Privacy notice
Last updated: 4 November 2026
1. Introduction
Hollingsworth Taekwon-Do (HTKD) is committed to protecting the privacy and personal information of our students, parents, guardians, members and website visitors.
We recognise the importance of safeguarding personal information, particularly where children and young people are involved.
This Privacy Policy explains how we collect, use, store, share and protect personal information when you visit our website, enquire about classes, book a free trial, become a member or participate in HTKD activities.
We process personal information in accordance with applicable UK data protection legislation, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
Data Controller: Hollingsworth Taekwon-Do (HTKD)
Legal business name: Hollingsworth Taekwon-Do (HTKD)
Email: hollingsworthtkd@gmail.com
Website: https://www.htkd.co.uk
2. Information We Collect
Depending on how you interact with HTKD, we may collect the following information.
Parents, guardians and adult students:
Full name
Email address
Telephone number
Contact and communication preferences
Class enquiries and booking information
Membership registration and renewal information
Payment and transaction records
Children and young people:
Student's full name
Age or date of birth, where required
HTKD school or training location
Trial booking and attendance information
Membership and grading records
Competition, camp and training participation records
Where necessary for safe participation, we may also collect emergency contact details and relevant medical, health or accessibility information.
Health information receives additional protection under data protection law. We only process such information where we have an appropriate lawful basis and an applicable special-category condition.
We aim to collect only the personal information reasonably necessary for the services we provide.
3. How We Collect Information
We may collect personal information when you:
Complete an enquiry form on our website.
Submit an enquiry through Facebook or Instagram advertising.
Book a free Taekwon-Do trial through our online booking system.
Contact us by email, telephone or WhatsApp.
Register or renew membership through JoinIt.
Set up or manage Direct Debit payments through GoCardless.
Complete membership, insurance or event registration forms.
Attend classes, gradings, competitions, camps or other HTKD events.
Communicate with HTKD instructors or authorised administrators.
Information about children may be provided by their parents or legal guardians.
4. How We Use Your Information
We use personal information to:
Respond to enquiries about Taekwon-Do classes.
Arrange and manage free trial lessons.
Identify students attending particular classes.
Confirm bookings and provide relevant information.
Register students and maintain membership records.
Administer annual membership and insurance.
Collect and manage training fees and other authorised payments.
Maintain membership renewal and payment records.
Organise gradings, competitions, camps and events.
Communicate important class and organisational updates.
Support student welfare and safeguarding.
Maintain accurate administrative and financial records.
Comply with legal and regulatory obligations.
We may use administrative systems and automated workflows to organise enquiries, bookings, payments and student records.
Automated processes may assist staff with routine administration. Important decisions about individual students can be reviewed by authorised HTKD personnel.
5. Free Trial Bookings and Online Forms
HTKD offers online booking facilities for prospective students.
When a parent, guardian or adult student books a free trial, we may request:
Parent or guardian's name
Email address
Telephone number
Student's full name
Student's age
Selected HTKD school or class
Preferred booking date and time
This information is used to organise the trial, identify the correct student, check class suitability and communicate relevant booking information.
Where a parent books trials for more than one child, HTKD may maintain separate student records linked to the same parent or guardian.
We use GoHighLevel/LeadConnector to assist with enquiry management, online bookings and relevant administrative follow-up.
Submitting a free trial booking does not automatically enrol a student as a paying HTKD member.
6. Third-Party Systems and Service Providers
HTKD uses third-party technology providers to support our website, enquiries, bookings, memberships and payment administration.
These include:
281sport.com — Website and Enquiries
HTKD uses 281sport.com to operate its website and provide online enquiry forms.
281sport.com may process information submitted through our website, together with technical information necessary to operate and secure the website.
Meta Platforms — Facebook and Instagram
HTKD uses Facebook and Instagram for advertising and enquiry generation.
Where individuals submit an enquiry through a Meta advertising form, we may receive information such as their name, contact details, student's age and selected training location.
We use this information to respond to enquiries and arrange requested services.
Meta may also process information in accordance with its own privacy policies.
GoHighLevel / LeadConnector — Customer Relationship Management and Trial Bookings
HTKD uses GoHighLevel and associated LeadConnector services to manage prospective student enquiries and trial bookings.
