SAMA South Coast Terms & Conditions
v1.1 Last updated [25/06/2026]
1. Introduction
Welcome to SAMA South Coast. These Terms & Conditions govern your membership, training, and participation in any activities associated with the club, including in-person and online services.
By enrolling in our classes, using our website, or engaging with our club in any way, you agree to abide by these terms.
2. Membership & Fees
2.1 Membership Registration
All students must complete a registration form before participating in training. This includes providing relevant medical history, emergency contact details, and any additional safeguarding information where applicable.
2.2 Membership Fees & Payments
- All training fees, membership payments, and associated costs must be paid in advance.
- Class term payments secure your child's space in the class. Our pricing is fixed for the full term and isn’t affected by individual attendance. We’re unable to offer refunds for missed classes.
- Payment methods accepted include cash, card, bank transfer, direct debit, or other club-approved payment platforms.
- Failure to pay membership fees may result in suspension from classes until outstanding payments are settled.
- Membership fees are non-transferable.
2.3 Refunds
- Refunds will not be issued for missed sessions, unless in exceptional circumstances at the discretion of SAMA South Coast.
- If a student cancels their membership within the first 14 days of joining, a full refund may be issued if no training has taken place.
- Partial refunds for long-term injuries or illness may be considered with medical evidence.
3. Class & Private Lesson Cancellations
3.1 Regular Class Cancellations
- Classes may occasionally be cancelled or rescheduled due to unforeseen circumstances, such as instructor illness or venue unavailability.
- If SAMA South Coast cancels a class, students will be offered an alternative session or credit towards future training.
3.2 Private Lesson Cancellation Policy
- Private lessons must be cancelled at least 24 hours in advance to receive a reschedule opportunity.
- Failure to provide adequate notice will result in the full lesson fee being charged.
4. Code of Conduct & Behaviour
To ensure a safe and respectful training environment, all students and parents must adhere to the following:
- Respect instructors, fellow students, and all club personnel at all times.
- No foul language, bullying, or aggressive behaviour will be tolerated.
- Students must arrive on time, in appropriate training attire, and with the necessary equipment.
- Parents/guardians must respect instructor-led classes and avoid interfering with coaching unless invited to participate.
5. Safeguarding & Welfare
SAMA South Coast is committed to safeguarding children, young people, and vulnerable adults.
- All instructors and relevant staff are DBS-checked and receive safeguarding training.
- Any safeguarding concerns should be reported immediately to the designated safeguarding officer, Aimee Standing at safeguarding@samasouthcoast.co.uk, or to BMABA’s Safeguarding Team at safeguarding@bmaba.org.uk or by calling 01798 306546.
6. Use of the Club’s Website & Digital Resources
By accessing our website and online resources, you agree to:
- Use our website in accordance with UK laws and regulations.
- Not distribute, copy, or misuse any content from SAMA South Coast without permission.
- Not engage in any unauthorised sharing or distribution of club-provided materials.
7. Photography & Videography
From time to time, photographs and videos may be taken during training sessions for club marketing and promotional purposes.
- Students or parents/guardians will be required to provide written consent before any media featuring them is used publicly.
- Any participant who does not wish to be photographed or recorded must notify the club in writing.
- Images and videos will be stored securely in line with GDPR regulations.
8. Liability & Assumption of Risk
Martial arts training involves physical contact and carries an inherent risk of injury.
- All students train at their own risk and must sign an assumption of risk form before participating.
- SAMA South Coast will not be held liable for personal injury, loss, or damage unless caused by proven negligence.
- Students are responsible for ensuring they are physically fit to participate and must disclose any medical conditions that may impact their training.
9. Data Protection & Privacy
SAMA South Coast complies with the UK GDPR and Data Protection Act 2018.
- Personal data collected from students is used solely for membership, safety, and communication purposes.
- Data will not be shared with third parties without consent unless required by law.
- For more details, please refer to our Privacy Policy.
10. Complaints Procedure
If you have a complaint, please follow the procedure below:
- Raise concerns informally with the instructor or club manager.
- If unresolved, submit a formal complaint in writing to SAMA South Coast via email or post.
- If the complaint relates to safeguarding or is not resolved, it can be escalated to BMABA’s Safeguarding Team via safeguarding@bmaba.org.uk or by calling 01798 306546.
11. Amendments & Updates
SAMA South Coast reserves the right to update these Terms & Conditions as necessary. Any significant changes will be communicated via email or posted on our website.
12. Acceptance of Terms
By training with SAMA South Coast, you acknowledge and agree to these Terms & Conditions.
For any questions, please contact SAMA South Coast at office@samasouthcoast.co.uk.
SAMA South Coast Privacy Policy
v1.1 Last Updated: [25/06/2026]
1. Introduction
SAMA South Coast (\"we,\" \"our,\" or \"us\") is committed to protecting the privacy and security of all members, staff, and visitors. This Privacy Policy outlines how we collect, use, store, and protect personal data in accordance with UK GDPR and data protection laws.
2. Information We Collect
a) Personal Data Provided by You:
- Full name, date of birth, and contact details (email, phone, address).
- Emergency contact information.
- Medical or fitness-related details relevant to participation in martial arts activities.
- Payment and transaction details when purchasing memberships or services.
b) Automatically Collected Data (Website Use):
- IP address, browser type, operating system, and browsing behavior on our website.
- Cookies and tracking technologies to enhance website functionality.
c) Photography & Videography:
- Photos or videos captured during training, competitions, and events (with consent).
3. How We Use Your Information
We use personal data for:
- Managing memberships, class registrations, and training records.
- Processing payments and financial transactions securely.
- Ensuring participant safety and maintaining emergency contact records.
- Communicating important updates, events, and promotions.
- Website improvements and analytics.
- Complying with legal and safeguarding obligations.
4. Legal Basis for Processing
We process data based on:
- Contractual necessity – To provide training, process payments, and manage memberships.
- Consent – For marketing communications and photography/video use.
- Legitimate interests – For club operations, safety, and business improvements.
- Legal obligations – Compliance with child safeguarding, accounting, and GDPR laws.
5. Data Sharing & Disclosure
We do not sell personal data. However, we may share it with:
- Service providers – Payment processors, IT support, or marketing platforms.
- Legal authorities – If required by law or safeguarding concerns.
- Emergency contacts – In cases of injury or medical emergency.
6. Data Retention
We keep data only as long as necessary for the purposes outlined in this policy. Financial records are retained for legal compliance, while inactive member data is securely deleted after a set period.
7. Security Measures
We implement strict security measures to protect data from unauthorized access, loss, or misuse.
8. Your Rights
You have the right to:
- Request access to your personal data.
- Request corrections to inaccurate information.
- Withdraw consent for marketing or photography.
- Request deletion of your data under legal conditions.
To exercise your rights, contact us at office@samasouthcoast.co.uk.
9. Policy Updates
We may update this policy periodically. Any significant changes will be communicated via email or website updates.
10. Contact Information
For any questions about this Privacy Policy, contact office@samasouthcoast.co.uk.
