Setting up the piste...
Effective Date: 12/08/2026
Last Updated: 12/08/2026
Out East Fencing Club ("Out East", "we", "us", or "our") is responsible for the personal information we collect and use in connection with the Out East Fencing Club website, Club activities, memberships, courses, bookings, and other services we provide.
This Privacy Notice explains what personal information we collect, why we use it, who we may share it with, how long we keep it, and your rights under UK data protection law.
This Notice should be read alongside our internal Data Protection Policy and other relevant Club policies.
Depending on how you interact with Out East, we may collect information such as:
When you use the Website, we may automatically receive limited technical information, such as:
We do not currently use optional analytics cookies to analyse how visitors use the Website. If this changes, our Cookie Policy will be updated and the relevant consent will be obtained where required.
We may use personal information to:
We will not use your information for purposes that are incompatible with the purpose for which it was collected without an appropriate legal basis.
Under UK data protection law, we need a lawful basis for processing personal information. Depending on the circumstances, we may rely on different lawful bases, including:
Where we process special category information, such as health information, an additional condition under UK data protection law will also apply where required.
We may contact you about activities and services you have booked or joined.
We may also send promotional communications where we have a lawful basis to do so. Where applicable, we will provide an appropriate way to opt out of marketing communications.
You can also contact us to ask us to stop sending marketing communications.
Operational communications relating to your membership, booking, payment, or participation may still be sent where necessary, even if you have opted out of marketing.
We use a limited number of third-party services to operate the Website and Club's payment, communications, and administrative systems.
These currently include:
These services may process personal information as necessary to provide their respective services. Where a provider processes personal information on our behalf, we seek to have appropriate contractual and data protection arrangements in place.
Some providers may process information outside the United Kingdom. Where this occurs, we will take appropriate steps to ensure that applicable UK data protection requirements concerning international transfers are met.
We use Stripe to process payments for certain Club activities, including course and membership payments.
Payment-card details are entered directly into Stripe's payment interface and are not normally received or stored by Out East.
We may receive information associated with a payment, such as your name, email address, amount paid, payment status, transaction or payment reference, and the relevant course or membership.
We use Resend to deliver certain emails sent by the Club. These may include booking confirmations, registration confirmations, course information, membership communications, responses to enquiries, safeguarding or administrative notifications, and other transactional communications.
Where necessary to deliver an email, Resend may receive information such as the recipient's name, email address, and the content of the message.
We do not use Resend to sell or otherwise provide your information to third parties for their own marketing purposes.
Our website is hosted and deployed using Vercel. When you visit the Website, Vercel may process technical information associated with requests to the Website, such as IP addresses, browser information, and other information necessary to deliver, secure, and operate the service.
This processing is part of providing and securing the Website rather than optional analytics.
The Club uses NextAuth to manage authentication for its administrative systems.
Authentication may involve necessary session or authentication cookies being stored on your device. These cookies are used to maintain a secure authenticated session and are not optional analytics cookies.
Administrative authentication is intended for authorised Club personnel. We do not provide general member accounts or member access to the Club's administrative systems unless this changes in the future.
The Club's website domain and associated DNS services are managed through Namecheap. Namecheap may process limited account and technical information necessary to provide domain registration and DNS services.
This is primarily relevant to the Club's administration and operation of its Website rather than to ordinary Website visitors.
We do not sell your personal information.
We may share personal information where reasonably necessary with:
We will only share information where there is an appropriate lawful basis and, where relevant, only the information necessary for the particular purpose.
Out East may need to collect or use sensitive information in order to support the safe participation of members and participants.
This may include:
We only seek information that is reasonably necessary for the relevant purpose. Such information will only be accessed and used where necessary for an appropriate purpose, such as supporting safe participation, responding to a safeguarding concern, complying with a legal obligation, or protecting someone from harm.
