Synergy Wing Chun - Terms & Conditions

 Following acceptance of becoming a member at Synergy Wing Chun, I hereby agree to all Terms and Conditions outlined below:-


By agreeing to these Terms and Conditions, I am fully aware that Synergy reserves the right to make minor amendments, it is also my responsibility to accommodate to these changes.





1.0: Punctuality - all Synergy members agree to arrive and depart by the times specified on the “bookings” page on the Synergy website.


1.1: Notification of absence - to aid and assist with weekly lesson plans, members agree to notify the class instructor as soon as possible, if they cannot attend a class.  If a situation arises in which members will regularly be late or absent, members agree to speak “in person” to the class Instructor, notifying them in advance.  Synergy will try to accommodate all student situations, although reserves the right to make a final decision based on what is best for the structure of the class.


1.2: Schedule changes - Synergy reserves the right to change the time and location of any weekday scheduled class for any reason, the Instructor will aim to give at least 7 days notice unless circumstances are deemed out of their control. Notification will be sent via text, email or advertised on the Synergy facebook group page.

Should a student be unable to attend due to a schedule change, Synergy reserves the right to retain payment for the remainder of the month.  If applicable members will be substituted with alternative training day/s by the Instructor.




2.0: Trial Period - Prior to new students attaining a club membership status, the following instructions need to be followed. 


2.0a:   New students agree to provide their details using a membership application form located on the Synergy Wing Chun website.


2.0b:   New students will need to attend classes for no longer than a month (and a minimum of three evening classes) prior to receiving acceptance of membership.


2.0c:  Trial classes are paid for separately at the beginning of each session to the class instructor.  The cost of a trial period class is located on the Synergy website - bookings page.    


2.1a:  How to Join - Once a new student has completed the agreed trial period, they are entitled to apply for membership.   The membership will start on the 1st of the month, example if a new student attends his/her first Synergy class on 7th June, assuming they continue and complete their trial period (stated above) they can then proceed to request a membership status from the Instructor, with their first monthly fee to be paid on the 1st July.  The process will be guided by an email sent by the class instructor detailing acceptance into the school and further information about being a member of Synergy.


2.1b Synergy offers membership status only, it is compulsory that all new students apply to become club members once the trial period of one month (a minimum of three lessons) has been completed. Synergy reserves the right to refuse any application of membership and/or admittance if the Instructor feels it necessary to do so.


2.2: Membership Contract -  Your membership fee and application form act as a binding contract for six months only, which automatically renews on a six-month basis from the 1st month of your membership payment.


2.3:  Payments - Monthly membership needs to be paid by Standing Order on the 1st of each calendar month. This is payable to Miss M L Jones using the bank account details provided via email, once membership has been approved. Synergy reserves the right to amend or change any details contained within the membership.  From time to time prices may increase, if this occurs Synergy will notify members a month in advance by text message or email.


2.4:  Late Payments - Late payments will incur a penalty charge of £5 if not received 7 working days after the 1st of each calendar month.  If payment is still not received thereafter, a £5 penalty will continue to accrue each week until the 1st of the next calendar month. If the membership fee still remains unsettled, this will, unfortunately, mean the student is no longer able to train at Synergy Wing Chun.


2.5:  Private Lessons - are not included in monthly memberships.


2.6:   Membership Hiatus - If a student is required to travel for more then three months, which therefore stops them from being able to attend regular Synergy classes, a hiatus can be placed on their membership until the student returns, an agreed date will need to be discussed with the Instructor prior to the students departure.  The membership will need to begin again on the 1st of the month, that they wish to return.  If it is less then a three month period then students are required to continue with their membership payments.


2.7:  Cancelling a Membership - To terminate a club membership students agree to give Synergy a month's written notice outlining their reason for this decision, this is prior to cancelling their standing order payment. 





3.0:  Health and Safety - Members agree to inform Synergy via email if they suffer any medical conditions that could affect their training.  Synergy must be informed of any conditions before any classes are attended and instruction given. It is the member's responsibility to seek a consultation with their Health Care Provider if they suffer from any of the following medical issues prior to training:-


  • Back problems

  • Any illness or injury that may be aggravated by exercise

  • Head injuries

  • Dizziness, or loss of unconsciousness during exercise

  • High cholesterol

  • Joint problems, such as arthritis, that is aggravated by exercise

  • Chest pains when exercising

  • Any prescription medication being taken

  • A heart condition

  • Any conditions that restrict blood flow

  • Diabetes or any other metabolic diseases

  • High or low blood pressure


3.1:  Onset of Medical Condition/injury - All members agree to discuss any health problems with their instructor prior to or in the event of a condition occurring whilst being a member at Synergy.  All members agree that they hold full responsibility for any unlikely injury incurred whilst training, also that Synergy cannot be held responsible for these injuries or the highly unlikely result of physical death.


