Payment policy

Our karate classes are paid monthly, with fees securing your child’s place in the class. As we have ongoing instructor, venue and running costs, fees are payable regardless of attendance. Unfortunately, we cannot offer refunds or reductions for individual sessions that are missed.

We understand that holidays happen, so if you let us know in advance that your child will be away, we are happy to deduct the missed sessions from the following month’s fees.

Holiday adjustments must be agreed with us before the absence and cannot be applied retrospectively.

Late payments 

All monthly session fees must be paid before your first training session of each month.

A payment link will be sent the day before your first session as a reminder if there hasn’t been a direct transfer into the club account.

If payment has not been received, we will send a follow-up message regarding the outstanding payment the same day of your first monthly session.

If, after 24 hours, we have received no payment and no contact or explanation as to why the payment has not been made, the member will risk being removed from the club.

If a member has attended a session without making the required monthly payment, they will be expected to pay the £7.50 single-session fee for the session they have attended.

We understand that genuine payment issues can sometimes occur. If there is a problem with making payment, please contact us as soon as possible so that we can discuss this with you.

Dress Code Policy

We have introduced a flexible, no-gi dress code to keep startup costs low and help students train with confidence and comfort.

Attire Guidelines:

  • Color: All non-gi training clothes must be solid black.

  • Design: Clothing must be plain (no large logos, graphics, or slang/text).

  • Practical - stretchy and the correct length.

Why do we collect your personal data?

The primary purpose of collecting personal data is to process your membership application in order to join and take part in classes at Hachi Karate. Instructors also need access to contact details (such as next of kin) in the event of an emergency. You will also be notified of any closures or timetable changes. The lawful basis for collecting your personal data under article 6 of the GDPR is consent, which can be withdrawn at any time by contacting one of the Chief Instructors or emailing hachikarate@outlook.com

Use of Website Cookies

This website uses cookies to improve your experience when visiting the website. Cookies are small files saved to your device that track, save and store information about your interactions with and usage of the website. This allows the website, through its server to provide you with a tailored experience within this website.

If you don’t want cookies to be stored on your device, you should make the necessary changes to your device or the relevant browsers or apps.

We use the following cookies:

  • Essential cookies. These are cookies that are required for the operation of our website. They include, for example, cookies that enable you to log into secure areas of our website, and to use online forms.

  • Analytical cookies. This website uses Google Analytics tracking software to better understand how you use it. This software will save a cookie to your device in order to track and monitor your engagement and usage of the website, but will not store, save or collect personal information. 

  • Marketing cookies. These are used to recognise you when you return to our website. This enables us to personalise our content for you, greet you by name and remember your preferences. These cookies also record your visit to our website, the pages you have visited and the links you have followed. We will use this information to make our website, the advertising displayed on it and communications sent more relevant to your interests.

When using this site, cookies that make advertising and communications more relevant to you and your interests, and further help us to improve the site will be used.

Other cookies may be stored on your device by external vendors when this website uses adverts. These cookies are used for conversion and referral tracking and typically expire after 30 days, though some may take longer

Privacy policy -

Hachi Karate like any other organisation will collects and use personal data, we are subject to the requirements set out by the General Data Protection Regulation (GDPR). We take our responsibility to look after personal data very seriously and ensure to respect all privacy of students personal information.

 

What personal data will we collect and how will we use it?

If you choose to join our Club, we will collect the following personal data about you:

  • First name, last name

  • Email address

  • Telephone number

  • Emergency contact number

  • Address and Postcode

  • Date of Birth

  • Any relevant medical information

We will only use your personal data for the purposes listed above

Who will we share your information with?

Coaches require this information to be able to contact you in the event of an emergency. You may also need to be contacted regarding a change to timetable or a cancellation as well as keeping you up to date with upcoming events. 

How long will we keep your data for?

As long as you are an active member of the club your data will be kept. You can notify us via message or email if you wish to no longer partake in classes and your information will be immediately deleted/destroyed.

Your rights

Under GDPR you are entitled to:

  • Access your personal data by making a subject access request

  • Ask us to rectify any mistakes in your personal data and, in some circumstances, to have it erased.

  • Withdraw your consent to us using your personal data at any time

If you would like to exercise any of these rights, please use the email address please to make contact with us.

How to contact us regarding personal information

If you have any queries or questions regarding the use or handling of your personal data then please contact us via email: hachikarate@outlook.com

How to contact us regarding a safeguarding concern

All safeguarding matters must be sent to the designated safeguarding lead by emailing: safeguarding.hachi@gmail.com

We have an extensive safeguarding policy which can be provided to any member of Hachi Karate upon request. This has been reviewed and signed by the Designated Safeguarding Lead.