This Privacy Policy describes how personal data we collect from our members and other users of our services will be collected, stored and processed. We are committed to protecting your privacy and processing your personal data in accordance with the Data Protection Act (DPA) 1998 up to 24 May 2018 and the General Data Protection Regulation (GDPR) on and from 25 May 2018 (Data Protection Legislation). This policy explains how the information we collect about you is used and kept securely.

ANALYTICS

We may collect the following information about you through our website, email or via direct communication over the telephone.

  • Your name, email address, postal address and any other information you voluntarily provide to us via our website and online forms.

  • Your IP address (which is a unique identifier that computers and devices use to identify and communicate with each other) which is automatically recognised by the web server.

  • Information about your browser, network, and device

  • Web pages you visited prior to coming to this website

  • This information may also include details about your use of our own website (Fighting Fit Fencing) including:

  • Clicks

  • Internal links

  • Pages visited

  • Scrolling

  • Searches

  • Timestamps

We share this information with Squarespace, our website analytics provider, to learn about site traffic and activity.

COOKIES

This website uses cookies and similar technologies, which are small files or pieces of text that download to a device when a visitor accesses a website or app. For information about viewing the cookies dropped on your device, visit About the cookies Squarespace uses.

SHOPIFY

Our store is hosted on Shopify Inc. They provide us with the online e-commerce platform that allows us to sell our products and services to you.

Your data is stored through Shopify’s data storage, databases and the general Shopify application. They store your data on a secure server behind a firewall.

Payment:

If you choose a direct payment gateway to complete your purchase, then Shopify stores your credit card data. It is encrypted through the Payment Card Industry Data Security Standard (PCI-DSS). Your purchase transaction data is stored only as long as is necessary to complete your purchase transaction. After that is complete, your purchase transaction information is deleted.

All direct payment gateways adhere to the standards set by PCI-DSS as managed by the PCI Security Standards Council, which is a joint effort of brands like Visa, MasterCard, American Express and Discover.

PCI-DSS requirements help ensure the secure handling of credit card information by our store and its service providers.

For more insight, you may also want to read Shopify’s Terms of Service (https://www.shopify.com/legal/terms) or Privacy Statement (https://www.shopify.com/legal/privacy).

SECURITY

To protect your personal information, we take reasonable precautions and follow industry best practices to make sure it is not inappropriately lost, misused, accessed, disclosed, altered or destroyed.

If you provide us with your credit card information, the information is encrypted using secure socket layer technology (SSL) and stored with a AES-256 encryption. Although no method of transmission over the Internet or electronic storage is 100% secure, we follow all PCI-DSS requirements and implement additional generally accepted industry standards.

SECTION 7 - COOKIES

Here is a list of cookies that we use. We’ve listed them here so you that you can choose if you want to opt-out of cookies or not.

_session_id, unique token, sessional, Allows Shopify to store information about your session (referrer, landing page, etc).

_shopify_visit, no data held, Persistent for 30 minutes from the last visit, Used by our website provider’s internal stats tracker to record the number of visits

_shopify_uniq, no data held, expires midnight (relative to the visitor) of the next day, Counts the number of visits to a store by a single customer.

cart, unique token, persistent for 2 weeks, Stores information about the contents of your cart.

_secure_session_id, unique token, sessional

storefront_digest, unique token, indefinite If the shop has a password, this is used to determine if the current visitor has access.

CUSTOMER ACCOUNTS

If you create a customer account via our shop website (Shopify) we collect personal information to improve our checkout experience and customer service.

This information may include your:

  • Billing and shipping address(es)

  • Details about your orders (for example, your when & how you purchased goods and or services from us)

  • Email address

  • Name

  • Phone number

We share this information with Squarespace, as well as our third party secure Shopify account, so they can provide website services to us.

PURCHASING GOODS AND SERVICES FROM US

When you purchase something from our store, as part of the buying and selling process, we collect the personal information you give us such as your name, address and email address.

When you browse our store, we also automatically receive your computer’s internet protocol (IP) address in order to provide us with information that helps us learn about your browser and operating system.

Email marketing: With your permission, we may send you emails about our store, new products and other updates.

Emails

You’ll receive an automated email within 24 hours after you abandon your shopping cart, if all of the following occur:

  1. You enter your email address at checkout, or are logged into your Customer Account.

  2. You add a product which is in stock to your shopping cart.

  3. You close your browser or leave this website without completing your purchase.

You can unsubscribe from these messages at the bottom of the email.

The email will link back to this website, where you can pick up where you left off and complete your purchase.