3.2:  Intoxication - Members must not drink alcohol or take drugs (including illegal performance-enhancing drugs) before or during class.





4.0:  All members agree to listen, keep an open mind, be attentive and follow instructions and teachings from the class Instructor.


4.1:  Students should always show respect to each other, themselves and the class Instructor.


4.2:  Students must not use Wing Chun, except in emergencies or for self-protection or the protection of others.


4.3:  Bullying or abuse of any kind will not be tolerated in the class and any students displaying this type of conduct will be expelled immediately.


4.4:  Synergy reserves the right to cancel a membership if students breach our code of conduct.  Any disrespectful, dangerous or offensive behaviour toward the class Instructor or fellow classmates which disrupts the atmosphere and energy of the class learning environment will not be tolerated.




5.0:  Members must have their fingernails clipped.


5.1:  Members must meet basic personal hygiene standards to train.


5.2:  Members must wear a clean Synergy club t-shirt and black kung-fu trousers (no shoes or jeans).


5.3:  No food is to be consumed during class time and chewing of gum is prohibited.


5.4:  All mobile devices must be switched off or set to silent during class time.




6.0:  Holiday Closure - Synergy may close fully or partially for holidays. The dates will be announced a week in advance on the Synergy website and Facebook page.




7.0: Photos and Film - The student consents to allow Synergy to take pictures and occasional videos whilst performing their Martial Art.  These will be used for promotional and advertising purposes only. The photos will be available on request if required.


7.1:  Permission for Recording - All video and photographic footage is prohibited from being taken in the classroom without first seeking permission from the class Instructor.



8.0: Personal Belongings - Members are responsible for all their personal belongings lost or stolen during a training session. It is strongly advised that anything of value is left at home. 



Synergy Wing Chun





We are committed to respecting your privacy. This notice is to explain how we may use personal information we collect before, during and after your membership with us. This notice applies to you if you have registered to become or are a member of our club. This notice explains how we comply with the law on data protection, what your rights are and for the purposes of data protection, we will be the controller of any of your personal information.


References to we, our or us in this privacy notice are to the Synergy Wing Chun School


We have not appointed a Data Protection Officer to oversee our compliance with data protection laws as we not required to do so, but our Data Protection Compliance Manager, Molly Jones has overall responsibility for data protection compliance in our organisation.  Contact details are set out in the "Contacting us" section at the end of this privacy notice.


  1. Personal Information we may collect from you

Depending on the type of membership you register for with us, you may initially provide us with or we may obtain personal information about you, such as information regarding your:

    • personal contact details that allow us to contact you directly such as name, title, email addresses and telephone numbers;

    • date of birth;

    • gender;

    • membership start and end date;

    • records of your interactions with us such as telephone conversations, emails and other correspondence and your instructions to us;

    • any credit/debit card and other payment details you provide so that we can receive payments from you and details of the financial transactions with you;

    • use of and movements through our online portal, passwords, personal identification numbers, IP addresses, usernames and other IT system identifying information;

    • records of your attendance including any events hosted by us or the SKWCMAA;

    • CCTV footage and other information obtained through electronic means such as swipecard and key fob records;

    • images in video and/or photographic form and voice recordings;

    • your marketing preferences so that we know whether and how we should contact you.

    • details of next of kin, family members, emergency contacts;

    • records and assessment of any player rankings, grading or ratings, competition results, details regarding [events/matches/games] attended and performance.

    • any disciplinary and grievance information;



 We may also collect, store and use the following “special categories” of more sensitive personal information regarding you:

    • information about your race or ethnicity, religious beliefs and sexual orientation;

    • information about your health, including any medical condition, health and sickness records, medical records and health professional information.

We may not collect all of the above types of special category personal information about you. In relation to the special category personal data that we do process, we do so on the basis that

    • the processing is necessary for reasons of substantial public interest, on a lawful basis;

    • it is necessary for the establishment, exercise or defence of legal claims;

    • it is necessary for the purposes of carrying out the obligations and exercising our or your rights in the field of employment and social security and social protection law; or

    • based on your explicit consent.

In the table below’ we refer to these as the “special category reasons for processing of your personal data”.


