Privacy Policy

Last updated: 9 October 2026

This page explains what personal information we collect through this website and at the club, why we collect it, who we share it with, how long we keep it, and what your rights are. We’ve tried to keep it plain and short.

Who we are

This website is run by Wing Chun Kung Fu Ltd, trading as Halesowen Wing Chun. We are the “controller” of your personal information, which means we decide how and why it’s used.

• Address: Unit 1c Eagle Trading Estate, Stourbridge Road, Halesowen, B63 3UA
• Email: si**@******************co.uk
• Phone: 07821 126 685

If you have any question about this policy or your information, contact Sifu Alan Bagley using the details above.

What we collect, why, and our legal basis

Orders from our shop. When you buy something through the shop (WooCommerce) we collect your name, billing and delivery address, email address, phone number and the details of your order. We use this to take your order, deliver it, deal with returns and refunds, and keep our accounts. Our legal basis is contract (we need your details to fulfil the order) and legal obligation (we must keep accounting records). Card payments are handled by our payment provider, Stripe. We never see or store your full card number.

Contact and enquiry forms. If you send us a message through the contact form, or by email, phone, text or WhatsApp, we collect your name, contact details and whatever you tell us. We use it to reply to you. Our legal basis is legitimate interests (we need to answer people who get in touch with us) or, if you’re asking about joining or buying, steps you’ve asked us to take before a contract.

Free trial and booking form. When you book a free trial class we collect the details you put in the booking form (such as your name, contact details, and which class you’re booking). We use it to arrange your trial and contact you about it. Our legal basis is steps you’ve asked us to take before a contract. The booking form is provided by our booking system, ClubManager (see “Who we share your information with”).

Class sign-up and membership. If you join, we collect the details we need to run your training and keep everyone safe. We use them to run classes, take membership and payments, keep you safe, and contact you about your training or club matters. Our legal basis is contract, plus legitimate interests for safety and running the club. Where we need to keep records for legal reasons, such as accounts, it’s legal obligation. When an adult or a child signs up for classes, we collect emergency contact details and health and medical information (see “Health information” below). This is held in our club management system, ClubManager.

Newsletter and email sign-ups. If you sign up for our emails through a form on the site or pop-up, we collect your name (if asked) and email address. Our legal basis is your consent. The sign-up box is never pre-ticked, and you can withdraw consent at any time (see “Email marketing” below).

Facebook lead forms. We run lead forms on Facebook for free trial enquiries. If you fill one in, Facebook (Meta) collects the details the form asks for (your name, email address and phone number) and they are passed to us through Make, an automation service we use. This then sets off an automated follow-up: we send you an email from our Gmail account and a text message through Twilio, both with a link to book your free trial. We also add you to a list for enquiries in Brevo. If you don’t book straight away, we may send a few more texts and emails over the next two weeks about booking your trial. Once you’ve booked, we’ll send a reminder on the day, and after your trial a short follow-up about how it went and about joining. We keep a simple record of your enquiry (when it came in, whether you booked, came along or joined) in a Google Sheet so we know who to follow up and who to leave alone. Reply STOP to any text or unsubscribe from any email and we’ll stop. Your contact details are also recorded in HubSpot. We use your details to reply to your enquiry and to help you book a trial. These forms are for adults, including parents enquiring about classes, and we don’t collect children’s details through them. Our legal basis is consent or, for a direct enquiry, steps you’ve asked us to take before a contract. You can unsubscribe, or ask us to stop texting or emailing you, at any time by contacting si**@******************co.uk.

Our website in general. When you visit the site, we and our providers get basic technical information such as your IP address, browser and device type, and which pages you looked at. See “Cookies and analytics” below.

Health information

When an adult or a child signs up for classes, we ask for health and medical information, such as allergies, a bad knee or back, or a slipped disc. Information about your health is “special category” data, so we handle it with extra care.

• Why we collect it. Only for safety and so that we can teach safely.
• Our legal basis. For ordinary personal information it is contract and legitimate interests (keeping people safe in class). For the health information itself we also rely on your explicit consent.
• Withdrawing consent. You can withdraw your consent at any time by contacting us. If you do, we may not be able to let you or your child train safely.
• Children. For a child, the information is provided by their parent or guardian.
• Who can see it. Only the instructors who need it to teach safely.
• Who we share it with. Only emergency services, in an emergency.

Email marketing

We use Brevo to send our email newsletters and marketing emails.

• Consent. If you tick the box to join our emails, we’ll send you club news and offers. You can change your mind at any time.
• Existing customers, trial bookers and class members (soft opt-in). If you’ve bought from us, booked a free trial, asked about buying, or are a class member, and we have your email address from that, we may email you about similar products and services. We gave you the chance to say no when we collected your details, and every email includes an easy way to opt out.
• Facebook lead form enquiries. If you ask about a free trial through one of our Facebook lead forms, we add you to a Brevo list for enquiries. You may get up to two follow-up emails, a few days after your enquiry, about booking your trial. Each one includes an unsubscribe link.
• Opting out. Use the “unsubscribe” link at the bottom of any marketing email, or email us at si**@******************co.uk. If you’ve had a text from us, you can ask us to stop texting you in the same way. We’ll stop straight away. We’ll still send you essential messages about an order or your classes where we need to.

Who we share your information with

We do not sell your personal information. We only share it with people who help us run the club and website, or where the law requires it. Those providers act on our behalf and only handle your information for the purposes we give them.