Order and account emails

We may email you with messages about your order or account activity. For example, we may email you to tell you that:

  • You’ve created a Customer Account

  • Your Customer Account password has been reset or updated

  • You’ve made a purchase

  • Your order has shipped

It’s not possible to unsubscribe from these messages.

We share your contact information with Squarespace and or Shopify, our website hosting providers, so they can send these emails to you on our behalf.

CONSENT

How do you get my consent?

When you provide us with personal information to complete a transaction, verify your credit card, place an order, arrange for a delivery or return a purchase, we imply that you consent to our collecting it and using it for that specific reason only.

If we ask for your personal information for a secondary reason, like marketing, we will either ask you directly for your expressed consent, or provide you with an opportunity to say no.

How do I withdraw my consent?

If after you opt-in, you change your mind, you may withdraw your consent for us to contact you, for the continued collection, use or disclosure of your information, at anytime, by

  • contacting us at admin@fightingfitfencing.com

  • or mailing us at: Fighting Fit Fencing, Potterells Farm, Station Road, Welham GReen, Herts, AL9 7PG

  • Clicking the unsubscribe button located at the bottom of ALL our emails

AGE OF CONSENT

By using this site, you represent that you are at least the age of majority in your country of residence, or that you are the age of majority in your country of residence and you have given us your consent to allow any of your minor dependants to use this site.

DISCLOSURE

We may disclose your personal information if we are required by law to do so or if you violate our Terms of Service.

THIRD PARTY SERVICES

We routinely share personal information with:

  •   third parties we use to help deliver our products and/or services to you, eg payment service providers and delivery companies if required: Ashbourne Membership servies, Shopify, Paypal

  •    other third parties we use to help us run our business, eg , marketing agencies, website hosts, CRM providers and account management services: Keap, Squarespace, Moonfruit, Bee Digital, Survey Monkey, Sport 80

  •    third parties approved by you, eg social media sites you choose to link your account to or third party payment providers: Facebook, Instagram, Linked in, Twitter

  • Third parties in relation to your membership, selection for events and/or National representation: British Fencing & England Fencing

We only allow our service providers to handle your personal information if we are satisfied they take appropriate measures to protect your personal information. In general, the third-party providers used by us will only collect, use and disclose your information to the extent necessary to allow them to perform the services they provide to us.

However, certain third-party service providers, such as payment gateways and other payment transaction processors, have their own privacy policies in respect to the information we are required to provide to them for your purchase-related transactions.

For these providers, we recommend that you read their privacy policies so you can understand the manner in which your personal information will be handled by these provide.

Please note all the above hold their won Privacy polices and we recommend you contact them directly for their own polices covering privacy

We will not share your personal information with any other third party other than those listed above.

MARKETING EMAILS & PROMOTIONAL COMMUNICATIONS

We may use your personal information to send you updates (by email, text message, telephone or post) about our products and/or services, including exclusive offers, promotions or new products and/or services.

We have a legitimate interest in processing your personal information for promotional purposes (see below ‘How and why we use your personal information’). This means we do not usually need your consent to send you promotional communications. However, where consent is needed, we will ask for this consent separately and clearly.

We will always treat your personal information with the utmost respect and never sell or share it with other organisations outside the group for marketing purposes.

You have the right to opt out of receiving promotional communications at any time by:

  • ·        using the ‘unsubscribe’ link in emails or ‘STOP’ number in texts.

We may ask you to confirm or update your marketing preferences if you instruct us to provide further products and/or services in the future, or if there are changes in the law, regulation, or the structure of our business.We may send you marketing emails, which you can unsubscribe from by clicking the link at the bottom of the email. We share your contact information with KEAP, our email marketing provider, so they can send these emails on our behalf.

NEWSLETTER

We may use a third party provider to deliver our e-newsletters (Keap) These e-newsletters can be signed up to via our website or social media links. We may use a third party provider/software (Keap) to deliver our e-newsletters and manage the opt-in/out and unsubscribe facilities. If you (through the sign-up process) consent to us sending you these types of communications. All newsletters will contain instructions about how to opt-out of that newsletter and also unsubscribe to all similar e-newsletters. We gather statistics around email opening and clicks using industry standard technologies to help us monitor and improve our e-newsletters.

