Privacy Policy

Effective date: 29 July 2026

Van Roon Martial Arts (“VRMA”, “we”, “our” or “us”) respects your privacy and is committed to protecting the personal information entrusted to us.

This Privacy Policy explains how we collect, hold, use and disclose personal information when you:

• Visit the Van Roon Martial Arts website;

• Contact or communicate with us;

• Book a free trial, class, private coaching session or event;

• Apply for or maintain a membership;

• Participate in our classes, competitions, programmes or other activities; or

• Otherwise interact with Van Roon Martial Arts.

We handle personal information in accordance with the New Zealand Privacy Act 2020 and its Information Privacy Principles.

1. Personal Information We May Collect

The personal information we collect will depend on how you interact with us. It may include:

• Your name;

• Email address, telephone number and residential or mailing address;

• Date of birth or age;

• Parent or guardian details where the participant is under 18;

• Emergency contact details;

• Membership, booking and attendance information;

• Information about the classes, programmes, events or services you use;

• Martial arts experience, grade, competition history and training goals;

• Health, injury, allergy, accessibility or medical information relevant to your safe participation;

• Payment, billing and transaction information;

• Communications, enquiries, feedback and survey responses;

• Photographs, video recordings or other images of you;

• Competition results, awards and grading information;

• Information provided in waivers, consent forms, incident reports or membership documents;

• Website usage information, such as your IP address, browser type, device information, pages visited and interactions with our website;

• Marketing preferences; and

• Any other personal information you voluntarily provide to us.

Please do not provide personal information about another person unless you have their permission or are legally authorised to provide it.

2. Children and Young People

Van Roon Martial Arts provides classes and programmes for children and young people.

Where a participant is under 18, we may collect information from their parent, guardian or another authorised person. This may include the participant’s name, age, health and safety information, attendance, martial arts progress, images and emergency contact details.

We collect and use information about children only where it is reasonably necessary to:

• Arrange and manage their training;

• Place them in an appropriate class;

• Maintain attendance and grading records;

• Communicate with their parent or guardian;

• Protect their health and safety;

• Respond to emergencies or incidents; and

• Administer events, competitions and memberships.

Parents and guardians should ensure that information supplied about a child is accurate and current.

3. How We Collect Personal Information

We generally collect personal information directly from you when you:

• Complete a contact, enquiry, registration or free-trial form;

• Join as a member;

• Book or attend a class;

• Make a payment;

• Contact us by telephone, email, social media or in person;

• Complete a waiver, consent form or survey;

• Participate in a grading, competition or event; or

• Use our website or online booking systems.

We may also receive personal information from another source, including:

• A parent or guardian;

• Another member of your household;

• Coaches, instructors or authorised staff members;

• Competition organisers or martial arts associations;

• Schools, clubs or community organisations;

• Referral partners;

• Payment, booking or membership-management providers; or

• Publicly available sources.

Where we collect personal information about you from someone other than you, we will take reasonable steps to ensure you are notified of the collection when required by law, unless an applicable exception applies.

4. Why We Collect and Use Personal Information

We may collect, hold and use personal information to:

• Respond to questions and enquiries;

• Arrange free trials and recommend suitable classes;

• Create and manage membership and participant accounts;

• Process bookings, payments, renewals and refunds;

• Provide martial arts classes, coaching and related services;

• Record attendance, grading, qualifications and competition participation;

• Communicate timetable, class, event or membership updates;

• Manage health, safety and emergency requirements;

• Respond to injuries, incidents, complaints or disputes;

• Personalise and improve our classes, programmes and services;

• Operate, maintain and improve our website and online systems;

• Conduct internal administration, accounting and record keeping;

• Promote Van Roon Martial Arts, where appropriate consent or another lawful basis exists;

• Protect our members, staff, property and legal rights;

• Meet insurance, legal, regulatory and contractual requirements; and

• Carry out any other purpose disclosed to you when the information is collected.

You are not always required to provide us with personal information. However, if you do not provide information that we reasonably require, we may be unable to enrol you, arrange your free trial, process a booking or safely provide particular services.

5. Health and Safety Information

Martial arts and physical training involve inherent physical risks. We may therefore ask participants to provide information about injuries, allergies, medical conditions, accessibility requirements or other circumstances that could affect their participation.

We will use this information primarily to:

• Determine whether reasonable accommodations are needed;

• Assist our coaches in delivering safer training;

• Respond appropriately to an incident or emergency; and

• Meet our health, safety, insurance and legal responsibilities.

Participants and parents or guardians are responsible for notifying us when relevant health or emergency information changes.

6. Payments

Payments may be processed through third-party payment processors, banks or membership-management providers.

These providers may collect and process payment information in accordance with their own privacy policies and security procedures. We may receive transaction details, payment status, billing information and limited payment identifiers, but may not receive or retain complete credit or debit card information.

We recommend reviewing the privacy terms of the relevant payment provider before submitting payment information.

7. Disclosure of Personal Information

We may disclose personal information where reasonably necessary to:

• Our employees, instructors, contractors and authorised representatives;

• Membership, booking, timetable and customer-management providers;

• Payment processors, financial institutions and accounting providers;

• Website hosting, cloud storage, email, communications and IT providers;

• Marketing, analytics, survey and advertising service providers;

• Insurers, professional advisers, accountants and legal representatives;

• Martial arts associations, grading authorities and competition organisers;

• Medical professionals, emergency services or a participant’s emergency contact;

• Government agencies, regulators, courts or law-enforcement authorities;

• A purchaser or prospective purchaser of all or part of our business; or

• Another person where you have authorised the disclosure or the disclosure is permitted or required by law.

