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Guildford Fencing Club - Data Processing and Privacy

Guildford Fencing Club holds and processes personal data for the following purposes.


Lawful basis

Maintaining the list of recent members of the Club, the accounts of the club, and entrants in competitions run by the club; and sending communications about the club’s activities such as changes to term dates, and arrangements for teams and matches

Contract, and legitimate interests

Sending communications about non-club events or products, such as local competitions


Maintaining lists of Committee Members, the Club’s coaches and recent volunteers

Legitimate interests

Financial records including contact details for hall hire, equipment purchase and other purchases and hires.

Contract, and legitimate interests

Applications for grants which might request statistical data

Legitimate interests

Holding details of health conditions (knowingly disclosed by members or parents) and providing them to coaches or first aiders in order to avoid risks to health or in the event of medical emergency

Vital interests


Legitimate interests and legal obligation.

Records of Club competitions and club matches, including publication of recent results

Legitimate interests

Identification of individuals in publication of newsletters, websites and publicity, including members’ results and photographs in competitions, matches,and special events

Legitimate interests, exemption for journalism

Personal information will not be passed to other organisations unless required for safeguarding or insurance purposes.

Individuals may withdraw consent they have given for use of their information at any time. In addition, as a matter of policy, the club will respect the wishes of any individuals who notify the club that they consider their own interests require they not receive any e-mails about club activities, and/or not be mentioned in publicity. 

Information is normally retained for up to five years in the case of financial records, and unless requested otherwise three years from the date of last contact with an individual (to allow for members who attend infrequently).

Committee members acting on behalf of the club will not process or retain data improperly, and they will support requests for data discovery or deletion where the law requires; obviously this does not affect their rights as private individuals regarding data they have obtained legitimately.

Page produced using SeaMonkey Composer, by Tim and Julie Schofield -

Information may not always be up-to-date; last updated 24 May 2018

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