- PURPOSE OF DOCUMENT
Mansfield Fencing Club (previously TSCA Swords) is an unincorporated association. For the purpose of the Data Protection Act 1998, the data controller is Mansfield Fencing Club. The club is the owner of www.mansfieldfencing.club and the website which it maintains. The club is committed to protecting your privacy and processing your personal data in accordance with the Data Protection Act (DPA) 1998 up to 24 May 2018 and the General Data Protection Regulation (GDPR) on and from 25 May 2018 (Data Protection Legislation). This policy explains how the information we collect about you is used and kept securely.
- THE INFORMATION WE COLLECT ABOUT YOU
3.1 WHEN USING OUR WEBSITE, OR INTERACTING WITH US VIA EMAIL AND TELEPHONE
We may collect the following information about you through our website:
- Your name, email address, postal address and any other information you voluntarily provide to us via our website and online forms.
- Your IP address (which is a unique identifier that computers and devices use to identify and communicate with each other) which is automatically recognised by the web server.
3.2 WHEN BECOMING A MEMBER
By joining the club as a member, you or your legal guardian consent to being bound by all relevant rules, codes and policies governing the activities and conduct of the membership Codes of conduct and other relevant policies can be found on the web site.
When you register with us as we will collect some or all of the following information (Fencing Data) about you
- date of birth,
- email address,
- up to 2 telephone numbers,
- emergency contact information,
- relevant medical information for first aiders
- HOW WE USE YOUR INFORMATION
We will collect and process your personal data on the basis of legitimate interests – for the purposes of your membership and may use your personal information for a number of purposes, including:
- To deliver the services that form a part of the membership you have.
- To deal with your requests and enquiries.
- To contact you for reasons related to your enquiry.
- To notify you about fencing events/competitions.
5. SHARING YOUR INFORMATION
If you become a registered member with the club we may share your information with British Fencing if required to do so
If we would like to share your information for any other purpose we will ask for your consent.
If we disclose your information, we ask the organisation to demonstrate that the data will assist in the prevention or investigation of crime or that BF is legally obliged to disclose it. This is done on a strictly case by case basis and through a tightly controlled process to ensure we comply with Data Protection Legislation.
6. PROTECTING YOUR INFORMATION
7. RETAINING YOUR INFORMATION
7.1 MEMBERSHIP DATABASE
We will retain your Fencing Data for such time as you are a member registered with us and will then delete your information on a staged basis as follows:
Type of information
- Fencing Data: deleted seven years after an individual has not attended the club.
- Name and date of birth, postcode, Home Country: will be deleted or anonymised after the seven-year period referred to above.
Safeguarding case information and concerns will be stored indefinitely.
7.3 CRIMINAL RECORD CHECKS
Mansfield Fencing Club does not typically retain copies of certificates. Mansfield Fencing Club will note the date on which the check has been performed and the status of the check.
In some cases a certificate contains information which impacts a recruitment or registration decision. Once a recruitment (or other relevant) decision has been made, we do not keep certificate information for any longer than is necessary. This is generally for a period of up to six months, to allow for the consideration and resolution of any disputes or complaints.
8.1 MEMBERSHIP COMMUNICATIONS
We will communicate with you through email, notices posted on our websites and other means. By joining the club, you are indicating your consent to receive statutory notices to the email address you supply and accept that you are responsible for updating our records if your email address or other personal details change.
We may carry out surveys using a third-party provider, Survey Monkey (www.surveymonkey.com). These surveys may be accessible through our website. When we collect your personal data through our website (eg through newsletter sign-ups) we may
ask you for your consent to participate in our surveys. When we collect your personal data through our membership data we will ask whether you wish to receive these surveys.
If you have provided consent to participate, we will transfer your data to Survey Monkey for these purposes only. In each survey, we will clearly tell you what personal data we are collecting, why we are collecting it and what it will be used for. We will provide a link to terms and conditions for any incentives offered to take part in that survey. We do not link any other information about your browsing activity with the survey data, which is stored separately.
8.3 OTHER SERVICE AND MARKETING MESSAGES
Our communications may include emails which help inform you about matters relevant to your membership terms and conditions and emails related to the proper functioning of your account.
9. FINDING OUT WHAT INFORMATION BF HOLDS ABOUT YOU
Under legislation, you can ask to see any personal information that we hold about you. Such requests are called subject access requests. If you would like to make a subject access request, please contact the club secretary.
You will also need to provide two forms of identification, for example, driving licence, utility bill or passport and, if appropriate, any particulars about the source, location and timeframe of the information you are requesting.
10. QUESTIONS ABOUT THE POLICY
If you have any questions about this Policy, please contact the club secretary.
What personal data we collect and why we collect it
When visitors leave comments on the site we collect the data shown in the comments form, and also the visitor’s IP address and browser user agent string to help spam detection.
If you leave a comment on our site you may opt-in to saving your name, email address and website in cookies. These are for your convenience so that you do not have to fill in your details again when you leave another comment. These cookies will last for one year.
If you have an account and you log in to this site, we will set a temporary cookie to determine if your browser accepts cookies. This cookie contains no personal data and is discarded when you close your browser.
When you log in, we will also set up several cookies to save your login information and your screen display choices. Login cookies last for two days, and screen options cookies last for a year. If you select “Remember Me”, your login will persist for two weeks. If you log out of your account, the login cookies will be removed.
If you edit or publish an article, an additional cookie will be saved in your browser. This cookie includes no personal data and simply indicates the post ID of the article you just edited. It expires after 1 day.