• Brevo – email marketing and newsletters, including the follow-up emails to people who enquire through a Facebook lead form.
• HubSpot – our customer relationship management (CRM) system, where we keep track of enquiries and contacts. The site also uses HubSpot forms and its tracking code.
• Make – an automation service. It receives the details from our Facebook lead forms and passes them on to the other providers listed here, so the follow-up email, text message and records happen automatically.
• Twilio – sends the text message with our booking link to the phone number you gave on a Facebook lead form.
• Gmail (Google) – the email service we use to send the automated email with our booking link after you fill in a Facebook lead form.
• Google Sheets (Google) – where we keep a simple record of trial enquiries (when they came in and whether you booked, came along or joined) so we know who to follow up.
• Facebook / Meta lead forms – Meta provides the lead forms we run on Facebook, so it handles the details while you fill the form in. Meta has its own privacy policy.
• Stripe – processes card and wallet payments for the shop. Stripe is also responsible for how it uses your payment details, under its own privacy policy.
• ClubManager – our booking and club management system (clubmanager.com). The free trial booking form is hosted on its system (wingchun.clubm.mobi), and class members’ records, including emergency contact and health information, are held there.
• Printful – for print-on-demand items, your name and delivery address go to the supplier so they can send your order.
• CleanTalk – an anti-spam service that checks messages sent through our forms, which means form content and your IP address are sent to it.
• Cloudflare – protects and speeds up our website.
• Our website host, backup and email delivery providers – they store or carry the information that goes through our site.
• Insurers, advisers and the authorities – where needed for insurance cover or a claim, our accountant, or if the law requires us to share information.

If you visit other sites we link to, such as Etsy (for our posters and gifts) or Skool (for our online academy), they have their own privacy policies and we’re not responsible for them.

Transfers outside the UK

Some of the companies above (for example Brevo, HubSpot, Google, Meta, Make and Twilio) may process information outside the UK. Where they do, we expect them to use appropriate safeguards that UK law requires.

Cookies and analytics

Cookies are small files that a website puts on your device. Here is what this site uses:

• Essential cookies – the shop uses cookies to remember your basket and keep you logged in.
• Google Analytics (through Google Site Kit and Google Tag Manager) – helps us see how people use the site.
• Meta (Facebook) pixel – records visits to the site so we can measure and run our Facebook advertising.
• HubSpot tracking code – recognises returning visitors and links form submissions to our CRM.
• Jetpack site stats – basic visitor statistics.
• Brevo tracking – the Brevo plugin we use for email marketing is installed on the site.
• Stripe – on the checkout, Stripe may set cookies to prevent fraud and take payments securely.
• CleanTalk and Cloudflare – spam protection and site security.
• Embedded content – the site may load fonts, maps and videos from other services (for example Google Fonts or YouTube), which may set their own cookies.

Analytics (Google), the Meta pixel and HubSpot tracking are not essential. When you first visit the site, a cookie banner lets you accept or refuse these non-essential cookies, and they are only set if you accept. You can also block or delete cookies in your browser settings. If you block essential cookies, parts of the shop may not work.

How long we keep your information

We only keep personal information for as long as we need it. These are the periods we work to:

• Orders and accounting records: 6 years from the end of the financial year, which is the usual UK requirement for business records.
• Email marketing: until you unsubscribe. After that we keep your email address on a “do not contact” list so we don’t email you again.
• Enquiries and contact messages: 12 months after the last contact.
• Free trial bookings that don’t lead to joining: 12 months.
• Members’ records: while you’re a member, plus 12 months.
• Accident, incident or safeguarding records: 5 years.
• Website analytics data: kept in line with the retention settings in Google Analytics.

Children

We teach children, so we hold some information about them. We get that information from their parent or guardian, not from the child, and we use it only to run classes, keep children safe and keep in touch with parents. This website is meant for adults. If you are under 18, please ask a parent or guardian before you send us anything.

Keeping your information safe

We use reasonable measures to protect it, including password-protected systems and limiting who can see it. No website or email is completely secure, so we can’t guarantee absolute security.

Your rights

You have the right to:

• ask for a copy of the personal information we hold about you;
• ask us to correct anything that’s wrong or out of date;
• ask us to delete your information, in some cases;
• ask us to restrict how we use it, in some cases;
• object to us using your information where we rely on legitimate interests, or for direct marketing;
• withdraw your consent at any time, where we rely on consent. This won’t affect anything we did before you withdrew it;
• ask for your data in a portable format, where it applies.

To use any of these rights, email si**@******************co.uk, phone 07821 126 685, or write to us at the address above. We’ll reply within one month. We may need to check who you are first. To stop marketing emails or texts, use the unsubscribe link in any email or just ask us.

Complaints

Wing Chun Kung Fu Ltd is registered with the Information Commissioner’s Office (ICO) as a data controller. If you’re unhappy with how we’ve handled your information, please tell us first so we can try to put it right. You also have the right to complain to the ICO: ico.org.uk, helpline 0303 123 1113.

Changes to this policy

We may update this policy from time to time. The date at the top shows when it was last changed.

Contact us

Wing Chun Kung Fu Ltd (trading as Halesowen Wing Chun)
Unit 1c Eagle Trading Estate, Stourbridge Road, Halesowen, B63 3UA
Email: si**@******************co.uk
Phone: 07821 126 685