Southern Fencing Region

PRIVACY NOTICE

Southern Fencing Region is a data controller and this notice sets out how we hold and process information we hold about you.

• We collect and process data in order to run regional activities
• We may collect some data with your consent: e.g. medical information (e.g. dietary restrictions),
• Some data is collected for contractual reasons – e.g. competition entry, training courses
• Some data is held for legal purposes: e.g. to validate our accounts and tax records

We may hold information both in paper form and as computer files.

The data we hold includes the following:

• Name,
• contact address,
• phone numbers,
• email address
• gender
• Name and contact details of parent/guardian of children under 18
• British Fencing membership number,
• club affiliation,
• school,
• date of birth,
• medical information (only with your consent)
• bank details (to process payments & only with your consent)
• Qualifications (e.g. coaching, refereeing, armouring, 1^st Aid, CRB checks)
• Competition and course attendance
• Disciplinary history
• Your consent (or not) to be sent notifications about events

We process personal information about fencers and volunteers (and parents of child fencers) only as a means of operating the region’s activities – principally organising competitions and training days.

Relevant information may include personal details, payment details, competition results, qualifications

We may need to share personal information with others. If we do this we will keep to data-protection legislation. Depending on the circumstances we may share the information with:

• British Fencing, as the national body coordinating fencing in the UK, to allow them to properly administer the sports on a local, regional and national level.
• England Fencing, as the national body for England
• Fencing clubs in Southern Region, or neighbouring Regions
• Competition entry system providers (e.g. Sport80 & Eventbright)
• Competition venues (e.g. Cadet Winton because it is a residential competition)
• Training course providers (e.g. first aid, coaching, welfare, refereeing, etc.)
• The Government or our regulators or the Police: where we are required to do so by law or to assist with their investigations or initiatives.
• Providing references to future employers or organisations you may wish to volunteer for.

This does not mean we will share any information only that we may share information if we need to.

You have the right to ask for a copy of the information we hold about you and how it is used. We want to make sure that the information is correct and up to date, you may ask us to correct or delete information that is not accurate.  You can contact us via the website, or through British Fencing.

Data relating to our accounts and auditing is held for up to 7 years after which files are destroyed. Personal data will normally be deleted 6 years after we are last aware that a fencer is still active in the region (e.g. a member of British Fencing & in the region, or a member of a regional club or competing in the region, unless there is a legal reason to keep it longer.