SURVEYS

We regularly carry out surveys using a third party provider, Survey Monkey (www.surveymonkey.com). These surveys may be accessible through our website. When we collect your personal data through our website (eg through newsletter sign-ups) we may ask you for your consent to participate in our surveys. When we collect your personal data through our membership data we will ask whether you wish to receive these surveys. If you have provided consent to participate, we will transfer your data to Survey Monkey for these purposes only. In each survey, we will clearly tell you what personal data we are collecting, why we are collecting it and what it will be used for. We will provide a link to terms and conditions for any incentives offered to take part in that survey. We do not link any other information about your browsing activity with the survey data, which is stored separately

HOW WE USE YOUR INFORMATION

We will collect and process your personal data on the basis of legitimate interests only. For the purposes of providing goods and or services that you have requested from us or shown an interest in purchasing from us. We may use your personal information for a number of purposes, including:

  • To deliver the services or goods

  • To deal with your requests and enquiries

  • To contact you for reasons related to your enquiry for any good or service related products

  • To notify you about fencing events/competitions at club, Domestic and International level

  • To inform you of any special events or new products and services

  • To ensure your membership is up to date and valid if you are a member of the club or it’s hub clubs within the UK

We will process your data on the basis of the following interests:

  • The use of Application Programming Interfaces (APIs) to provide external software providers with a facility to check and validate data to support administrative processes. For example: To ensure your payment has been processed before an order can be processed, or to update your membership services from one level to another.

WHERE YOUR PERSONAL INFORMATION IS HELD

Information may be held at our offices and those of our third party agencies, service providers, representatives and agents as described above (see above: Third Party Services)

HOW LONG YOUR PERSONAL INFORMATION WILL BE KEPT

We will keep your personal information while you have an account with us or we are providing products and/or services to you. Thereafter, we will keep your personal information for as long as is necessary:

  •  to respond to any questions, complaints or claims made by you or on your behalf;

  • to show that we treated you fairly;

  • to keep records required by law.

We will not retain your personal information for longer than necessary for the purposes set out in this policy. Different retention periods apply for different types of personal information. For example accounting records of purchases made but NOT the actual payment transactions or bank details.

When it is no longer necessary to retain your personal information, we will delete or make it anonymous.

YOUR RIGHTS

You have the following rights, which you can exercise free of charge:

  • Access – The right to be provided with a copy of your personal information (the right of access).

  •  Rectification – The right to require us to correct any mistakes in your personal information.

  •  To be forgotten – The right to require us to delete your personal information—in certain situations.

  • To withdraw consent – The right to withdraw your consent at any time by following the steps outlined in this policy. The withdrawal of consent shall not affect the lawfulness of processing based on consent before its withdrawal.

Restriction of processing – The right to require us to restrict processing of your personal information—in certain circumstances, eg if you contest the accuracy of the data.

  • Data portability – The right to receive the personal information you provided to us, in a structured, commonly used and machine-readable format and/or transmit that data to a third party—in certain situations.

  • To object

The right to object

  • at any time to your personal information being processed for direct marketing (including profiling);

  • in certain other situations to our continued processing of your personal information, eg processing carried out for the purpose of our legitimate interests.

  • Not to be subject to automated individual decision-making – The right not to be subject to a decision based solely on automated processing (including profiling) that produces legal effects concerning you or similarly significantly affects you.

For further information on each of those rights, including the circumstances in which they apply, please contact us or see the Guidance from the UK Information Commissioner’s Office (ICO) on individuals’ rights under the General Data Protection Regulation.

If you would like to exercise any of those rights, please:

  • email or write to us or our Data Protection Officer—see below: ‘How to contact us’; and

  • let us have enough information to identify you (eg your full name, address, email and or membership number);

  • let us have proof of your identity and address (a copy of your driving licence or passport and a recent utility or credit card bill)

  • let us know what right you want to exercise and the information to which your request relates.

KEEPING YOUR INFORMATION SECURE

We have appropriate security measures to prevent personal information from being accidentally lost, or used or accessed unlawfully. We limit access to your personal information to those who have a genuine business need to access it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality. We continually test our systems and are ISO 27001 certified, which means we follow top industry standards for information security.

We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.

If you want detailed information from Get Safe Online on how to protect your information and your computers and devices against fraud, identity theft, viruses and many other online problems, please visit www.getsafeonline.org. Get Safe Online is supported by HM Government and leading businesses.

CHANGES TO THIS PRIVACY POLICY

We reserve the right to modify this privacy policy at any time, so please review it frequently. Changes and clarifications will take effect immediately upon their posting on the website. If we make material changes to this policy, we will notify you here that it has been updated, so that you are aware of what information we collect, how we use it, and under what circumstances, if any, we use and/or disclose it.

QUESTIONS AND CONTACT INFORMATION

If you would like to: access, correct, amend or delete any personal information we have about you, register a complaint, or simply want more information contact our Privacy Compliance Officer at admin@fightingfitfencing.com or by mail at

Fighting Fit Fencing

[Re: Privacy Compliance Officer]

Potterells Farm, Station Road, Welham Green. Herts, AL9 7PG