1. Introduction
Champion Taekwondo Academy, also operating as Champion Academy of Martial Arts ("Champion Taekwondo", "the Academy", "we", "our", or "us"), provides martial arts instruction, training, grading, competition preparation, camps, seminars, and related activities in Bermuda.
We work with adults, teenagers, children, parents, guardians, instructors, volunteers, officials, and other martial arts organisations.
Protecting personal information is an important part of operating our Academy, particularly because a significant number of our students are children.
This Privacy Policy explains:
- What personal information we collect.
- Why we collect and use personal information.
- How we protect student and family information.
- How we handle information concerning children.
- When information might be shared.
- How photographs and videos are handled.
- How long information is retained.
- Your rights concerning your personal information.
- How to submit a privacy request.
This policy has been prepared in accordance with Bermuda's Personal Information Protection Act 2016 ("PIPA"), including applicable amendments.
2. Responsibility under PIPA
Champion Taekwondo is responsible for personal information within its custody or control.
Section 5 of PIPA requires organisations to adopt suitable measures and policies to meet their privacy obligations and protect individual rights.
The Academy will maintain privacy practices appropriate to the nature, scope, context, and purpose of the information we use.
Where Champion Taekwondo engages a third-party service provider to process personal information, the Academy remains responsible for ensuring compliance with PIPA as required by section 5(3).
Section 5(4) also requires an organisation to designate a Privacy Officer with primary responsibility for PIPA compliance and communications with the Privacy Commissioner.
Privacy enquiries should be directed to:
Privacy Officer
Champion Taekwondo Academy
Hamilton, Bermuda
Email: [Insert Privacy Email]
3. What personal information means
Under PIPA, personal information includes information relating to an identified or identifiable individual.
For Champion Taekwondo, this might include information about students, parents, guardians, instructors, prospective students, and other individuals who interact with the Academy.
Personal information might include names, dates of birth, photographs, videos, email addresses, telephone numbers, emergency contacts, and other information connected with an identifiable person.
4. Information we collect
The information we collect depends upon your relationship with Champion Taekwondo.
We might collect the following information.
STUDENT INFORMATION
- Full name.
- Preferred name.
- Date of birth.
- Age.
- Gender, where relevant.
- Address.
- Email address.
- Telephone number.
- Taekwondo rank.
- Belt level.
- Training history.
- Previous martial arts experience.
- Attendance information.
- Class enrolment.
- Grading history.
- Competition participation.
- Seminar participation.
- Membership status.
- Uniform size.
- Sparring equipment requirements.
PARENT OR GUARDIAN INFORMATION
For students who are minors, we might collect:
- Parent or guardian name.
- Relationship to the student.
- Email address.
- Telephone number.
- Emergency contact information.
- Consent information.
- Communication preferences.
- Payment or billing information.
EMERGENCY AND SAFETY INFORMATION
Where reasonably necessary for student safety, we might collect:
- Emergency contact details.
- Relevant medical conditions.
- Allergies.
- Injuries.
- Medication information relevant to participation.
- Accessibility requirements.
- Information concerning physical restrictions.
- Other information necessary to respond safely during training or an emergency.
Because health and disability information might constitute sensitive personal information under PIPA, Champion Taekwondo will apply additional safeguards to such information.
PAYMENT AND ADMINISTRATIVE INFORMATION
We might maintain records concerning:
- Membership fees.
- Class fees.
- Grading fees.
- Competition fees.
- Uniform purchases.
- Equipment purchases.
- Payment dates.
- Outstanding balances.
- Receipts.
- Refunds.
Where payments are processed through an independent payment provider, full payment card information might be processed directly by that provider rather than stored by Champion Taekwondo.
5. Website and enquiry information
When you contact Champion Taekwondo through our website, registration system, email, telephone, social media, or an enquiry form, we might collect:
- Your name.
- Student's name.
- Student's age.
- Email address.
- Telephone number.
- Programme of interest.
- Preferred class.
- Previous martial arts experience.
- Message or enquiry details.
We use this information primarily to respond to the enquiry and provide information about appropriate classes and Academy services.
6. Conditions for using personal information
Section 6 of PIPA establishes the conditions under which an organisation is permitted to use personal information.
Depending upon the circumstances, Champion Taekwondo might rely upon:
CONSENT
We might use personal information where an individual has knowingly consented to its use.
Examples include:
- Submitting a registration form.
- Registering for classes.
