Terms & Conditions

Last updated: February 11, 2026

At ProActive Martial Arts Ltd (“Academy”, “we”, “us”, or “our”), we value your privacy and are committed to safeguarding your personal information.

Please read these terms carefully before applying for membership:

  • Visit our website at www.proactivemartialarts.co.uk or any site linking to this notice

  • Contact us, attend classes, or engage with us at events

  • How you take part in our marketing activities or communicate with our team

If you have any questions or concerns about these terms and conditions, please contact us at info@proactivemartialarts.co.uk.

1. WHAT ARE THESE TERMS?

1.1 Each member has an individual agreement with us. Your membership agreement does not create any partnership, agency, or joint agreement between members.

1.2 As a member, you agree to comply with all Academy rules, safeguarding policies, codes of conduct, grading requirements, and safety procedures displayed at the Academy or on our website. We may make reasonable changes to these rules from time to time.

1.3 Private lessons, seminars, workshops, or sessions delivered by external instructors or guest coaches are not part of your membership agreement unless expressly stated.

2. WHO WE ARE AND HOW TO CONTACT US

ProActive Martial Arts Ltd
Company number: 13898953
Registered office:
38 Packhorse Road
Gerrards Cross
SL9 8EB
United Kingdom

Phone: 01753 905421
Email: info@proactivemartialarts.co.uk

3. MEMBERSHIP APPLICATION AND ACCEPTANCE

3.1 Membership is subject to completion of an application form and acceptance by the Academy.

3.2 Membership begins once:

  • Your application is accepted; and

  • Any joining fee and initial subscription payment have been received.

3.3 Membership is personal and non-transferable except in accordance with Clause 14.

3.4 Where the member is under 18, a parent or legal guardian must complete the membership agreement and provide consent for data processing and participation.

4. MEMBER RESPONSIBILITIES

4.1 You agree to:

  • Follow all instructor guidance and safety instructions.

  • Treat instructors, staff, parents, and other members with respect.

  • Use equipment appropriately.

  • Maintain suitable behaviour consistent with martial arts values.

4.2 The Academy operates a strict anti-bullying, safeguarding, and respectful conduct policy. Serious misconduct may result in termination.

4.3 Belt progression and grading decisions remain solely at the discretion of qualified instructors.

5. HEALTH AND SAFETY

5.1 Martial arts is a contact sport involving inherent physical risk. By participating, you acknowledge and voluntarily accept those risks.

5.2 You confirm that:

  • You (or your child) are medically fit to participate.

  • You will inform us of any relevant injuries or medical conditions.

5.3 We may refuse participation if we believe training presents a safety risk.

5.4 Emergency contact details will be collected for safeguarding purposes.

6. MEMBERSHIP FEES AND PAYMENT

6.1 Membership may include:

  • A joining fee

  • Monthly subscription

  • Annual subscription

  • Fixed-term programme fee

6.2 Monthly fees are payable by Direct Debit in advance.

6.3 Fees are payable regardless of attendance.

6.4 Failed payments may incur administrative charges:

  • Arrears letters: £22

  • Address tracing: £25

  • Failed payments: £30

6.5 We may increase subscription fees with at least 30 working days’ written notice.

7. DURATION AND RENEWAL

7.1 Fixed-term memberships end automatically at expiry.

7.2 Ongoing memberships include 3 months minimum term.

7.3 After the minimum term has expired, membership will renew automatically on a rolling monthly basis unless cancelled by giving one full calendar month’s written notice. Written notice will take effect from the first day of the next calendar month following receipt. If notice is given at any time during a month, the notice period will begin on the 1st of the following month, and membership will remain active and fees will remain payable until the last day of that month.

8. CANCELLATION RIGHTS

8.1 14-Day Cooling-Off Period

You may cancel within 14 days of joining. We will refund fees minus:

  • Joining fee

  • Pro-rata usage

8.2 Early Cancellation During Minimum Term

Permitted where:

  • Redundancy

  • Long-term medical inability

  • Relocation over 20 miles

Evidence required.