Information processed may include:
Parent or guardian contact details
Student names and ages
Selected HTKD school
Appointment dates and times
Booking and attendance information
Enquiry and follow-up records
Administrative notes and student-related records
GoHighLevel may also support automated administrative workflows, such as organising trial appointments and identifying bookings requiring staff review.
JoinIt — Membership Management
HTKD uses JoinIt to administer student memberships, registrations, renewals and associated membership records.
Information processed through JoinIt may include:
Student and parent or guardian names
Contact information
Membership details and status
Registration and renewal dates
Membership and insurance administration
Membership payment and transaction records
JoinIt helps HTKD maintain accurate membership information and manage membership-related administration.
GoCardless — Direct Debit Payments
HTKD uses GoCardless to collect and manage authorised Direct Debit payments, including regular training fees and other applicable charges.
GoCardless may process:
Account holder names
Relevant contact details
Bank account information
Direct Debit mandates
Payment amounts and dates
Transaction references and payment status
Banking and payment information is processed through GoCardless in accordance with its applicable privacy terms and legal obligations.
HTKD may access payment status, transaction references and other relevant information necessary for payment and membership administration.
Other Service Providers
We may also use authorised providers for email, messaging, website hosting, insurance, event registration, payment processing and other administrative services.
We take appropriate steps to ensure personal information is shared and processed in accordance with applicable data protection requirements.
HTKD does not sell personal information to third-party advertisers.
7. Our Legal Basis for Processing Information
Under UK data protection law, HTKD must have a valid lawful basis for processing personal information.
Depending on the activity, the relevant lawful basis may include:
Contractual necessity
Where processing is necessary to provide agreed services or take steps requested before entering into a contract, such as arranging membership or providing training services.
Legitimate interests
Where processing is necessary for the reasonable operation and administration of HTKD, including responding to enquiries, managing bookings and maintaining relevant records, provided those interests are not overridden by individuals' rights and freedoms.
When children's information is involved, we give particular consideration to their rights and best interests.
Legal obligations
Where processing is necessary to comply with applicable legal requirements, including relevant accounting and regulatory obligations.
Consent
Where consent is the appropriate lawful basis, including certain optional communications or uses of personal information.
Where processing relies on consent, it may be withdrawn at any time.
For special-category information, such as health information, we also identify an appropriate additional condition under data protection law.
8. Children's Privacy
HTKD provides Taekwon-Do training for children, teenagers and adults.
We recognise that children's personal information requires particular protection.
When a parent or guardian makes an enquiry, books a trial or registers a child for membership, we use the child's information for appropriate purposes connected with training, membership, safety and administration.
We take reasonable steps to:
Limit the information collected about children.
Restrict access to authorised personnel.
Protect student records from inappropriate access.
Avoid unnecessary sharing of children's information.
Keep information accurate and relevant.
Respect children's privacy rights and best interests.
Parents and guardians may contact HTKD with questions about information held concerning their children.
Where appropriate, children and young people may also exercise their own data protection rights.
9. Communications and Marketing
HTKD may contact you about an enquiry, requested trial booking, membership, training arrangements, payments or other matters connected with services you have requested.
Depending on your preferences and applicable legal requirements, communication may take place by email, telephone or WhatsApp.
We distinguish necessary service communications from optional promotional marketing.
Where marketing consent is required, we will obtain it before sending promotional communications.
You may opt out of marketing communications at any time by following unsubscribe instructions where provided or contacting us directly.
Opting out of marketing does not prevent HTKD from sending essential administrative communications relating to existing bookings, memberships or payments.
10. Membership, Insurance and Payments
HTKD uses JoinIt and GoCardless to support membership and payment administration.
JoinIt is used to manage student membership registrations, renewals, membership status and relevant membership records.
GoCardless is used to manage authorised Direct Debit arrangements and recurring payments.
We may process information necessary to administer:
Annual membership and insurance
Training fees
Membership renewals
Grading and event payments
Direct Debit instructions
Payment status and transaction records
Payment queries and related administration
Where external payment providers are used, relevant payment information is processed by those providers under their applicable privacy arrangements.
HTKD does not require full bank account or payment card details to be submitted through ordinary free trial enquiry forms.