- Providing emergency information.
- Registering for a grading.
- Registering for a competition.
- Providing permission for photographs.
- Joining an Academy communication group.
- Requesting information about our programmes.
CONTRACTUAL NECESSITY
Section 6 permits personal information to be used where necessary for the performance of a contract or to take steps requested by an individual before entering into a contract.
This might apply when administering:
- Student enrolment.
- Membership.
- Training services.
- Payments.
- Equipment orders.
- Event registration.
- Competition entries.
OTHER USES PERMITTED BY PIPA
Information might also be used where another condition under section 6 applies, including where use is required or authorised by law or is necessary in an emergency threatening an individual's life, health, or security.
7. Purpose of collection
Sections 9 and 10 of PIPA require organisations to identify the purposes for which personal information is used and limit use accordingly.
Champion Taekwondo might use personal information to:
- Register students.
- Determine appropriate classes.
- Manage class attendance.
- Maintain student records.
- Track belt progression.
- Administer belt testing.
- Produce grading certificates.
- Register students for competitions.
- Manage competition teams.
- Communicate class changes.
- Communicate Academy closures.
- Communicate grading information.
- Communicate event information.
- Contact parents or guardians.
- Respond to emergencies.
- Protect student safety.
- Manage payments.
- Order uniforms and equipment.
- Maintain insurance and administrative records.
- Respond to enquiries.
- Operate Academy programmes.
- Meet legal obligations.
- Maintain appropriate safeguarding records.
We will not use personal information for materially unrelated purposes unless permitted under PIPA.
8. Proportionality
Section 11 of PIPA requires personal information to be adequate, relevant, and not excessive for the purpose for which it is used.
Champion Taekwondo will seek to collect only information reasonably necessary to operate the Academy safely and effectively.
We will avoid collecting unnecessary personal information from students or families.
9. Children's privacy
Protecting children is a priority for Champion Taekwondo.
Many Academy programmes are specifically designed for children and teenagers.
Where a child participates in the Academy, we will normally communicate with the child's parent or guardian concerning:
- Registration.
- Payments.
- Class schedules.
- Grading.
- Competitions.
- Travel.
- Photography permissions.
- Injuries.
- Emergencies.
- Behavioural or safeguarding matters.
- Significant changes to Academy activities.
Children should not be asked to provide unnecessary personal information.
10. Children and online services
Section 16 of PIPA provides specific protections where an organisation uses children's personal information in connection with an information society service.
For section 16, the relevant statutory definition of a child is an individual under 14 years of age.
Where Champion Taekwondo provides an online service targeted at children, or has actual knowledge that children's personal information is being used through such a service, and consent is relied upon, the Academy will obtain verifiable consent from a parent or guardian before collecting or otherwise using the child's personal information.
Where reasonably likely that an online user is a child, appropriate procedures will be established to verify age or parental authority.
Online privacy information directed toward children will be written in language appropriate to their age.
11. Parent and guardian consent
Where appropriate, Champion Taekwondo will obtain parent or guardian permission for activities involving minors.
This might include:
- Academy membership.
- Competition participation.
- Off-site activities.
- Travel.
- Photographs.
- Video recording.
- Promotional media.
- Emergency treatment authorisation.
- Online services requiring consent.
Parental consent will be recorded where appropriate.
Consent relating to one purpose does not automatically constitute consent for an unrelated purpose.
12. Photographs and video
Martial arts training frequently involves photography and video for instructional, competition, recognition, and promotional purposes.
Photographs and video showing identifiable individuals constitute personal information.
Champion Taekwondo might take photographs or recordings during:
- Classes.
- Belt testing.
- Competitions.
- Seminars.
- Demonstrations.
- Awards ceremonies.
- Camps.
- Academy events.
Images might be used for:
- Training and technical review.
- Student recognition.
- Academy displays.
- Competition reporting.
- Academy website content.
- Social media.
- Promotional materials.
Where appropriate, consent will be obtained before identifiable images are used for promotional purposes.
For minors, parent or guardian permission will be obtained where required.
A student or parent may contact the Academy concerning future use of an image.
Withdrawal of consent will apply to future uses where consent is the applicable condition for use. Removal from previously printed or distributed materials might not always be practicable.
13. Competitions and external events
Students participating in tournaments, seminars, camps, Kukkiwon-related activities, or other external martial arts events might require information to be provided to an organiser, federation, sanctioning body, or other relevant organisation.