We may also collect criminal records information about you. For criminal records history, we process it on the basis of legal obligations or based on your explicit consent.




We typically collect personal information about our members when you apply to become a member of the club, you register an account with us at, when you purchase any services or products we offer, when you make a query and/or complaint or when you correspond with us by phone, e-mail or in some other way.

We also may collect personal information about you from any third party references you provide as part of the application process for membership.

If you are providing us with details of referees, next of kin, beneficiaries, family members and emergency contacts they have a right to know and to be aware of how what personal information we hold about them, how we collect it and how we use and may share that information.  Please share this privacy notice with those of them whom you feel are sufficiently mature to understand it. They also have the same rights as set out in the “Your rights in relation to personal information” section below.


4. Uses made of the information

The table below describes the main purposes for which we process your personal information, the categories of your information involved and our lawful basis for being able to do this.



Personal information used

Lawful basis

To administer any membership you have with us and managing our relationship with you, including dealing with payments and any support, service or product enquiries made by you

All contact and membership details, transaction and payment information, records of your interactions with us, and marketing preferences.


This is necessary to enable us to properly manage and administer your membership contract with us.


To arrange and manage any contracts for the provision of any services or products

Contact details, transaction and payment information.


Records of your interactions with us.

This is necessary to enable us to properly administer and perform any contract for the provision of any services and products you have purchased from us.

To send you information which is included within your membership benefits package, including details about advanced ticket information, competitions and events, partner offers and discounts and any updates on Wing Chun Kung Fu and other related arts.

Contact and membership details.

This is necessary to enable us to properly manage and administer your membership contract with us.


To send you other marketing information we think you might find useful or which you have requested from us, including our newsletters, information about membership, events, products and information about our commercial partners

Contact details and

marketing preferences.

Where you have given us your explicit consent to do so.

To answer your queries or complaints

Contact details and records of your interactions with us

We have a legitimate interest to provide complaint handling services to you in case there are any issues with your membership.

Retention of records

All the personal information we collect.

We have a legitimate interest in retaining records whilst they may be required in relation to complaints or claims. We need to retain records in order to properly administer and manage your membership and run our club and in some cases, we may have legal or regulatory obligations to retain records.

We process special category personal data on the basis of the “special category reasons for processing of your personal data” referred to in section 2 above.

For criminal records history, we process it on the basis of legal obligations or based on your explicit consent.

The security of our IT systems

Your usage of our IT systems and online portals.


We have a legitimate interest to ensure that our IT systems are secure.

To conduct data analytics studies to better understand event attendance and trends within the sport

Records of your attendance at any events or competitions hosted by us.

We have a legitimate interest in doing so to ensure that our membership is targeted and relevant.

For the purposes of promoting the club, our events and membership packages.

Images in video and/or photographic form.

Where you have given us your explicit consent to do so. see Synergy Wing Chun terms & Conditions.

To administer your attendance at any courses or programmes you sign up to

All contact and membership details,

transaction and payment data.


Details of any county membership and performance data.


This is necessary to enable us to register you on to and properly manage and administer your attendance on the course and/or programme.

To use information about your physical or mental health (including any injuries) or disability status, to ensure your health and safety and to assess your fitness to participate in any events or activities we host and to provide appropriate adjustments to our sports facilities.

Health and medical information

We process special category personal data on the basis of the “special category reasons for processing of your personal data” referred to in section 2 above.  Based on your explicit consent.


To gather evidence for possible grievance or disciplinary hearings

All the personal information we collect

We have a legitimate interest in doing so to provide a safe and fair environment for all members and to ensure the effective management of any disciplinary hearings, appeals and adjudications.

We process special category personal data on the basis of the “special category reasons for processing of your personal data” referred to in section 2 above.

For criminal records history, we process it on the basis of legal obligations or based on your explicit consent.

For the purposes of equal opportunities monitoring

Name, title, date of birth

gender, information about your race or ethnicity and health and medical information


We have a legitimate interest to promote a sports environment that is inclusive, fair and accessible.

We process special category personal data on the basis of the “special category reasons for processing of your personal data” referred to in section 2 above.

To comply with legal obligations, for example, regarding people working with children or vulnerable adults to comply with our safeguarding requirements

Information about your criminal convictions and offences


For criminal records history, we process it on the basis of legal obligations or based on your explicit consent.


For some of your personal information, you will have a contractual obligation for you to provide us with your personal information.  If you do not provide us with the requested personal information we may not be able to admit you as a member or we may not be able to properly perform our contract with you or comply with legal obligations and we may have to terminate your membership.  For other personal information you may not be under an obligation to provide it to us, but if you do not provide it then we may not be able to properly perform our contract with you.


