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General Data Protection

  1. About this Policy

    1. This policy explains when and why we collect personal information about our members and instructors, how we use it and how we keep it secure and your rights in relation to it.

    2. We may collect, use and store your personal data, as described in this Data Privacy Policy and as described when we collect data from you.

    3. We reserve the right to amend this Data Privacy Policy from time to time without prior notice.  You are advised to check our website Celtic Sword or our Club noticeboard regularly for any amendments (but amendments will not be made retrospectively).

    4. We will always comply with the General Data Protection Regulation (GDPR) when dealing with your personal data.  Further details on the GDPR can be found at the website for the Information Commissioner (  For the purposes of the GDPR, we will be the “controller” of all personal data we hold about you


  1. Who are we?

    1. We are Celtic Sword Club we can be contacted via email or telephone 07988 994123.


  1. What information we collect and why


Type of information


Legal basis of processing

Member's name, address, telephone numbers, e-mail address

Managing the Member’s membership of the Club.

Managing the duty roster.

Performing the Club’s contract with the Member.

For the purposes of our legitimate interests in operating the Club.

Emergency contact details

Contacting next of kin in the event of emergency

Protecting the Member’s vital interests and those of their dependants

Date of birth / age related information

Managing membership categories which are age related

Performing the Club’s contract with the Member.


Provision of adequate equipment for members. 


For the purposes of our legitimate interests in making sure that we can provide sufficient and suitable equipment for each gender

Photos and videos of Members

Putting on the Club’s website and social media pages and using in press releases

Consent.  We will seek the Member’s consent on their membership application form and each membership renewal form and the Member may withdraw their consent at any time by contacting us by e-mail or letter

Member’s and former member’s name and e-mail address

Passing to the British Fencing or Welsh Fencing to conduct surveys of Members and former members of the Club  The surveys are for the benefit of the Clubs (and other clubs) and / or the benefit of  British Fencing or Welsh Fencing

For the purposes of our legitimate interests in operating the Club and / or the legitimate interests of the British Fencing or Welsh Fencing in their capacity as the national body for Fencing.

Instructor’s name, address, email addresses, phone numbers and relevant qualifications and/or experience.

Managing instruction at the Club

For the purposes of our legitimate interests in ensuring that we can contact those offering instruction and provide details of instructors to members



  1. How we protect your personal data

    1. We will not transfer your personal data outside the EU without your consent

    2. We have implemented generally accepted standards of technology and operational security in order to protect personal data from loss, misuse, or unauthorised alteration or destruction

    3. Please note however that where you are transmitting information to us over the internet this can never be guaranteed to be 100% secure

    4. For any payments which we take from you online we will use a recognised online secure payment system

    5. We will notify you promptly in the event of any breach of your personal data which might expose you to serious risk


  1. Who else has access to the information you provide us?

    1. We will never sell your personal data. We will not share your personal data with any third parties without your prior consent (which you are free to withhold) except where required to do so by law or as set out in the table above or paragraph 5.2 below

    2. We may pass your personal data to third parties who are service providers, agents and subcontractors to us for the purposes of completing tasks and providing services to you on our behalf (e.g. to print newsletters and send you mailings).  However, we disclose only the personal data that is necessary for the third party to deliver the service and we have a contract in place that requires them to keep your information secure and not to use it for their own purposes.


  1. How long do we keep your information?

    1. We will hold your personal data on our systems for as long as you are a member of the Club and for as long afterwards as it is in the Clubs’ legitimate interest to do so or for as long as is necessary to comply with our legal obligations.  We will review your personal data every year to establish whether we are still entitled to process it.  If we decide that we are not entitled to do so, we will stop processing your personal data except that we will retain your personal data in an archived form in order to be able to comply with future legal obligations e.g. compliance with tax requirements and exemptions, and the establishment exercise or defence of legal claims

    2. We securely destroy all financial information once we have used it and no longer need it


  1. Your rights

    1. You have rights under the GDPR:

  1. to access your personal data 

  2. to be provided with information about how your personal data is processed

  3. to have your personal data corrected

  4. to have your personal data erased in certain circumstances

  5. to object to or restrict how your personal data is processed

  6. to have your personal data transferred to yourself or to another business in certain circumstances.


  1. You have the right to take any complaints about how we process your personal data to the Information Commissioner:  

0303 123 1113. 

Information Commissioner's Office

Wycliffe House

Water Lane


Cheshire SK9 5AF

If you have any queries, questions or comments on the information contained in this leaflet, kindly contact


  1. Celtic Sword Club Responsibility Statement:

The information contained in this Guidance represents the Celtic Sword Club’s interpretation of the law as at the date of this edition.  Celtic Sword Club takes all reasonable care to ensure that the information contained in this Guidance is accurate and that any opinions, interpretations and guidance expressed have been carefully considered in the context in which they are expressed.  However, before taking any action based on the contents of this Guidance, readers are advised to confirm the up to date position and to take appropriate professional advice specific to their individual circumstances.

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