8.3 Cancellation Due to Academy Changes

You may cancel without penalty if we:

  • Significantly reduce services

  • Relocate premises

  • Close for over 4 consecutive weeks

9. TERMINATION BY THE ACADEMY

We may terminate membership if:

  • Serious misconduct occurs

  • Fees remain unpaid for 30 days

  • False information was provided

If membership is terminated during the minimum term (other than due to our breach), the member will remain liable to pay 97% of the fees that would have been payable for the remainder of the 12-month minimum term, calculated from the original commencement date or most recent renewal date (as applicable).

Any such sum shall represent a contribution towards losses and administrative costs arising from early termination.

10. LIABILITY

10.1 We are liable for loss caused by our negligence.

10.2 We are not liable for:

  • Injuries inherent in martial arts participation (unless caused by negligence)

  • Loss of personal property

  • Events beyond reasonable control

10.3 Nothing excludes liability for death or personal injury caused by negligence.

11. DATA PROTECTION AND PRIVACY

This section forms part of your membership contract and operates alongside our published Privacy Notice (Last updated October 12, 2025).

11.1 What Data We Collect

We may collect:

Personal Data You Provide

  • Name

  • Email address

  • Phone number

  • Emergency contact details

  • Parent/guardian details (where applicable)

Automatically Collected Data

  • IP address

  • Browser and device information

  • Website usage data

  • Cookie and analytics information

We do not intentionally collect or process special category (sensitive) personal data.

11.2 How We Use Your Data

We process your personal data to:

  • Deliver martial arts training and class bookings

  • Communicate with you

  • Maintain attendance and grading records

  • Send safety notices

  • Process payments

  • Improve our services

  • Comply with legal obligations

  • Protect the safety of students and staff

We will never sell your data.

11.3 Legal Bases for Processing

We rely on:

  • Contract

  • Consent

  • Legal obligation

  • Legitimate interests

You may withdraw consent at any time by emailing info@proactivemartialarts.co.uk.

11.4 Data Sharing

We may share your information:

  • With trusted service providers

  • Where required by law

  • In the event of a business transfer

Some services may process data outside the UK or EEA. Appropriate safeguards are implemented.

11.5 Cookies and Tracking

Our website uses cookies for functionality, analytics, and marketing.

Our website does not respond to “Do Not Track” browser signals.

11.6 Data Retention

We retain personal data only as long as necessary for operational or legal purposes. When no longer required, data is securely deleted or anonymised.

11.7 Data Security

We implement appropriate safeguards. No online transmission can be guaranteed 100% secure.

11.8 Children’s Privacy

Parental or guardian consent is required for members under 18. If data is collected without valid consent, it will be deleted promptly.

11.9 Your Rights

You may request:

  • Access

  • Correction

  • Deletion

  • Restriction

  • Objection

  • Withdrawal of consent

You may also complain to the UK Information Commissioner’s Office (ICO).

12. MEMBERSHIP APP AND ATTENDANCE TRACKING

12.1 Any digital credentials remain our property.

12.2 Attendance may be tracked electronically for safeguarding and operational purposes.

12.3 Apps must not be shared.

13. GUESTS

13.1 Guests may attend trial sessions at our discretion.

13.2 Guests must comply with all Academy rules.

14.PHOTOGRAPHY AND PROMOTIONAL USE

We may take photographs and/or video recordings during classes, events and fixed-term programmes for marketing and promotional purposes. These materials may be used in print, online, and on social media.

If you do not wish for you or your child to appear in such materials, you must notify us in writing.

15. ASSIGNMENT AND TRANSFER

15.1 We may transfer our rights provided your rights are not adversely affected.

15.2 Membership transfers require Academy approval and payment of administration fees.

16. GOVERNING LAW

These terms are governed by English law.
Disputes are subject to the jurisdiction of the English courts.