Where there is a genuine concern about someone's safety or welfare, we may need to share relevant information with people or organisations able to help. This may include the Club Welfare Officer, British Fencing, emergency services, social services, police, medical professionals, or another appropriate organisation.
We will seek to share only information that is relevant and necessary. Data protection law does not prevent appropriate information sharing where this is lawful and necessary to protect a person.
Where information needs to be shared for safeguarding or safety reasons, confidentiality cannot always be guaranteed.
Out East provides fencing activities for children and young people. We therefore process personal information relating to young participants as part of administering their participation and maintaining appropriate safeguarding and welfare arrangements.
Where appropriate, we may collect information from or about a parent or legal guardian, including emergency contact details, health information, accessibility information, consent information, and other information necessary to support safe participation.
We take particular care when processing information relating to children and young people and will only use and share such information where there is an appropriate lawful basis and a legitimate need to do so.
Where appropriate, we may communicate with a parent or guardian about a child's participation, bookings, safety, or welfare.
Photographs and videos may constitute personal information where individuals can be identified.
If we take or publish photographs or other media involving identifiable individuals, we will handle them in accordance with our Photography & Media Policy and any applicable consent arrangements.
We take particular care with images of children and young people.
Participation in a Club activity does not, by itself, mean that you have agreed to the publication of identifiable photographs or video for promotional purposes.
We use cookies and similar technologies for essential Website functionality, including remembering cookie consent choices and supporting authorised Club administration.
We currently use essential cookies that are necessary for the Website or associated functionality to operate properly.
We do not currently use optional analytics cookies. We may introduce optional analytics cookies in the future to help us understand how visitors use the Website.
If we introduce optional analytics cookies, we will update this Privacy Notice and our Cookie Policy and obtain consent where required before using non-essential analytics cookies.
Our cookie-consent mechanism is provided using the react-cookie-consent software library. This library is used to manage and remember your cookie preference; it is not itself an analytics service.
For more information, please see our Cookie Policy.
We retain personal information only for as long as reasonably necessary for the purposes for which it was collected or where we have another legitimate reason or legal obligation to retain it.
Different types of information may therefore be retained for different periods.
For example, we may need to retain certain information after a membership ends for purposes such as:
When information is no longer required, we will securely delete or otherwise dispose of it where reasonably practicable.
Personal information may be stored or processed using service providers whose systems are located in the UK, European Economic Area, or other countries.
Where information is transferred outside the UK, we will take appropriate steps to ensure that the transfer is lawful and protected in accordance with applicable data protection law.
We use appropriate technical and organisational measures to protect personal information against unauthorised access, loss, misuse, or disclosure.
Depending on the information and system involved, these measures may include:
No method of transmitting or storing information can be guaranteed to be completely secure, but we take reasonable steps to protect the information we hold.
Under UK data protection law, you may have rights in relation to your personal information, including the right to:
These rights are subject to certain exceptions and limitations under data protection law. For example, we may need to retain or continue processing certain information where we have a legal obligation or another lawful basis to do so.
If you would like to exercise a data protection right or ask a question about the information we hold about you, contact us at: privacy@outeastfencing.co.uk
We may need to verify your identity before providing information or making certain changes.
We will normally respond within the timeframe required by applicable data protection law.
If you have concerns about how we have handled your personal information, please contact us first so that we have an opportunity to address the issue.
You also have the right to complain to the UK's data protection regulator, the Information Commissioner's Office (ICO), if you believe your personal information has not been handled in accordance with data protection law.
Further information about the ICO and how to make a complaint is available at ico.org.uk/make-a-complaint.
We may update this Privacy Notice from time to time to reflect changes to our activities, the information we process, the services we use, or applicable law and guidance.
The latest version will be published on this page with its effective or updated date.
If you have any questions about this Privacy Notice or how Out East handles personal information, please contact:
Out East Fencing Club
Email: privacy@outeastfencing.co.uk
Registered office: Room 1, 712a High Road, London, N12 9QD
Last updated: 12/08/2026