Where you have given us your consent to use your personal information in a particular manner, you have the right to withdraw this consent at any time, which you may do by contacting us as described in the "Contacting us" section below.


Please note however that the withdrawal of your consent will not affect any use of the data made before you withdrew your consent and we may still be entitled to hold and process the relevant personal information to the extent that we are entitled to do so on bases other than your consent.  Withdrawing consent may also have the same effects as not providing the information in the first place, for example, we may no longer be able to provide certain member benefits to you.



Email, post and SMS marketing: from time to time, we may contact you by email, post or SMS with information about products and services we believe you may be interested in.

We will only send marketing messages to you in accordance with the marketing preferences you set. You can then let us know at any time that you do not wish to receive marketing messages by sending an email to  You can also unsubscribe from our marketing by clicking on the unsubscribe link in the marketing messages we send to you.


6. Disclosure of your PERSONAL information

We share personal information with the following parties:


    • Any party approved by you.

    • To any governing bodies or regional bodies for the sports covered by our club: to allow them to properly administer the sports on a local, regional and national level.

    • Other service providers: for example, email marketing specialists, payment processors, data analysis CCTV contractors, promotional advisors, contractors or suppliers and IT services (including CRM, website, video- and teleconference services);

    • The Government or our regulators: where we are required to do so by law or to assist with their investigations or initiatives.

    • Police, law enforcement and security services: to assist with the investigation and prevention of crime and the protection of national security.



The personal information we collect is not transferred to and stored in countries outside of the UK and the European Union.



The duration for which we retain your personal information will differ depending on the type of information and the reason why we collected it from you. However, in some cases personal information may be retained on a long-term basis: for example, personal information that we need to retain for legal purposes will normally be retained in accordance with the usual commercial practice and regulatory requirements.  Generally, where there is no legal requirement we retain all physical and electronic records for a period of 6 years after your last contact with us or the end of your membership. Exceptions to this rule are:


    • Details regarding unsuccessful membership applicants where we hold records for a period of not more than 24 months;

    • Information that may be relevant to personal injury or discrimination claims may be retained until the limitation period for those types of claims has expired.  For personal injury or discrimination claims, this can be an extended period as the limitation period might not start to run until a long time after the event.

It is important to ensure that the personal information we hold about you is accurate and up-to-date, and you should let us know if anything changes, for example, if you change your phone number or email address. You may be able to update some of the personal information we hold about you through our website  Alternatively, you can contact us by using the details set out in the "Contacting us" section below.



You have the following rights in relation to your personal information:


  • the right to be informed about how your personal information is being used;

  • the right to access the personal information we hold about you;

  • the right to request the correction of inaccurate personal information we hold about you;

  • the right to request the erasure of your personal information in certain limited circumstances;

  • the right to restrict processing of your personal information where certain requirements are met;

  • the right to object to the processing of your personal information;

  • the right to request that we transfer elements of your data either to you or another service provider; and

  • the right to object to certain automated decision-making processes using your personal information.

  • the right to be a sovereign being which this policy cannot affect.


You should note that some of these rights, for example, the right to require us to transfer your data to another service provider or the right to object to automated decision making, may not apply as they have specific requirements and exemptions which apply to them and they may not apply to personal information recorded and stored by us.  For example, we do not use automated decision making in relation to your personal data. However, some have no conditions attached, so your right to withdraw consent or object to processing for direct marketing are absolute rights.


Whilst this privacy notice sets out a general summary of your legal rights in respect of personal information, this is a very complex area of law. More information about your legal rights can be found on the Information Commissioner’s website at

To exercise any of the above rights, or if you have any questions relating to your rights, please contact us by using the details set out in the "Contacting us" section below.

If you are unhappy with the way we are using your personal information you can also complain to the UK Information Commissioner’s Office or your local data protection regulator. We are here to help and encourage you to contact us to resolve your complaint first.



We may update this privacy notice from time to time. When we change this notice in a material way, we will update the version date at the bottom of this page. For significant changes to this notice, we will try to give you reasonable notice unless we are prevented from doing so. Where required by law we will seek your consent to changes in the way we use your personal information.



In the event of any query or complaint in connection with the information we hold about you, please email to the head instructor, Molly Jones at  or write to us at Synergy Wing Chun, 3 Woodend Road, Bristol, Coalpit Heath, BS36 2LN


Version dated 25 May 2018