Guildford Fencing Club - Data Processing and Privacy

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

Purpose	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	Consent
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
Safeguarding	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.