SARNIA SWORD CLUB
PRIVACY POLICY
This is the Privacy Policy of the Sarnia Sword Club. It is issued in compliance with the
Data Protection (Bailiwick of Guernsey) Law, 2017 “the Law”.
We care about your personal data and ensuring you are informed about how we use it.
We promise to protect your data, and to manage any information you share with us in line with data protection legislation.
This Privacy Policy sets out how and why we collect and use your personal data and our legal basis for doing so.
It applies whenever we collect your personal data, including when you use our website, other digital platforms, or in paper, so please read it carefully.
About Us
We are the Sarnia Sword Club. We are a community fencing club and offer the opportunity to fence and compete with all three weapons available in the sport. We are a non profit organisation.
How to contact us about your personal data or this privacy policy.
We are defined as a Controller under Guernsey Law and if you have any questions about this privacy policy please contact us at sarniaswordclub@gmail.com
Contacting the regulator
If you feel that your data has been handled incorrectly or you are unhappy with our response to any requests you have made to us regarding the use of your personal data, you have the right to lodge a complaint with the data protection regulator – The Office of the Data Protection Authority (ODPA).
You can contact them for advice by telephoning (01481) 742074 or by email to enquiries@opda.gg or you can submit a complaint online at www.odpa.gg and complete the ‘make a complaint’ section.
What data we may collect
When we provide you with services we may collect and store any personal information that you provide to us. We may collect and process the following types of personal data:
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Your personal details details, such as
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Name
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Email address,
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Postal address
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Telephone number (both landline and mobile)
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Date of birth
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Gender
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Your medical details
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Details of your social media accounts
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Family details (emergency contact number(s))
Information from your computer or device. When you browse the website, information is sent to us which includes your IP address, what pages you have visited, your device type and internet browser details. Your IP address may give information about your location. This data is used for analytical information to help us improve the website, and so service levels can be monitored and maintained or improved.
The information we store can also be used to help prevent fraud.
Where we collect and manage information about children, we will manage it in a way which is appropriate to the age of the child. Information is usually collected when children are booked onto our activities by parents or carers. This information can be sensitive personal (Special Category) data if a medical condition needs to be disclosed for the purpose of participation. We will always keep this information secure and will never knowingly send marketing material to children.
We will always seek consent from a parent or carer before collecting information about children.
Special Category Data
This is defined in the Law as - Personal data revealing an individual’s racial or ethnic origin, political opinion, religious or philosophical belief, trade union membership, genetic data, biometric data, health data, data concerning an individual’s sex life or orientation, & criminal data.
Under this section, we would only keep very brief medical records to ensure that we are aware of any medical condition(s) that you or your child have that may interfere with the enjoyment of the activity that you/they are participating in.
We require explicit consent from you before that data is obtained and processed and so consequently, we will ensure that this is made clear in the policy and a signed consent form completed and kept on file.
What we use your information for
All personal information that we collect about you will be recorded, used, and protected by us in accordance with applicable data protection legislation and this privacy policy. We may supplement the information that you provide with other information that we obtain from our dealings with you e,g, coaching and refereeing interest or qualifications. In broad terms we use your data for the following purposes:
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To administer and provide services you request or have expressed an interest in
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To keep a register of attendance
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To communicate with you relating to club events,training or other activities
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To trace and recover any debts incurred
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To ensure we can contact you (or a relevant family/friend) in the event of an emergency occurring during participation in our activities or events
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To be compliant with health and safety procedures, particularly in the event of an accident
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To personalise and tailor any communications that we may send you
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To enable us to administer any competitions or other offers.
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For profiling purposes to enable us to personalise and/or tailor any marketing communications that you may consent to receive from us.
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For promotional and marketing materials and activities, including photos and videos
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To investigate any complaints or questions you may raise
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Aid strategic development
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Other purposes reasonably ancillary to the above.
How we collect your data
We collect your personal data in the following ways:
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When you join the club
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When you contact us
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When you participate in a course run by the club
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Information we collect from our contact on social media (including but not limited to Facebook, and Instagram)
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Information available publicly. This may include information found in places such as schools, sports associations or other agencies.
Your rights relating to personal information under the law
The Law provides you with a number of rights, but specifically and of relevance, you have the
right to:
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request confirmation of the personal data that we hold about you and what we are doing with your data
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request correction of your personal data if incorrect, out of date or incomplete
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request that we stop any consent-based processing of your personal data after you have withdrawn that consent
Further information can be obtained from the Office of the Data Protection Commissioner (Authority) If you want to exercise your rights, have a complaint, or just have questions, please contact us
Collection of information by third parties
The Sarnia Sword Club website contains links to other sites whose information practices may differ from those of the Sarnia Sword Club. If you should visit such third-party sites, you should ensure that you review the appropriate privacy notices as we have no control over information that is submitted to, or collected by, these third parties.
Active members of the Sarnia Sword Club, both adults and children, are required to also be members of British Fencing (for insurance purposes) and as a consequence are also recorded by the Guernsey Union d’Escrime (as the local governing body) British Fencing uses “Sports 80” to record member details. We recommend that members make themselves familiar with the organisations data and privilege policies and ensure they are aware of the requirements and any information they may share. The Sarnia Sword Club cannot accept any liability or responsibility for any data held by these organisations, For the specific privacy policy relating to our website, please see the section further down this policy.
