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Privacy Policy

Last updated: 8th January 2026

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Celtic Warriors Ltd (trading as Celtic Warriors: School of Combat) (“we”, “us”, “our”) is committed to protecting your personal data. This Privacy Policy explains what we collect, why we collect it, how we use it, and your rights.

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1) Who we are (Data Controller)

Company: Celtic Warrior Ltd (trading as Celtic Warriors) Celtic Warriors
Company number: 15243822 Celtic Warriors
Registered office: Taxassist Accountants, 8 Station Road, Llanelli, Carms, Wales, SA15 1AL Celtic Warriors
Trading address: Lancaster House, Maes-Y-Coed Road, Llanishen, Cardiff, CF14 4HE Celtic Warriors
Email: team@celtic-warriors.com Celtic Warriors

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2) What data we collect

We may collect:

  • Identity & contact: name, email, phone number, date of birth.

  • Membership & booking: membership type, bookings, attendance history, communications, account notes.

  • Payment & billing: payment status, invoices/receipts, payment references (we do not store full card details).

  • Emergency contacts: name, relationship, phone number.

  • Health & safety (special category): PAR-Q responses, injury notes, relevant medical info you choose to provide for safe training.

  • Safeguarding (where relevant): parent/guardian details, consents, incident notes for under-18s.

  • Media: photos/videos where you have consent for promotional use.

  • Technical data: IP address, device/browser, pages visited (via cookies/analytics where enabled).

  • CCTV footage: video recordings within the gym premises for safety and security.

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3) How we collect data

  • When you submit forms on our website.

  • When you join, book, and manage membership via our membership/booking systems.

  • When you provide information in person (waivers, PAR-Q, sign-up forms).

  • When we communicate with you by email/phone/WhatsApp.

  • Via cookies and tracking tools (only where applicable and/or consented).

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4) What we use your data for

  • Managing memberships, bookings, attendance, and customer support.

  • Delivering classes, coaching, open gym, and related services.

  • Health and safety during training (including incident response).

  • Billing and administration.

  • Arranging/maintaining student kickboxing insurance.

  • Service communications (e.g., changes to timetable, essential admin).

  • Improving the website and marketing performance (analytics/ads where enabled).

  • Security and crime prevention (CCTV).

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5) Lawful bases (UK GDPR)

We rely on:

  • Contract: to provide memberships/bookings/services you request.

  • Legal obligation: e.g., accounting/tax records; safeguarding where applicable.

  • Legitimate interests: running and improving the gym; preventing fraud; ensuring safety; handling disputes; managing capacity and admin communications.

  • Consent: promotional photos/videos and certain marketing.

Special category (health) data: processed only where necessary for safety and appropriate delivery of training, typically relying on explicit consent, and/or vital interests in emergencies, with strict access controls.

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6) Who we share data with (processors / third parties)

We only share what’s necessary, including:

  • Wix (website hosting/forms and related infrastructure). Celtic Warriors

  • Stripe (payment processing).

  • Google (Gmail) (email communications and storage).

  • Meta (Meta Pixel) (advertising measurement/retargeting, where enabled).

  • Google Analytics (website analytics, where enabled).

  • Governing bodies/insurers where needed for kickboxing/student insurance (e.g., WKO/WAKO-related processes). Celtic Warriors+1

  • Professional advisers when required (accountants, insurers, legal advisers).

We do not sell your data.

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7) International transfers

Some providers (e.g., Wix, Google, Meta) may process data outside the UK. Where international transfers occur, we rely on appropriate safeguards (such as adequacy decisions and/or contractual protections).

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8) How long we keep data (retention)

These are the periods we will follow:

  • Enquiries / trial leads (no membership created): 12 months from last contact.

  • Membership/admin records (members): 6 years after membership ends.

  • Bookings & attendance history: 6 years after membership ends (helps with disputes/safety/admin).

  • Payments, invoices, and accounting records: 6 years after the end of the relevant financial year.

  • Emergency contact details: for the duration of membership, then 2 years.

  • PAR-Q / health screening / relevant medical notes: duration of membership, then 3 years.

  • Accident/incident reports: 6 years from the date of incident (longer if required by insurer/legal claim).

  • Insurance records (including student kickboxing insurance): 6 years after cover ends.

  • Safeguarding records (under-18s, where applicable): until the child reaches 25 years old, or 6 years after last contact (whichever is later).

  • Marketing list (email): until you opt out/unsubscribe, or 24 months of inactivity (then we delete).

  • Website analytics: Google Analytics user/event data retained for 14 months (then automatically deleted/expired).

  • Ad platform data: Meta retains data under its own platform retention rules; we retain our campaign reports for 24 months.

  • ​CCTV footage: 7 days, unless required for an incident/investigation (in which case it may be retained for longer).

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9) Providing Data 

​Some information is required to provide our services (e.g., name/contact details for membership and bookings, emergency contact details, and health/safety information where relevant). If you do not provide required information, we may be unable to provide access to classes, open gym, or membership services safely.

 
10) Marketing preferences

  • We send essential service messages where needed for your membership/booking.

  • We send marketing messages only where permitted.

  • You can opt out any time (unsubscribe link) or by emailing us.

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11) Photos and videos

We may take photos/videos during sessions.

  • Promotional use is based on your consent.

  • If you opt out, we’ll take reasonable steps to avoid filming you and to remove content where practical (note: removal from third-party platforms may not be instantaneous).

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12) Cookies & tracking

Our website uses cookies:

  • Essential cookies for site function/security.

  • Optional analytics/marketing cookies (including Google Analytics and Meta Pixel) where enabled and/or consented.

You can manage cookies via your browser settings and any cookie banner/preferences tool on our site.

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13) Automated decision-making / profiling

We use analytics and advertising tools (such as Google Analytics and the Meta Pixel) to measure performance and show ads to people who may be interested. We do not use solely automated decision-making that produces legal or similarly significant effects on you.

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14) Your rights

You can request:

  • access, correction, deletion (where applicable),

  • restriction, objection,

  • portability (in certain cases),

  • withdrawal of consent (where consent is used).

Email: team@celtic-warriors.com.

We aim to respond within 1 month.

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15) Complaints

If you’re unhappy, contact us first. You can also complain to the UK regulator: the Information Commissioner’s Office (ICO).

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16) Security

We use appropriate technical and organisational measures to protect your data and limit access to authorised staff only.

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17) Changes to this policy

We may update this policy from time to time. The latest version will be published on this page with an updated “Last updated” date.

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