Privacy Policy

Information that we collect

Any information that you give us will be stored in our online administration system, TidyHQ. You can log in to this service at any time to view or update all the information that we hold about you, and change your communication preferences.

Required Information

When you join the club, we ask you to provide your name and email address so that we can get in touch with you about events that the club may be running, updates on our club sessions and with other information that may be relevant (e.g. information about competitions, club-branded equipment, or social events). In addition to these details, we also require the name and phone number of someone who we can contact in an emergency.

As part of our support of British Fencing, all members of the club must also be members of British Fencing. For this reason, we ask you to provide your BF membership number.

Club Sessions

We ask you to provide your name, email address and a contact phone number when you sign up for a club session (via the events page) so that we can collect tracing information for the government test and trace programme. These details will be shared with the contact tracers if we are notified that someone at a particular session has tested positive for COVID-19. The attendance records for a session will be retained on the administration website for a maximum of three months.

Course Attendees

In addition to your name and contact information, our public liability insurance policy requires that all course attendees are members of British Fencing. (Before 4th May 2018, we were required to collect home addresses as part of this policy instead of enforcing BF membership)

Optional Information

If you wish to let us know about your address, date of birth, or any medical conditions that you think are relevant, please let us know on the form.

Children’s information

If you are the parent/guardian of a junior member or course attendee, we ask that you provide your email and contact information rather than your child’s. Parents/guardians consent that the club can use any information that they provide about their children for the purposes detailed below. We only ask for your child’s name for the purpose of creating accurate attendee lists for courses, and so that we know who our members are.

How long we keep information for

The information that you provide will be stored on our administration system, which is web-based and used to manage the finances of the club, email information about events and activities within the club, and generate membership and attendance lists. We will keep this information for up to three years after you cease being a member of the club or attend a course, for the purpose of monitoring membership statistics. After that time, we will delete any details that you have provided.

Who can access the information

The information that you provide is only accessible by members of the club committee (Chair, Vice Chair, Secretary, Treasurer, Safeguarding Officer) and the coaches who teach lessons.

What we use the information for

Personal information that you provide is used for administering your membership of the club (or attendance at a course that we provide). We will provide your phone number and email address to the government test and trace service if we are notified that someone who attended a session on the same date as you has been diagnosed with COVID-19.

We will use your email address to send you information about club sessions, competitions and events, and social functions, unless you opt out of communications from the club. When you attend one of our beginners’ courses, we are required to ensure that you are a member of British Fencing’s Introductory Membership scheme, and will verify this with them.

We do not share your personal information with any other third party for any other purpose.

The privacy policy of TidyHQ may be viewed here (

Updated: 31 Aug 2020