This document defines our Privacy Policy.
This is split into two separate sections as they are captured and managed separately:
- Membership Data
Data captured directly by BF, with data for members affiliated to Welsh Fencing being periodically retrieved and held on the Welsh Fencing server. - Event Data
Data captured by Welsh Fencing (or by BF on behalf of Welsh Fencing) for the purpose of organising fencing events, including competitions, coaching sessions and development sessions amongst others.
Membership Data
What data is being collected?
Personal Data is held in the database underlying the Welsh Fencing website. The source data is the Sport80 BF database of current Member & Club information. Access to the data is controlled by username & password.
Who is collecting it?
The data is captured by BF, using the Sport80 membership portal.
How are you collecting it?
The data is periodically downloaded from Sport80, and integrated into our website.
Why are you collecting it?
WF require the Personal Data in question in order to :
- notify Members and Clubs of AGMs/EGMs and other important events & issues identify age- & gender-related eligibility data
- for competition entry purposes (see tab for Event Data);
- act as source material to support statistical data (as required by SportWales)
- to provide a record of current DBS certificates (as required to evidence SafeGuarding requirements)
How are you using it?
The webmaster accesses the data by integrating the data into the underlying website database.
Public data will be publicly presented on the website; private data will be secured by username/password, and only accessible to those who require access to the data in order to undertake their activities, as sanctioned by the Board.
Do you plan to share it?
The data is not shared.
How long will you store it?
To strike a balance between deleting Personal Data once membership has lapsed, and the need to deal with any miscellaneous historic queries as they may arise, it is however reasonable to retain some historical records, and therefore where membership has lapsed, Personal Data is deleted after 3 years.</p
What control do I have over it?
As the source data comes from BF, any such requests should be referred to BF.
Is this likely to affect me negatively?
No. The data is purely for communication and validation purposes.
Event Data
What data is being collected?
Data is collected into the underlying website database. The data consists of name, club, BFA membership number, and contact details. The year of birth is also captured for youth entrants.
Who is collecting it?
The data is being collected by the organisers of fencing events in Wales.
How are you collecting it?
The data is captured in the BF Sport80 portal.
Why are you collecting it?
The data is collected:
- to capture details of all those interested in taking part of a specific fencing event;
- to validate the membership of entrants into fencing events;
- to facilitate on-line payment of entry fees (Note that Stripe is used for payment processing. No financial information or payment details are maintained through this transaction. The payment is directly received in Welsh Fencing's Stripe account.
- for youth events, to allocate the fencer into the appropriate age group;
- to permit online presentation of entries into a specific event (ie entry lists)
How are you using it?
The data is transferred into fencing-specific applications to manage the event on the day. Following completion of the event, the results are extracted into HTML format for communication via the Welsh Fencing website (ie event results)
Do you plan to share it?
For some events, the results are sent to administrators for the incorporation of the data into ranking lists and for presentation on other websites. The data is also shared using social websites, such as Twitter and Facebook.
How long will you store it?
The source data will be stored until shortly after completion of the event, when it will be deleted.
Results will be maintained on the Welsh Fencing website for a number of years, typically four years.
What control do I have over it?
If you wish to delete the data before the event runs, simply notify the Webmaster and you will be withdrawn from an event. You do not automatically qualify for a refund of any payments made.
Last review: 8 Deember, 2021