Data Retention Policy
Wing Chun Kuen Academy
Version: 1.0
Effective Date: 5 August 2026
1. Purpose
Wing Chun Kuen Academy is committed to managing personal information responsibly.
This Data Retention Policy explains how long different categories of information are normally retained and how records are managed throughout their lifecycle.
The academy retains information only for as long as it is reasonably necessary to provide services, meet legal obligations and maintain appropriate business records.
2. Scope
This policy applies to information processed through:
- Wing Chun Kuen Academy website
- Student portal
- Mobile and web applications
- Membership administration
- Digital learning platform
- Internal academy records
3. Retention Principles
The academy aims to:
- Keep information only as long as necessary.
- Remove information that is no longer required.
- Protect retained information appropriately.
- Meet legal and financial record-keeping obligations.
- Respect legitimate requests relating to personal information where applicable.
4. Membership Records
Active student records are retained for the duration of membership.
These records may include:
- Personal details
- Membership information
- Programme
- Grade
- Attendance
- Progress
- Syllabus access
- Digital learning history
5. Former Students
Former student records may be retained for a reasonable period to:
- Maintain historical training records.
- Respond to legitimate enquiries.
- Reconfirm previous grades where appropriate.
- Meet legal or accounting obligations.
Records that are no longer required may be anonymised or securely deleted.
6. Payment Records
Payment records may be retained for the period required by applicable accounting and tax legislation.
These records may include:
- Payment dates
- Payment amounts
- Payment references
- Membership invoices
Wing Chun Kuen Academy does not retain full payment card details.
7. Attendance Records
Attendance records may be retained to:
- Maintain training history.
- Support grading decisions.
- Review student progression.
- Improve academy services.
Attendance history may remain attached to a student's membership record unless deletion is required by law.
8. Enquiries and Trial Bookings
General enquiries and trial booking information may be retained for a reasonable period to:
- Respond to enquiries.
- Follow up requested information.
- Improve academy services.
Information that is no longer required will be securely removed.
9. Digital Learning Records
Information relating to Study Notes, syllabus access, course progress and authorised learning resources may be retained to support a student's ongoing learning history.
Access to these records remains subject to the academy's access control policies.
10. Account Deletion Requests
Where legally permitted, students may request deletion of personal information.
Some information may need to be retained where required for:
- Legal obligations
- Financial records
- Fraud prevention
- Legitimate business interests
Where complete deletion is not possible, information may be restricted or anonymised where appropriate.
11. Security During Retention
Information retained by the academy continues to be protected using the academy's security controls, including:
- Secure authentication
- Server-side access controls
- Encrypted communications
- Role-based permissions
12. Policy Review
This policy will be reviewed periodically to ensure it remains appropriate as the academy and its digital platform evolve.
13. Contact
If you have any questions regarding this Data Retention Policy, please contact:
Wing Chun Kuen Academy
Email: sifuandyking@gmail.com
Website: https://www.wingchunkuen.app
Document Control
| Item | Value |
|---|---|
| Document | Data Retention Policy |
| Version | 1.0 |
| Effective Date | 5 August 2026 |
| Owner | Wing Chun Kuen Academy |
| Review Frequency | Annually or following significant legal or operational changes |