Data processing note
Last updated: 19 October 2026
This note explains how Until Booked handles personal data for the clubs that use our service. It forms part of our Terms and applies to every club that uses Until Booked. “We” means Wing Chun Kung Fu Ltd, trading as Until Booked (company number 08626753, Unit 1C, Eagle Trading Estate, Stourbridge Road, Halesowen B63 3UA). “The club” means the business using the service.
Who is controller and who is processor
For the people who enquire with a club, the club is the controller and we are the processor under UK GDPR. The club decides why and how its data is used. We only process it to run Until Booked for that club.
As processor, we will:
- Follow the club’s documented instructions: our Terms, this note, and the settings and wording the club approves (message wording, timetable, booking link and sending choices). If we think an instruction breaks data protection law, we’ll tell the club.
- Keep it confidential: only people who need access to set up or support the club’s service can see the data, and they’re bound by confidentiality.
- Keep it secure: accounts protected by strong passwords and two-step sign-in where the supplier offers it; connection passwords held in encrypted connections, never in emails or shared files; each club’s data kept separate; only the fields we need taken from booking systems; and private, owner-only backups.
- Help the club with people’s rights: we’ll pass on any request we receive (for example someone asking for a copy of their data or to be deleted), and help the club answer it. We’ll also help with security questions and, if needed, a data protection impact assessment.
- Tell the club about a personal data breach without undue delay after we become aware of it, with the details the club needs to decide whether to report it to the ICO and tell the people affected.
- Allow checks: we’ll give the club the information it reasonably needs to show we meet these terms, and allow a reasonable audit or inspection with notice.
- Use only the suppliers listed below, under written terms that protect the data in the same way. We stay responsible for them.
The club is responsible for having a lawful basis to contact its enquirers, and for any consent or opt-out it collects (see our Terms). For our own customer and enquiry data, we’re the controller: see our Privacy policy.
What we process and why
- Subject matter and purpose: replying to the club’s enquiries within minutes; following them up until the person books a trial, comes along or says they’re not interested; sending after-trial messages (a thank-you if they came, an offer of another night if they didn’t); and showing the club a dashboard of every enquiry (booked, turned up and joined).
- Duration: for as long as the club uses the service, plus the deletion period below.
- Nature of processing: collecting enquiries from the club’s forms or lead sources, storing them in a private lead log, sending emails and text messages, recording replies (including STOP), and matching bookings and attendance from the club’s booking system where the club allows it.
- People whose data we process: people who enquire with the club (adults, and parents or guardians enquiring for a child), and the club’s own staff contacts.
- Types of data: name, email address and mobile number; what they asked about (for example the class or age group) and how they enquired; consent or opt-out answers; messages sent and replies received, including STOP; and booking, attendance and joining status, with dates.
We don’t need special category data (such as health information), and clubs should not send it to us. If a person includes it in a free-text message, we don’t use it.
Our suppliers (sub-processors)
| Supplier | What it does for the service | Where |
|---|---|---|
| Make (make.com) | Runs the automations: receives enquiries, works out which message is due and updates the lead log | EU |
| Twilio | Sends and receives text messages (a separate account for each club) | United States, under the UK–US data bridge or standard contract clauses |
| Google (Workspace: Sheets, Gmail, Drive) | The private lead log, alerts and emails, and private backups | May include the United States, under the UK–US data bridge |
| Brevo (Sendinblue SAS) | Sends emails for clubs that use our standard sending option | France (EU) |
Where a club connects its own email account (such as Gmail or Outlook) or booking system, that provider is the club’s own supplier. We use it only with the club’s permission and only for this service.
We’ll tell the club before adding or replacing a sub-processor, so it has the chance to object. If we can’t resolve an objection, the club can end the service under our Terms.
Deleting or returning data when a club leaves
When a club stops using Until Booked:
- We stop all messages on the club’s behalf straight away.
- If the club asks, we send it an export of its lead log (a spreadsheet).
- We then delete the club’s data from our systems and suppliers within 30 days, including our backups (we keep at most 30 days of backups, so the last copy drops off within that time), unless the law requires us to keep something, in which case we’ll tell the club.
- We keep basic account and invoice records about the club itself, as described in our Privacy policy.
We never use one club’s leads for another
Each club’s enquiries are kept separate, in their own lead log, automations and text-message account. We never share one club’s leads with another club, never use them for our own marketing, and never sell them. We may use anonymous totals to improve the service, with no names, contact details or club identified.