Information might include:
- Student name.
- Date of birth or age.
- Gender or competition division.
- Belt rank.
- Weight division where applicable.
- Club affiliation.
- Instructor information.
- Competition category.
- Membership information.
We will limit information shared to what is reasonably required for participation or administration.
14. Kukkiwon and belt certification
Where a student applies for certification, recognition, or registration through an external martial arts governing body, Champion Taekwondo might need to provide personal information required by the relevant organisation.
Students or parents and guardians will be informed where information is required for such an application.
Where information is transferred outside Bermuda, section 15 of PIPA applies.
15. Overseas transfers
Some martial arts organisations, competition organisers, certification bodies, technology providers, cloud services, or other service providers might operate outside Bermuda.
Section 15 of PIPA governs transfers of personal information to overseas third parties.
Champion Taekwondo will consider the privacy protections applicable to overseas recipients and apply appropriate safeguards where required.
We will share only information reasonably necessary for the relevant purpose.
16. Whatsapp, messaging and group communications
Champion Taekwondo might use WhatsApp or other communication platforms to distribute:
- Class notices.
- Schedule changes.
- Competition information.
- Grading reminders.
- Academy announcements.
Participation in a group might expose certain profile information, including a participant's name, telephone number, profile photograph, or other information controlled by the participant's settings.
Parents and adult students should consider the privacy settings of any communication service before joining an Academy group.
For groups involving younger students, the Academy will normally communicate through parents or guardians rather than requiring children to participate directly.
Third-party messaging services operate under their own privacy terms and practices.
17. Sensitive personal information
Section 7 of PIPA provides additional requirements concerning sensitive personal information.
Information relevant to Academy activities might include sensitive information concerning:
- Health.
- Disabilities.
- Injuries.
- Medical requirements.
- Other protected characteristics where provided.
Champion Taekwondo will only use sensitive information where an appropriate condition under PIPA applies.
Access will be restricted to individuals who reasonably require the information for the relevant purpose.
18. Medical and emergency information
Student safety requires instructors to have access to certain relevant information.
Parents, guardians, and adult students should inform the Academy of medical or physical circumstances relevant to safe participation.
Such information will be used for purposes including:
- Making reasonable training adjustments.
- Responding to injuries.
- Responding to medical emergencies.
- Informing emergency responders where necessary.
- Protecting the student during training.
Information should be limited to what is relevant to participation and safety.
19. Information sharing
Champion Taekwondo does not sell personal information.
We might share personal information with appropriate third parties where necessary, including:
- Instructors and authorised staff.
- Competition organisers.
- Martial arts governing bodies.
- Certification bodies.
- Insurance providers.
- Payment processors.
- Website or registration service providers.
- Cloud and technology providers.
- Professional advisers.
- Emergency services.
- Government or law enforcement authorities where legally required.
Only information reasonably necessary for the relevant purpose should be disclosed.
20. Marketing communications
Submitting an enquiry or registering for classes does not automatically provide unlimited permission for unrelated marketing.
Where consent is relied upon for promotional communications, individuals will have an appropriate method to withdraw that consent.
Section 19 of PIPA provides rights concerning requests to cease or not begin certain uses of personal information for advertising, marketing, or public relations.
21. Accuracy of information
Section 12 of PIPA requires personal information to be accurate and kept up to date to the extent necessary for its purpose.
Parents, guardians, and adult students should inform Champion Taekwondo when important information changes.
This is particularly important for:
- Telephone numbers.
- Email addresses.
- Emergency contacts.
- Medical information relevant to training.
- Allergies.
- Injuries.
- Parent or guardian information.
22. Data retention
Section 12 of PIPA also requires organisations not to retain personal information longer than necessary for its use.
Retention periods will depend upon the type of record and its purpose.
Student records might need to be retained after membership ends for purposes including:
- Belt and grading history.
- Certification verification.
- Accounting.
- Insurance.
- Legal obligations.
- Safeguarding.
- Dispute resolution.
- Historical confirmation of martial arts rank.
Information no longer reasonably required will be securely deleted, destroyed, or anonymised where appropriate.
23. Security safeguards
Section 13 of PIPA requires organisations to protect personal information through safeguards appropriate to the sensitivity of the information and the risk of harm.
Champion Taekwondo will use reasonable administrative, physical, and technical safeguards.
These might include:
- Password-protected systems.
- Restricted access to student records.
- Secure cloud services.
