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Privacy Policy

Breakthrough Grappling CIC (“Breakthrough Grappling”, “we”, “us” or “our”) respects your privacy and is committed to protecting your personal information.
This Privacy Policy explains how we collect, use, store and protect personal information when you visit our website, contact us, enquire about our services, attend our sessions, register for activities or otherwise interact with Breakthrough Grappling CIC.
We aim to handle personal information fairly, lawfully and transparently, in accordance with applicable UK data protection law, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.


1. Who we are


Breakthrough Grappling CIC is a Community Interest Company registered in England and Wales.
Organisation: Breakthrough Grappling CIC
Company/CIC number: [CIC NUMBER]
Registered office: [REGISTERED OFFICE]
Email: [EMAIL ADDRESS]
Telephone: [PHONE NUMBER]


For data protection purposes, Breakthrough Grappling CIC is the organisation responsible for your personal information.


2. What information we collect


Depending on how you interact with us, we may collect some or all of the following information:
Information about adults

  • Name

  • Email address

  • Telephone number

  • Address

  • Date of birth or age, where necessary

  • Emergency contact information

  • Information relating to bookings, memberships or participation

  • Communications between you and Breakthrough Grappling

  • Payment and transaction information where applicable

  • Information you provide when submitting an enquiry or completing a form

Information about children and young people


Where a child or young person participates in our activities, we may collect information such as:

  • Their name

  • Date of birth or age

  • Contact details where appropriate

  • Parent or guardian's name and contact details

  • Emergency contact details

  • Relevant information needed to safely provide our activities

  • Attendance and participation records

  • Information relating to consent and permissions

  • Photographs or video where appropriate permissions have been provided

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We take particular care when handling children's personal information and aim to provide information about privacy in a way that is clear and understandable to both young people and their parents or guardians.


Health and safety information where necessary for the safe participation of an individual in grappling, Brazilian Jiu-Jitsu or related physical activities, we may ask for limited information concerning:

  • Injuries or physical limitations

  • Relevant medical conditions

  • Allergies

  • Medication or other information necessary in an emergency

  • Other information that you choose to provide to help us manage participation safely

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Some health information is considered special category personal data under UK data protection law. Where we process this type of information, we will only do so where an appropriate lawful condition applies.


You should only provide health information that is relevant to participation or safety.


3. How we collect your information


We may collect personal information:

  • Directly from you;

  • From a parent or guardian;

  • When you complete an online or paper form;

  • When you contact us by email, telephone or social media;

  • When you make an enquiry;

  • When you register for or attend one of our activities;

  • When you make a booking or payment;

  • When you use our website; or

  • From another person where this is necessary and lawful, for example a parent or guardian acting on behalf of a child.

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4. How we use your information


We may use personal information to:

  • Respond to enquiries;

  • Arrange and administer classes, sessions and activities;

  • Register participants;

  • Manage memberships and bookings;

  • Communicate with participants and parents/guardians;

  • Maintain attendance records;

  • Contact you regarding changes to sessions or important information;

  • Maintain emergency contact information;

  • Support the health and safety of participants;

  • Process payments;

  • Maintain appropriate financial and administrative records;

  • Meet legal and regulatory obligations;

  • Manage safeguarding and welfare responsibilities;

  • Improve our services and activities;

  • Manage our website;

  • Prevent fraud, misuse or other unlawful activity; and

  • Send information about Breakthrough Grappling where we have a lawful basis to do so.

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We will not use your personal information for purposes that are incompatible with the purposes described in this Privacy Policy unless we have a lawful basis to do so and, where required, have provided you with additional information.


5. Our lawful bases for using personal information


Under data protection law, we must have a lawful basis for processing personal information.
Depending on the circumstances, we may rely on:
Contract: where processing is necessary to provide a service, membership or activity you have requested.
Legal obligation: where we are required to process information to comply with a legal or regulatory requirement.
Legitimate interests: where processing is necessary for the legitimate operation and administration of Breakthrough Grappling, provided that these interests are not overridden by an individual's rights and interests.
Consent: where we ask for your permission to use information for a particular purpose, such as certain marketing communications or the use of photographs and video.
Where we rely on consent, you can withdraw your consent at any time.
For special category information, such as relevant health information, we will also ensure that an appropriate additional condition for processing applies.


6. Photographs and video


We may sometimes take photographs or video during Breakthrough Grappling activities for purposes such as:

  • Recording activities and events;

  • Promoting Breakthrough Grappling;

  • Sharing information about our work;

  • Our website;

  • Social media; and

  • Promotional materials.

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Where required, we will seek appropriate permission before using identifiable photographs or video for promotional purposes, particularly where children are involved.


Providing consent for promotional photography or video is optional and is not a condition of participating in Breakthrough Grappling activities.


If you have previously given consent and wish to withdraw it, please contact us using the details in this Privacy Policy. Withdrawal of consent will not affect processing that took place before consent was withdrawn.