Sharing your personal data
We may share your data with third parties,
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if we are under a legal or regulatory duty to do so,
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If it is necessary to do so to enforce our terms of use, terms or other contractual rights,
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to lawfully assist the police or security services with the prevention and detection of crime or terrorist activity,
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where such disclosure is necessary to protect the safety or security of any persons, and/or otherwise as permitted under applicable law.
How we keep your data secure
We take the security of your personal information seriously. We have security procedures in place to protect our paper-based systems and computerised databases from loss and misuse, and only allow access to them when it is absolutely necessary to do so, and then under strict guidelines as to what use may be made of the personal information contained within them.
We undertake regular reviews of who has access to information that we hold to ensure that your information is only accessible by the Cub Secretaries.
Anyone with access to personal information must sign a confidentiality agreement as part of their contract which, among other things, includes strict regulations on the processing of personal data.
How long do we keep your personal data?
We will endeavour to keep your information accurate and up to date and not keep it for longer than is necessary. Your personal data is kept following the same pattern as The Guernsey Sports Commission’s Retention Schedule. The retention schedule sets out the kind of information the club creates and uses, how long it should be kept and what should be done with it at the end of its ‘life’.
Data and retention period
We collect personal details from you for different reasons and so we might keep it for different
lengths of time. For example, we might have to keep it for a long time for legal reasons, but most of the time unless mentioned in the table below, we will keep your details for 2 years after you last get in touch with us.
We will hold your personal data on file for as long as you are a member of the Sarnia Sword
Club. Your data is updated every year on annual membership forms. Any personal data we hold on you will be securely destroyed after 2 years of inactivity on that members account unless otherwise stated in the table.
Your data is not processed for any further purposes other than those detailed in this policy.
Privacy Policy – Use of Personal Data
1. Club Membership Administration, Planning and Delivery of Courses and Services
Purpose of data processing
To administer club membership and to plan and deliver courses and services.
Categories of personal data
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Name and surname
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Email address
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Postal address
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Gender
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Age
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School
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Medical conditions
Legal basis for processing
Consent
Retention period
Active members’ information is retained and updated on an ongoing basis.
If membership is not renewed, personal data is retained for 2 years following the lapse of membership.
Data shared with third parties
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Committee administrators
2. Activities
Purpose of data processing
To organise and deliver club activities.
Categories of personal data
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Name and surname
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Gender
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Age
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Medical conditions (where applicable to the activity)
Legal basis for processing
Consent
Retention period
2 years
Data shared with third parties
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Coaches
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League organisers
3. Marketing of Services (including newsletters and mailing lists)
Purpose of data processing
To communicate information about services, events, and updates.
Categories of personal data
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Name and surname
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Email address
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Postal address
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Gender
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Age
Legal basis for processing
Consent
Retention period
Newsletter and mailing list data is retained for 5 years.
Data shared with third parties
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None
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Press and media releases or articles are only issued with participants’ consent
4. Competition and League Results / Imagery of People
Purpose of data processing
To record competition and league results and to retain imagery for record and promotional purposes.
Categories of personal data
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Name and surname
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Gender
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Age
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Imagery
Legal basis for processing
Consent
Retention period
Archived for record purposes.
Data shared with third parties
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None
Data Retention and Disposal
At the end of the applicable retention period, all records — both paper and electronic — will be anonymised or securely destroyed.
The website
The website and its owners take a proactive approach to user privacy and ensure the necessary steps are taken to protect the privacy of its users throughout their visiting experience. The website complies to all UK national laws and requirements for user privacy.
Our Site and Mobile Apps may, from time to time, contain links to and from the websites of third parties. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these when you leave our Site, we encourage you to read the privacy notice/policy of every website you visit.
Use of Cookies
The website uses cookies to better the users’ experience while visiting the website. Where applicable this website uses a cookie control system allowing the user on their first visit to the website to allow or disallow the use of cookies on their computer / device.
This complies with recent legislation requirements for websites to obtain explicit consent from
users before leaving behind or reading files such as cookies on a user’s computer / device.
Cookies are small files saved to the user’s computer hard drive that track, save and store information about the user’s interactions and usage of the website. This allows the website, through its server to provide the users with a tailored experience.
Users are advised that if they wish to deny the use and saving of cookies from this website on to their computer’s hard drive, they should take necessary steps within their web browser’s security settings to block all cookies from this website and its external serving vendor.
Social Media Platforms
Communication, engagement and actions taken through external social media platforms that this website and its owners participate on are custom to the terms and conditions as well as the privacy policies held with each social media platform respectively. Users are advised to use social media platforms wisely and communicate / engage upon them with due care and caution regarding their own privacy and personal details.
This website nor its owners will ever ask for personal or sensitive information through social media platforms and encourage users wishing to discuss sensitive details to contact them through primary communication channels such as by telephone or email.
External Links
Although this website only looks to include safe and relevant external links, users are advised to adopt a policy of caution before clicking any external web links mentioned throughout this website.
The owners of this website cannot guarantee or verify the contents of any externally linked website despite their best efforts. Users should therefore note they click on external links at their own risk and this website and its owners cannot be held liable for any damages or implications caused by visiting any external links mentioned.