Heathrow Boxing Club

Privacy Policy

Last updated: 31 July 2026

1. Who we are

Heathrow Boxing Club is responsible for the personal information described in this policy.

Heathrow Boxing Club
Cherry Lane, West Drayton, UB7 9HB
Email: info@heathrowboxingclub.com
Telephone: 07976 848371

2. Our approach to privacy

We use personal information to operate the club, manage bookings and memberships, keep appropriate safety records, communicate with participants and provide our services. We only ask for information that has a genuine purpose, restrict access to authorised people and do not sell personal information.

This policy explains what we collect, why we use it, who may process it for us and the choices and rights available to you.

3. Information we collect

Depending on how you use the club or website, we may collect:

• your name, date of birth, address, postcode, telephone number and email address;
• booking, class, attendance, cancellation, payment and membership information;
• waiver details, signature information and emergency-contact details;
• health information provided so coaches can support safe participation;
• a recent identification photograph supplied with a waiver;
• feedback, enquiries and communications with the club;
• limited website information such as IP address, browser or device information, cookie choices and basic security or diagnostic logs; and
• purchase and transaction information if you buy products through our Shopify store.

Payment-card details are processed by the relevant payment provider and are not stored in our booking spreadsheets.

For junior participants, a parent or legal guardian must provide the relevant information and complete the junior waiver.

4. Why we use your information

We use personal information to:

• provide and administer classes, bookings, memberships and purchases;
• issue booking confirmations and QR codes;
• check participants into the correct class and maintain attendance records;
• confirm membership and payment status;
• manage waivers, emergency contacts and relevant health and safety information;
• identify a participant where needed for safeguarding, record accuracy or an emergency;
• respond to questions, cancellations, feedback and data-rights requests;
• protect the website and booking system from misuse, duplication and technical faults;
• maintain appropriate financial, insurance, safeguarding and operational records; and
• send service communications and, where permitted, information about similar club services.

We do not use uploaded identification photographs for automated facial recognition. A photograph may be displayed to authorised personnel for a manual visual cross-check. It is not used for promotional material unless separate permission has been obtained where required.

5. Our lawful bases

We rely on one or more of the following lawful bases, depending on the purpose:

• Contract: to take steps requested by you and provide bookings, memberships, products and club services.
• Legitimate interests: to operate and improve the club, maintain accurate attendance and safety records, prevent misuse, support participants and protect the club and its customers.
• Legal obligation: where records or disclosures are required by law.
• Consent: where we specifically ask for consent, including optional promotional photography or marketing where consent is required.
• Vital interests: where information is genuinely needed to protect someone in an emergency.

Health information receives additional protection. Where required, we rely on explicit consent or another applicable condition under UK data protection law. If consent is withdrawn for information necessary for safe participation, we may be unable to provide the relevant activity safely.

6. Identification photographs

A CLEAR, RECENT PHOTOGRAPH IS REQUIRED WITH THE ONLINE WAIVER.

It allows authorised coaches to connect the participant's name and safety record with the correct person, including where accurate identification is needed in an emergency.

The photograph is stored in a restricted club system. It is not public, sold, used for advertising or shared with other participants. Access is limited to authorised club personnel who need it for coaching, safeguarding, administration or emergency purposes.

7. Who can access or process information

Personal information may be accessed by authorised Heathrow Boxing Club coaches or administrators where their role requires it. We may also use trusted service providers, including:

• Shopify for the website and online shop;
• Google services for club email, restricted spreadsheets, files and system automation;
• Cloudflare for website security and operational booking or check-in services;
• email and communications providers used to deliver confirmations and club messages; and
• professional advisers, insurers, emergency services, regulators or public authorities where reasonably necessary or legally required.

These providers process information under their own security arrangements and applicable contractual or legal obligations. We do not sell or rent customer information.

8. International processing

Some technology providers may process information outside the United Kingdom. Where this occurs, we use providers that apply an approved legal transfer mechanism or another safeguard recognised under UK data protection law. You may contact us for further information about relevant safeguards.

9. Cookies and website information

The website uses cookies and similar technology needed for navigation, security, customer preferences, checkout and remembering choices. With the appropriate choice or permission, additional cookies may support analytics or marketing.

You can manage available cookie choices through the website's cookie controls and your browser. Blocking essential cookies may prevent parts of the website from working correctly.

We use technical logs to keep the website reliable, diagnose errors and protect the service. We do not use them to follow individual customers around unnecessarily.

10. Communications

We send operational messages needed to manage a booking, waiver, membership, purchase or class. We may send information about similar club services where the law permits it or where you have agreed to receive it.

You may object to direct marketing or opt out at any time using the option provided in the message or by contacting info@heathrowboxingclub.com. Opting out of marketing does not prevent essential service messages about an active booking or membership.

11. How long we keep information

We keep personal information only for as long as reasonably needed for the purpose for which it was collected and for applicable legal, tax, insurance, safeguarding, dispute or record-keeping requirements.

Retention depends on the type of record, the participant's age, the date of the last club activity, whether a membership remains active and whether information is needed in relation to a concern or claim. We periodically review information and delete or anonymise it when there is no continuing reason to keep it.

You may ask us about the retention period that applies to a particular record.

12. Security

We use reasonable organisational and technical measures designed to protect personal information. These include restricting access, using authenticated staff systems and limiting sensitive information to people who need it for an authorised purpose.

No internet or storage system can be guaranteed to be completely secure. If we become aware of a personal-data breach, we will assess it and take the steps required by law.

13. Your rights

Depending on the circumstances, you may have the right to:

• request a copy of your personal information;
• ask us to correct inaccurate or incomplete information;
• ask us to delete information;
• ask us to restrict how information is used;
• object to processing based on legitimate interests or to direct marketing;
• request transfer of certain information; and
• withdraw consent where processing is based on consent.

Some rights are subject to legal exceptions. We may need to verify your identity before completing a request. A parent or guardian may exercise relevant rights for a junior participant where appropriate.

To make a request: info@heathrowboxingclub.com

14. Automated decisions

Our booking and check-in systems perform routine checks, such as whether a booking, waiver or membership record appears valid. They do not make solely automated decisions that produce legal or similarly significant effects. A coach or administrator can review and correct a result where necessary.

15. Complaints

Please contact us first if you have a privacy question or concern so we can try to resolve it.

16. Changes to this policy

We may update this policy when our services, systems or legal obligations change. The current version will be published on our website with its latest revision date. If a change materially affects how we use existing personal information, we will take reasonable steps to bring it to the attention of affected people before the new use begins.

Questions about your information?
info@heathrowboxingclub.com  |  07976 848371