- Appropriate account permissions.
- Secure website connections.
- Confidential handling of medical information.
- Secure storage of paper records.
- Appropriate disposal of records.
- Software and device security measures.
Access to personal information will be limited to individuals who reasonably require access for Academy operations.
24. Privacy and security breaches
Section 14 of PIPA establishes requirements concerning breaches of security involving personal information.
Where a breach is likely to adversely affect an individual, Champion Taekwondo will follow the notification requirements under PIPA, including notification to the Privacy Commissioner and affected individuals where required.
The Academy will take reasonable steps to:
- Contain the incident.
- Determine what information was affected.
- Assess the potential risk.
- Correct security weaknesses.
- Maintain appropriate records.
- Make required notifications.
25. Your right of access
Sections 17 and 18 of PIPA establish rights concerning access to personal information, subject to statutory limitations and exceptions.
An individual may submit a written request seeking access to personal information held about them.
A request might also seek information concerning:
- The purposes for which the information has been used.
- Persons or types of persons to whom information has been disclosed.
Where a request concerns information about a child, Champion Taekwondo will consider the child's age, maturity, rights, parental responsibility, and the circumstances of the request.
26. Right to correction
Section 19 of PIPA provides a right to request correction of an error or omission in personal information.
If you believe information maintained by Champion Taekwondo is inaccurate or incomplete, you may submit a written request for correction.
27. Right to block certain uses
Section 19 also provides rights to request that certain uses of personal information cease or not begin.
This includes specific rights relating to advertising, marketing, and public relations.
Requests will be considered and handled in accordance with PIPA.
28. Right to erasure or destruction
Section 19 provides a right to request erasure or destruction of personal information where the information is no longer relevant for the purposes of its use.
Certain information might still need to be retained where an appropriate legal, safeguarding, insurance, contractual, accounting, certification, or other requirement applies.
29. How to make a PIPA request
Privacy requests should be made in writing.
Your request should provide enough information for Champion Taekwondo to identify you and locate the relevant records.
Please send requests to:
Privacy Officer
Champion Taekwondo Academy
Hamilton, Bermuda
Email: [Insert Privacy Email]
Subject: PIPA Rights Request
Requests will be acknowledged and processed in accordance with the procedures and timeframes established by PIPA.
30. Privacy complaints
If you have concerns about how Champion Taekwondo has handled personal information, please contact our Privacy Officer first so the matter may be reviewed.
You also have rights to raise privacy matters with the Office of the Privacy Commissioner for Bermuda in accordance with PIPA.
31. Cookies and website technologies
Our website might use cookies or related technologies required for:
- Website functionality.
- Security.
- Forms.
- User preferences.
- Website performance.
- Aggregated analytics.
Where third-party website services are used, those providers might process limited technical information according to their own privacy practices.
We will seek to limit website data collection to information reasonably necessary for the operation and improvement of our services.
32. Third-party links
Our website or communications might contain links to:
- Competition websites.
- Martial arts organisations.
- Social media platforms.
- Payment services.
- Registration services.
- Other external websites.
Once you leave a Champion Taekwondo-controlled service, the external organisation's privacy practices apply.
33. Privacy notices
Section 9 of PIPA requires organisations to provide clear and easily accessible information about their personal information practices.
This Privacy Policy serves as Champion Taekwondo Academy's general privacy notice.
Additional notices or consent forms might be provided for particular activities, including:
- Student registration.
- Photography and video.
- Competitions.
- Travel.
- Online services for children.
- Special events.
34. Changes to this privacy policy
Champion Taekwondo will review this Privacy Policy periodically.
Updates might be made because of:
- Changes in Academy operations.
- Changes to our website.
- New technology.
- New service providers.
- Changes in Bermuda law.
- Updated guidance from the Privacy Commissioner.
- Changes to our programmes.
The current version will be made available through our website or other appropriate Academy channels.
35. Contact
For privacy questions or requests concerning personal information, contact:
Champion Taekwondo Academy
Hamilton, Bermuda
Privacy Officer: [Insert Name or Title]
Email: [Insert Privacy Email]
Subject: Privacy Request
36. Governing law
This Privacy Policy and Champion Taekwondo Academy's handling of personal information are governed by the laws of Bermuda, including the Personal Information Protection Act 2016.
Nothing in this Privacy Policy limits a right or protection available to an individual under PIPA.
Effective Date: September 23, 2026
Last Updated: September 23, 2026