We retain relevant payment and financial records where necessary for legitimate administration and applicable legal obligations.
11. How We Protect Personal Information
We take reasonable technical and organisational measures to protect personal information against unauthorised access, loss, misuse, alteration or disclosure.
These measures may include:
Access controls for administrative systems
Password-protected accounts
Restricted access to student information
Appropriate staff and instructor confidentiality arrangements
Secure technology and service providers
Reviewing and correcting inaccurate records
Although no electronic system can guarantee absolute security, we take data protection seriously and review our procedures where appropriate.
12. How Long We Keep Information
We retain personal information only for as long as reasonably necessary for the purposes for which it was collected, including applicable legal, safeguarding, insurance and administrative requirements.
Different categories of information may require different retention periods.
For example:
Enquiries and trial bookings
Information is retained while necessary to manage enquiries, trial appointments and relevant follow-up. Records are reviewed and removed or anonymised when no longer required.
Membership records
Student and membership records are maintained while necessary for membership administration and any applicable post-membership obligations.
Financial and payment records
Relevant records are retained for applicable accounting, tax and other legal requirements.
Safeguarding and incident records
These may require longer retention in accordance with applicable legal obligations and safeguarding guidance.
We periodically review records and securely delete or anonymise information when it is no longer required.
13. Sharing Personal Information
We may share personal information where reasonably necessary with:
Authorised HTKD instructors and administrators.
Relevant HTKD school operators or franchise instructors responsible for delivering training.
GoHighLevel/LeadConnector for enquiry and booking administration.
281sport.com for website services.
JoinIt for membership administration.
GoCardless for Direct Debit processing.
Relevant membership and insurance providers.
Competition and event organisers where necessary for participation.
Other authorised technology and administrative service providers.
Appropriate authorities where required by law or necessary for safeguarding.
We only share information appropriate for the relevant purpose and subject to applicable data protection requirements.
HTKD does not sell student or parent personal information.
14. International Data Transfers
Some technology providers used by HTKD may process or store personal information outside the United Kingdom.
Where personal information is transferred internationally, we will ensure that an appropriate transfer mechanism and applicable data protection safeguards are in place, as required by UK data protection law.
Further information about relevant international transfers and safeguards can be requested using the contact details in this policy.
15. Website Cookies and Analytics
Our website may use cookies and similar technologies to support essential website functions, remember preferences and understand website usage.
Where non-essential cookies or tracking technologies are used, we will provide appropriate information and obtain consent where legally required.
You can manage cookie preferences through the controls provided on the website and, where applicable, your browser settings.
For further details, please refer to our website's cookie information or cookie preferences facility.
16. Your Data Protection Rights
Under UK data protection law, you may have the right to:
Request access to personal information held about you.
Request correction of inaccurate information.
Request deletion of information in certain circumstances.
Request restriction of processing.
Object to certain uses of your information.
Request transfer of information where applicable.
Withdraw consent where processing relies on consent.
These rights are subject to applicable legal conditions and exemptions.
To exercise your rights or raise a privacy concern, please contact:
We will respond in accordance with applicable data protection requirements.
You also have the right to raise a complaint with the Information Commissioner's Office (ICO).
Website: https://ico.org.uk
17. Photographs and Videos
HTKD may take photographs or videos during classes, competitions, gradings and events for appropriate organisational purposes.
Where photographs or videos are intended for promotional use, including our website or social media, we will apply an appropriate lawful basis and relevant safeguarding procedures.
Where consent is required, we will obtain it before the relevant use.
Parents and guardians can contact HTKD to discuss the use of images involving their children.
18. External Websites
Our website may contain links to third-party websites, including membership platforms, event booking systems, social media services and payment providers.
HTKD is not responsible for the privacy practices of external websites.
We recommend reviewing their privacy notices before providing personal information.
19. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our services, technology, operational procedures or legal requirements.
The latest version will be published at:
https://www.htkd.co.uk/privacy
Where a change materially affects how personal information is used, we will provide additional information where required.
20. Contact Us
If you have any questions about this Privacy Policy, your personal information or your data protection rights, please contact:
Hollingsworth Taekwon-Do (HTKD)
Email: hollingsworthtkd@gmail.com
Website: https://www.htkd.co.uk
