Legal

Privacy Policy

Last updated: 11 August 2026

This policy explains how Students Of Martial Arts uses personal information through this website and our platform. A participating martial arts school may also be responsible for your information and should provide its own privacy notice.

1. Who we are and how our roles work

Students Of Martial Arts is a UK-based provider of school management, student portal and commerce software. You can contact us about privacy at web@studentsofmartialarts.com.

We are the data controller when we decide why and how personal information is used, for example when you contact us, when we administer access to our service, or when we protect and improve the platform.

For student, parent, membership and school records entered by a participating school, the school will usually be the data controller and we act as its data processor. Please contact the school first about that information. We will support the school in responding to you.

2. Information we collect

Depending on how you use the service, we may process:

• identity and contact details, such as your name, email address and telephone number;
• account and authentication information, including your role, school membership and sign-in records;
• student and membership information supplied by you or your school, which may include information about a child or, where genuinely needed, health or accessibility information;
• order and transaction details. Card details are collected and processed by Stripe and are not stored by us;
• messages, support requests and other communications; and
• technical and usage information, such as IP address, browser, device, security logs and essential cookie or session data.

We normally receive this information from you, a parent or guardian, your school, your identity provider, or automatically when you use the platform.

3. Why we use information

Where we act as controller, we use personal information to:

• provide accounts, respond to enquiries and deliver requested services, where necessary to perform a contract or take steps at your request;
• operate, secure, troubleshoot and improve the platform, and prevent misuse, where this is in our legitimate interests and those interests are not overridden by your rights;
• maintain business, tax and transaction records and respond to lawful requests, where necessary to comply with a legal obligation; and
• send optional marketing or use non-essential technologies where you have consented. You may withdraw consent at any time.

Where we act for a school, the school decides the relevant purposes and lawful bases. Special category information is processed only on the school's documented instructions and where an additional legal condition applies.

4. Children’s information

The platform is used by martial arts schools whose students may be children. Schools and parents or guardians are responsible for ensuring account details are supplied appropriately. We process children’s information only as needed to provide the service, follow the school’s instructions, keep users safe and meet legal obligations. The service is not intended for children to create an account independently unless their school has authorised this.

5. Who receives information

We may share information, only as needed, with:

• the participating school connected to your account or order;
• service providers that support hosting, security, communications, authentication, support and data storage;
• Stripe and other payment services for checkout, fraud prevention and transaction administration;
• professional advisers, insurers, regulators, law enforcement or courts where necessary; and
• a purchaser or successor if our business is reorganised or transferred, subject to appropriate safeguards.

We do not sell personal information.

6. International transfers

Some suppliers may process information outside the UK. Where required, we use a lawful transfer mechanism, such as UK adequacy regulations or approved contractual safeguards, and assess whether additional protections are needed. Contact us if you would like information about the safeguard relevant to your data.

7. How long we keep information

We keep personal information only for as long as it is needed for the purpose collected. We consider the school’s instructions, how long an account or contract remains active, legal and tax requirements, security needs, limitation periods and the need to resolve disputes. We then delete or anonymise it securely. Schools set retention periods for records for which they are controller.

8. Security

We use appropriate technical and organisational measures designed to protect personal information. No online service can guarantee absolute security, so please keep your sign-in details confidential and tell us promptly if you suspect unauthorised access.

9. Your rights

Depending on the circumstances, UK data protection law may give you rights to access, correct or erase your information; restrict or object to its use; receive certain information in a portable format; and withdraw consent without affecting earlier lawful processing.

You have the right to object to processing based on legitimate interests and to object at any time to direct marketing.

To exercise a right, email web@studentsofmartialarts.com. If the information is controlled by your school, contact the school first. We may need to verify your identity. You can also complain to the Information Commissioner’s Office (ICO), although we would appreciate the chance to address your concern first.

10. Cookies and linked services

We use cookies or similar storage where needed for sign-in, security, preferences and core operation of the service. Third-party services you choose to use, including Stripe or an identity provider, process information under their own privacy notices. Links to other websites are provided for convenience and we are not responsible for their content or privacy practices.

11. Changes to this policy

We may update this policy when our services or legal obligations change. We will publish the revised version here, change the date above and provide an additional notice where a change materially affects you.