7. Children's information


Breakthrough Grappling may provide activities for children and young people.
We recognise that children require particular care and protection when their personal information is collected and used.


We will:

  • Only collect information that is reasonably necessary for our activities;

  • Explain how information is used in clear and age-appropriate language where appropriate;

  • Take appropriate steps to keep children's information secure;

  • Only share children's information where there is a lawful reason to do so;

  • Take appropriate care when using photographs or video of children; and

  • Respect the data protection rights of children and their parents or guardians.

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Parents and guardians should also explain to children, in an age-appropriate way, how their information may be used.


8. Who we share information with


We will not sell your personal information.


We may share personal information where necessary with:

  • Coaches, instructors or authorised volunteers working with Breakthrough Grappling;

  • Parents or guardians where appropriate;

  • Service providers who help us operate our organisation or website;

  • Payment providers;

  • Booking or membership software providers;

  • Professional advisers;

  • Insurers;

  • Relevant sporting or governing organisations where necessary;

  • Emergency services or medical professionals where necessary to protect someone's safety;

  • Law enforcement, regulators or other authorities where we are legally required to do so; and

  • Other organisations where you have specifically asked us to share information or have given appropriate consent.

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Where another organisation processes personal information on our behalf, we will take appropriate steps to ensure that the information is handled securely and in accordance with applicable data protection requirements.


9. Website cookies


Our website may use cookies and similar technologies.


Some cookies are necessary for the website to function correctly. Other cookies, such as analytics or advertising cookies, may require your consent depending on how they are used.


Where required, we will ask for your consent before placing non-essential cookies on your device.


You can control or disable cookies through your browser settings and, where applicable, through our website's cookie settings.

10. Website analytics and third-party services


We may use third-party services to operate, maintain, analyse or improve our website.


These services may process information such as:

  • IP address;

  • Browser and device information;

  • Pages visited;

  • Approximate location;

  • Website usage information; and

  • Technical information about your visit.

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Examples may include website hosting, analytics, contact forms, booking systems, payment processors and email services.


Third-party services currently used by Breakthrough Grappling:
Wix, Google Analytics, Jotform


We will update this Privacy Policy if the services we use change in a way that materially affects how personal information is processed.


11. How long we keep information


We will only keep personal information for as long as it is reasonably necessary for the purposes for which it was collected, including where necessary to meet legal, accounting, safeguarding, insurance or reporting requirements.


Different types of information may therefore be kept for different periods.
For example, information relating to:

  • Enquiries may be kept for six months;

  • Memberships/participants may be kept for six years;

  • Financial records may be kept for the period required by applicable law;

  • Consent records may be retained for as long as necessary to demonstrate that consent was obtained and managed appropriately; and

  • Safeguarding or incident records may be retained for an appropriate period based on the circumstances and applicable requirements.

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When information is no longer required, we will securely delete it or anonymise it where appropriate.


12. Keeping your information secure


We take reasonable and appropriate technical and organisational measures to protect personal information against:

  • Unauthorised access;

  • Accidental loss;

  • Destruction;

  • Damage;

  • Unauthorised disclosure; and

  • Other unlawful or unauthorised processing.

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However, no method of transmitting information over the internet or storing information electronically can be guaranteed to be completely secure.

13. Your data protection rights


Depending on the circumstances, you have rights under data protection law including:

  • The right to be informed about how your personal information is used;

  • The right to request access to personal information we hold about you;

  • The right to request correction of inaccurate or incomplete information;

  • The right to request deletion of personal information in certain circumstances;

  • The right to request restriction of processing in certain circumstances;

  • The right to object to certain processing;

  • The right to data portability in certain circumstances; and

  • The right to withdraw consent where we rely on consent as our lawful basis.

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These rights are subject to certain legal exceptions and limitations.


To exercise a right or ask a question about how we use your information, please contact:


Email: hello@breakthroughgrappling.com

We may need to ask for information to verify your identity before fulfilling certain requests.


14. Marketing


Where we send marketing communications, we will do so in accordance with applicable data protection and electronic communications laws.
You can ask us to stop sending marketing communications at any time.
If you receive an email from us, you can normally unsubscribe using the unsubscribe option included in the message.


15. Complaints


If you have a concern about how Breakthrough Grappling uses your personal information, please contact us first so that we can try to resolve the issue.
You also have the right to complain to the UK's data protection regulator, the Information Commissioner's Office (ICO).
You can find information about making a complaint on the ICO's website:
Information Commissioner's Office (ICO)


16. Changes to this Privacy Policy


We may update this Privacy Policy from time to time to reflect changes in our activities, technology, legal requirements or the way we process personal information.
The latest version will be published on our website with the date it was last updated.
We recommend checking this page periodically for any changes.


17. Contact us


If you have any questions about this Privacy Policy or how Breakthrough Grappling handles personal information, please contact us:

Breakthrough Grappling CIC
Email: hello@breakthroughgrappling.com
Telephone: +447592692780
Address: 30 Miall Street, NG7 2AQ
Last updated: 24/09/26

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