Privacy Policy
Last updated: 27 October 2026
Who we are
Vital Grappling LTD (company number 15224170), trading as Vital Grappling and Vital Fitness & Martial Arts, Unit RSL 9, Ridgeway Farm, Malvern Road, Powick, Worcester WR2 4SN.
We decide how your personal information is used, which makes us the data controller. If you have any questions about your data, email info@vitalgrappling.co.uk or call 07718 068361.
What we collect
Your name, email address and phone number.
If you book for your child: their first name and age, plus your details as their parent or guardian.
Your bookings, attendance, membership type and payment history. Card payments are handled by our payment provider, so we never see your full card number.
Any injuries or medical conditions you tell us about so we can coach you safely.
Messages you send us by email, text, WhatsApp, Facebook or Instagram.
How you use our website, collected through cookies (see below).
Where it comes from
Mostly from you, when you fill in a form on our website, book a trial class, join as a member or message us. If you fill in one of our Facebook or Instagram lead forms, Meta passes those details to us.
How we use it
To book your classes, run your membership and take payment. We need this to provide the service you signed up for.
To contact you about your trial, your bookings and timetable changes. This is part of running the club.
To keep you safe on the mat. We only use health information you choose to give us, and in an emergency we may share it with paramedics.
To send you news, offers and reminders by email, text or WhatsApp, if you have agreed to this. Reply STOP or use the unsubscribe link at any time.
To keep our accounts, because the law requires it.
To improve our website and adverts.
Children
Our kids classes are for ages 8 to 12. We only take a child's details from their parent or guardian, and we only use them to run their classes and keep them safe. Read our Safeguarding Policy for more.
Who we share it with
We never sell your data. We share it only with the companies that help us run the club, and they can only use it on our instructions:
GoHighLevel (LeadConnector): our booking calendars, forms, emails, texts and WhatsApp messages.
TeamUp: memberships, class bookings and payments.
Squarespace: hosts this website.
Meta: our Facebook and Instagram adverts and lead forms.
Google: our email and document storage.
Our accountant, for tax and accounts.
We will also share information when the law requires it, or with the emergency services if someone is hurt.
Some of these companies store data outside the UK, mainly in the USA. When they do, they use approved safeguards such as the UK-US Data Bridge or the UK International Data Transfer Addendum.
How long we keep it
Enquiries and trial bookings, if you don't join: up to 2 years after we last heard from you.
Members: while you are a member, then up to 2 years after you leave. Payment records are kept for 6 years because the law requires it.
Injury and accident records: 3 years, or for a child, until they turn 21.
Your rights
You can ask us to:
send you a copy of the data we hold about you
correct anything that is wrong
delete your data
stop or limit how we use it
move it to another provider
stop sending you marketing
If we are using your data because you agreed to it, you can change your mind at any time. Email info@vitalgrappling.co.uk and we will reply within one month.
If you are unhappy with how we have handled your data, please tell us first so we can put it right. You can also complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113.
Cookies
This website runs on Squarespace. It uses essential cookies to make the site work and analytics cookies to show us which pages people visit. You can block or delete cookies in your browser settings.
Changes to this policy
If anything changes, we will update this page and the date at the top.