We do not sell personal information.

Service providers are only given the information reasonably required to perform their services. We expect providers handling personal information on our behalf to use appropriate privacy and security protections.

8. Information Held or Processed Overseas

Some of the service providers we use may store or process information outside New Zealand, including through overseas cloud-hosting, communications, payment, membership-management or analytics systems.

Where personal information is disclosed to an overseas organisation, we will take reasonable steps to ensure that the information is protected by safeguards comparable to those required under New Zealand privacy law, or that another lawful basis for the disclosure applies.

9. Website Information, Cookies and Analytics

Our website may use cookies, pixels and similar technologies. These technologies can help us:

• Operate website features;

• Remember preferences;

• Understand how visitors use the website;

• Measure website and marketing performance;

• Improve website content and functionality; and

• Present relevant advertising.

Cookies may collect information such as your IP address, device type, browser, approximate location, pages visited, referring website and the date and time of your visit.

You can adjust your browser settings to block or delete cookies. Disabling cookies may affect the availability or performance of certain website features.

We may use third-party analytics or advertising services. Those providers may collect information in accordance with their own privacy policies.

10. Photographs and Video

We may photograph or record classes, events, gradings, competitions and other Van Roon Martial Arts activities.

Photographs and videos may be used for:

• Coaching and performance review;

• Internal training and record keeping;

• Member communications;

• Website and social-media content;

• Advertising and promotional materials; and

• Reporting on competitions, achievements or community activities.

Where appropriate, we will obtain consent before using an identifiable participant’s image for promotional purposes. A parent or guardian must provide any required consent for a child.

You may withdraw consent for future promotional use by contacting us. Withdrawal will not necessarily require us to remove materials that were lawfully created, published or distributed before consent was withdrawn.

11. Marketing Communications

Where permitted, we may contact you about:

• Classes and timetable changes;

• Membership opportunities;

• Free trials and introductory offers;

• Events, gradings and competitions;

• Workshops and private coaching;

• News, promotions and other Van Roon Martial Arts services.

You may unsubscribe from promotional emails or messages by using the unsubscribe option provided in the communication or by contacting us.

Even if you unsubscribe from marketing, we may still send operational communications relating to an active membership, booking, payment, timetable change, health and safety matter or other service you have requested.

12. Storage and Security

We take reasonable steps to protect personal information against loss, misuse, unauthorised access, modification and disclosure.

Our safeguards may include:

• Access controls and password protection;

• Secure systems and reputable service providers;

• Staff and contractor confidentiality requirements;

• Limiting access to people who reasonably need the information;

• Secure disposal or deletion procedures; and

• Administrative, physical and electronic security measures.

No internet transmission or electronic storage system can be guaranteed to be completely secure. You provide information electronically at your own risk.

13. Retention of Personal Information

We retain personal information only for as long as it is reasonably required for the purpose for which it was collected or to meet our legal, accounting, taxation, health and safety, insurance or dispute-resolution obligations.

Membership records, waivers, payment records, attendance records, incident reports, emergency information and communications may be retained after a membership or programme ends where reasonably necessary.

When information is no longer required, we will take reasonable steps to securely delete, destroy or de-identify it.

14. Accessing and Correcting Your Information

You may ask us to:

• Confirm whether we hold personal information about you;

• Provide access to personal information we hold about you; or

• Correct information that is inaccurate, incomplete, out of date or misleading.

We may ask you to verify your identity before processing a request.

In some circumstances, we may be permitted to withhold information or decline a request. If this occurs, we will explain the decision where required by law.

If we do not agree that information should be corrected, you may ask us to attach a statement of the correction you requested.

15. Deletion Requests

You may ask us to delete or de-identify personal information.

We will consider each request and take reasonable steps to comply where legally and operationally possible. We may need to retain some information for purposes including:

• Legal or regulatory compliance;

• Accounting and taxation;

• Insurance;

• Health and safety;

• Membership or attendance records;

• Establishing or defending legal rights;

• Fraud prevention; or

• Resolving complaints or disputes.

16. Privacy Breaches

If a privacy breach occurs, we will assess the incident and take reasonable steps to contain and respond to it.

Where a breach has caused or is likely to cause serious harm, we will notify the affected individuals and the Office of the Privacy Commissioner as required by the Privacy Act 2020.

17. Third-Party Websites

Our website may contain links to third-party websites, social-media platforms, booking systems or other services.

We do not control those services and are not responsible for their privacy practices. We recommend reviewing the privacy policy of any third-party service before providing personal information.

18. Complaints

If you have a concern about how we have handled your personal information, please contact us and provide enough information for us to investigate.

We will review your concern and respond within a reasonable period.

If you are not satisfied with our response, you may make a complaint to the Office of the Privacy Commissioner of New Zealand.

19. Changes to This Privacy Policy

We may update this Privacy Policy to reflect changes to our services, systems, practices or legal obligations.

The current version will be published on our website with its effective date. Material changes may also be communicated through email, membership communications or a notice on our website.

20. Contact Us

For privacy questions, access or correction requests, deletion requests or complaints, please contact:

Privacy Officer
Van Roon Martial Arts
44 Mount Eden Road
Mount Eden, Auckland
New Zealand