our website.

Last updated: April 2026