Who we are
Nishikan Ltd is the controller of the personal information described in this policy.
- Organisation
- Nishikan Ltd
- Address
- Nishikan, Millbrook Gardens, Castle Cary, Somerset BA7 7EE
Nishikan Ltd is registered with the Information Commissioner's Office.
Information we collect
Depending on how you interact with us, we may collect:
- Contact details, including name, email address, telephone number and postal address where relevant.
- Enquiry information submitted through trial, contact, licensing and other website forms.
- Student, parent or guardian details needed for bookings, membership and class administration.
- Information connected with shop orders, bookings, payments and membership managed through Martialytics.
- Technical and cookie information where you have allowed optional cookies or analytics.
Please do not submit sensitive personal information through a general website form. If you need to discuss health, safeguarding or additional-support information, contact us so we can advise on the appropriate way to share it.
How we use information
We use personal information to:
- Respond to enquiries and licensing applications.
- Arrange trial classes, bookings and membership services.
- Administer classes, communicate with students and parents/guardians, and provide customer support.
- Process shop orders and payments through our service providers.
- Maintain appropriate safeguarding, security and operational records.
- Meet legal, accounting and regulatory obligations.
- Improve our website where you have consented to optional analytics.
We normally rely on legitimate interests to respond to an enquiry, contractual necessity to provide booked or paid-for services, and legal obligations where records must be kept. We will seek consent where the law requires it, including for optional cookies and certain marketing communications.
Sharing information
We do not sell personal information. We share it only where necessary to run Nishikan services, meet legal obligations or protect people and the organisation.
Relevant service providers may include:
- Martialytics, for trials, bookings, membership information, shop orders and related administration.
- Stripe, which processes payment information for relevant transactions. Nishikan does not receive or store full payment-card details.
- BMABA CIC, the British Martial Arts and Boxing Association, for registering cadet instructors and issuing cadet awards. BMABA has its own privacy notice: read it here.
- Website hosting, email, technology and security providers that support the operation of this website and our communications.
We may also share information with professional advisers, insurers, regulators, law-enforcement bodies or safeguarding authorities where required or permitted by law.
How long we keep information
We review information regularly and do not keep it longer than necessary for the purpose for which it was collected.
| Information type | Retention period |
|---|---|
| Trial and general contact enquiries | 24 months after last meaningful contact |
| Licensing applications | 24 months after the application closes, unless a licensing agreement is entered into |
| Membership, booking and attendance information | During active membership, then 24 months after it ends, unless a longer period is required |
| Orders, payments, refunds and accounting records | 7 years from the end of the relevant financial year |
| Safeguarding or incident records | For as long as necessary under safeguarding and legal obligations, with access restricted |
| Cadet Instructor Pathway records (parent consent, supervision agreement, progress) | Until the cadet's 21st birthday, then deleted. Access is restricted to lead and senior instructors. |
| Cookie-consent preferences | 12 months |
Children's information
Nishikan provides activities for children and young people. Parents or guardians should provide information for a child wherever possible. We use child-related information only where needed to respond to an enquiry, provide classes, administer membership, protect welfare or meet legal obligations.
If you are under 18 and have a question about your information, you can contact us directly or ask a parent or guardian to contact us for you.
Cadet Instructor Pathway
Nishikan runs a Cadet Instructor Pathway for young people aged 13 to 17. Cadets help in classes and learn to coach. They are always supervised by a qualified adult instructor and never in charge of a class. Cadets can work towards Bronze, Silver and Gold cadet awards issued by BMABA CIC. This section adds to the rest of this policy.
What we collect. The cadet's name, date of birth and contact details. The parent or guardian's name, relationship to the cadet, and phone number or email address. An emergency contact. The parent's signed consent and the cadet's signed supervision agreement, with the date and time of signing and the type of browser or device used (we do not record IP addresses). The cadet's hours, progress and instructor observations.
We do not ask for health information through the pathway forms. If you want to tell us about your child's health or additional needs, please tell the Club Mentor directly. We already hold the information you gave when your child joined as a student.
Why we use it. To confirm a parent or guardian has agreed to the cadet taking part, to keep cadets supervised and safe, to register cadets with BMABA and track their progress towards awards, and to meet safeguarding and legal obligations. We rely on legitimate interests (running a safe, supervised pathway) and legal obligations.
Who can see it. Only Nishikan's lead and senior instructors can see the signed records. The cadet can see their own agreement and progress. We share the cadet's name, date of birth, registration details, hours and progress with BMABA CIC so they can register the cadet and issue awards.
How long we keep it. Until the cadet's 21st birthday, then it is deleted. If a parent withdraws consent, the cadet's role stops straight away and their place as a student is not affected. We keep the signed record for the same period so we can show what was agreed, with access restricted.
Your rights. The rights listed in the Your rights section apply. A cadet can contact us directly, or ask a parent or guardian to contact us, at office@nishikanmartialarts.com.
For cadets: what we keep about you
We keep your name, date of birth and contact details, your parent's permission form, the agreement you signed, and a record of your hours and progress. Only the lead and senior instructors can see all of it. You can see your own agreement and progress. We tell BMABA your name, date of birth and progress so they can register you and give you your awards. We keep your records until you turn 21, then delete them. You can ask us what we hold about you, or ask a parent to ask for you, by emailing office@nishikanmartialarts.com.
Cookies and similar technologies
We use strictly necessary technologies to operate, secure and remember essential settings on this website. Where we use optional analytics or marketing cookies, we will ask for your consent before placing them on your device.
You can change your cookie choices through our cookie controls when they are available. You can also manage cookies through your browser settings, although disabling essential cookies may affect how the website works.
Your rights
Subject to applicable data-protection law, you may have the right to:
- Request access to your personal information.
- Ask us to correct inaccurate or incomplete information.
- Ask us to erase information in certain circumstances.
- Ask us to restrict or object to particular processing.
- Ask for a portable copy of information you provided.
- Withdraw consent where we rely on consent.
To make a request, email
Contact and complaints
If you have a question or concern about this policy or how we use personal information, contact Nishikan Ltd at
You also have the right to complain to the Information Commissioner's Office. Details are available at ico.org.uk.