Why this policy exists
As BMABA grows, we increasingly welcome instructors who have been registered with us before, either as an additional instructor on another club's account or through a partner organisation or national governing body (NGB). Most of the time this is completely straightforward.
Occasionally, though, someone leaves a club or organisation in difficult circumstances and then applies to join us independently, close by and teaching the same style. If we accepted that application without checking, we could end up representing two parties in an active dispute with each other, and we would no longer be able to support either of them fairly or impartially.
This policy is not about protecting clubs from competition or controlling who can teach where. Healthy competition is good for martial arts. It exists so that we never take on a conflict of interest that stops us from properly representing, supporting and safeguarding everyone we serve. It protects the applicant as much as anyone else.
When this policy applies
The check only applies when all of the following are true:
The applicant was previously registered with BMABA under another club's account, or through a partner organisation or NGB
That previous registration ended less than 12 months ago
The applicant was not removed from that account by the lead instructor or organisation (i.e. the record was not cancelled or archived)
The applicant intends to teach the same style as the prior club or organisation
The applicant's new club is within 28.5 miles of the prior club's primary training venue
The account or club to whom they were registered remains active.
If any one of those is not true, the applicant is treated as a new member and this policy does not apply.
For NGB and partner organisation accounts: where the previous registration was through an account flagged by us as an NGB or partner organisation, the distance test does not apply. Because these organisations licence and operate nationally, the check applies anywhere in the UK. All the other conditions (12 months, not removed, same style) still apply.
On "same style": we apply this sensibly. Two forms of Karate would usually count as the same style. Someone moving from Karate to Jujitsu would usually not. If in doubt, ask us.
How the process works
You apply.
You apply as normal through our website.
We check.
If our checks show this policy applies, we will contact you to explain it before going any further.
You choose how to proceed.
You can give us permission to contact your previous club or organisation, wait until 12 months have passed since your previous registration ended (at which point the policy no longer applies), or request a full refund.
We contact your previous club or organisation.
With your permission, we will email them to let them know you have applied and ask whether they have any material concern about your membership being set up independently.
They have 7 calendar days to respond.
If they do not reply within 7 calendar days of our email, we will treat that as a release, and your membership will go ahead.
If a concern is raised;
Our Safeguarding and Compliance team will review it and make a decision.
If we cannot grant membership;
You will be offered a full refund, or the option to wait until the 12 month mark.
We will only contact your previous club or organisation with your permission. If you would rather we didn't, that's completely fine: you can wait out the 12 months or take a full refund.
What counts as a material concern
We do not allow clubs or organisations to withhold release unreasonably. "I don't want them on the platform" is not a reason we will accept. There must be a genuine, material concern, such as:
Safeguarding concerns
Poor practice or unprofessional conduct
The applicant was dismissed or removed from their role for a specific reason
A contract is in place between the club and the applicant that covers this situation
The applicant left very recently and there is a real concern about misuse of the club's intellectual property, contacting its students, or otherwise interfering with the club's operations
A recent, fractured departure where the applicant is now setting up a rival club nearby, meaning we could not fairly represent both parties
Concerns should relate to things that happened while the applicant was with the club, and ideally will already have been raised with us at the time.
A note on safeguarding: if a club or organisation raises a safeguarding concern for the first time during this process, we will not ignore it. It will be referred to our Safeguarding team and handled under our safeguarding procedures, separately from the membership decision.
Right of appeal
Both the applicant and the previous club or organisation can appeal a decision if they feel it is unfair. Appeals are reviewed by our Safeguarding and Compliance team. As a Community Interest Company, we take seriously our duty to make our services fairly available to everyone who is eligible.
Double registrations picked up after joining
Very occasionally, someone may join without this check being triggered, for example if they apply using a different variation of their name or email address. Being issued a membership does not mean the policy no longer applies.
If we later identify that the policy should have applied, we will apply the test retrospectively, including contacting the previous club or organisation where appropriate. We will work with the member to find a fair outcome. If no solution can be found, we may need to end the membership (and any insurance) before its renewal date. Where no foul play is found, we will treat the member as fairly as possible, which may include a full or partial refund.
Instructors still registered on another account
This policy covers instructors whose previous registration has ended. If you are still actively registered on another club or organisation's account, you cannot hold a second, independent registration at the same time. To move to your own account, you will need to agree it with your lead instructor or organisation, or follow the change of authority process below.
Where a club or organisation has paid for a membership period that still has time left to run, we may ask you to purchase your own membership and refund the original payer for the remaining period.
Principal to contract
Our "principal to contract" is the person, club or organisation that takes out and pays for a membership with us. For example, a lead instructor who registers additional instructors, or a partner organisation that registers its members through us.
Everyone registered under that account is a BMABA member in their own right and can contact us for help, guidance and support. The principal to contract is simply the party we hold the contract with and as such, are considered the 'first past the post' in terms of binding authority.
Changing who your account sits under
If you would like your membership to sit under another instructor, club or organisation (for example, joining an NGB that partners with us), contact us in writing by email, chat or messenger and tell us who authority should move to. As long as the new club or organisation agrees, we can arrange this at no cost.
The moment you are assigned under a lead instructor, club or organisation, that entity takes authority over your account - including renewals, cancellations, cover and all other aspects of management.
Please think carefully before moving an independent membership under another account, as this policy becomes binding from that point and you can not retrospectively re-separate to an independent status without this policy being satisfied.
Our expectations of everyone
We expect all parties to act with the integrity and respect martial arts should instil. Instructors who use their time on another club's account to set up a rival club and move students across will find that we cannot support them in the way we otherwise would. Equally, clubs or organisations that try to use this policy to control instructors or members for commercial or political reasons will find their objections do not succeed.
Our aim is always the same: an outcome where BMABA can represent everyone fairly, without taking sides, and remain impartial for the purposes of safeguarding, governance and support.
Common questions
A former instructor has disappeared from our register. Where have they gone?
Every instructor has one unique record with BMABA, and that record belongs to them. If someone who was previously on your account falls outside this policy, they can take ownership of their own record, and it will leave your account and register.
We don't contact the previous club in advance in these cases. If you'd like confirmation of what happened, contact our team and we can confirm the record has moved in line with this policy. We won't share details of their new membership.
Can we still get confirmation of when they were registered or insured with us?
Yes. BMABA keeps a full history. Contact our team and we can confirm the dates someone was registered or insured with your club.
Do we have to give permission for a former instructor to join BMABA independently?
Only if this policy applies, meaning their registration with you ended less than 12 months ago, they weren't removed from your account, they teach the same style, and they're setting up within 28.5 miles of your primary training venue (or anywhere in the UK for NGB accounts). In all other cases, no permission is needed.
Can we refuse to release someone?
Only if you have a genuine, material concern, such as safeguarding, poor practice, dismissal, a contract between you, or a real risk to your club's operations. You can't refuse simply because you'd prefer them not to join. Our Safeguarding and Compliance team makes the final decision, and both sides can appeal.
What happens if we don't reply to BMABA's email?
If we don't hear back within 7 calendar days of our email, we treat that as a release and the membership goes ahead.
I've applied and been told this policy applies to me. What are my options?
You can give us permission to contact your previous club or organisation, wait until 12 months have passed since your previous registration ended, or request a full refund. It's entirely your choice.