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Privacy Policy

Last updated: September 2026

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The University of Exeter Fencing Club (“UoEFC”, “we”, “us” or “our”) respects your privacy and is committed to protecting your personal information.

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This Privacy Policy explains what information we may collect when you use the University of Exeter Fencing Club website (“the Website”), how we use it, how we protect it, and what rights you have in relation to your personal information.

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1. Who We Are

The University of Exeter Fencing Club is a student sports club associated with the University of Exeter.

For questions about this Privacy Policy or how we handle your information, please contact us at:

Email: exeterunifence@gmail.com/ fencing.captain@exeter.ac.uk

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Where appropriate, matters relating to personal data may also be subject to the University of Exeter's own data protection policies and procedures.

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2. Information We Collect

We may collect personal information that you voluntarily provide to us when using the Website.

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This may include:

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  • Your name

  • Email address

  • Telephone number, if you choose to provide it

  • Your message or enquiry

  • Information you provide when contacting the club

  • Information relating to your interest in joining or participating in the club

  • Any other information you voluntarily provide to us​

 

You should not provide sensitive personal information through the Website unless specifically requested and appropriate.

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Information collected automatically

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When you visit the Website, certain technical information may be collected automatically, depending on the services and analytics tools used on the Website.

 

This may include:

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  • IP address

  • Browser type and version

  • Device type

  • Operating system

  • Pages visited

  • Approximate location

  • Date and time of visits

  • Referring website

  • Information about how you interact with the Website

 

We use this information where appropriate to operate, maintain and improve the Website.

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3. How We Use Your Information

We may use personal information to:

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  • Respond to enquiries and messages

  • Provide information about the club and its activities

  • Help prospective members enquire about joining

  • Communicate with members where appropriate

  • Organise club activities, training and competitions

  • Maintain and improve the Website

  • Understand how visitors use the Website

  • Protect the security of the Website

  • Comply with legal or regulatory obligations

 

We will only use personal information where we have a lawful basis for doing so.

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4. Lawful Basis for Processing

Depending on the circumstances, we may process personal information on one or more of the following lawful bases under UK data protection law:

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  • Consent – where you have given us permission to use your information for a particular purpose.

  • Contract – where processing is necessary to provide a service or fulfil an agreement with you.

  • Legitimate interests – where processing is necessary for legitimate club or website-related purposes and those interests are not overridden by your rights.

  • Legal obligation – where we are required to process information to comply with the law.

 

Where we rely on consent, you may withdraw your consent at any time.

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5. Contact Forms and Enquiries

If you contact us through a form or email address provided on the Website, we will use the information you provide to respond to your enquiry.

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We will not use your contact information for unrelated marketing purposes unless we have an appropriate lawful basis to do so.

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Please be aware that email communications may not be completely secure while being transmitted over the internet.

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6. Photography and Video

Fencing competitions, training sessions, social events and other club activities may sometimes be photographed or recorded.

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Where photographs or videos are used on the Website or the club's official communications, we will seek appropriate permission or rely on another lawful basis where required.

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If you have concerns about a photograph or video featuring you, please contact us at exeterunifence@gmail.com/ fencing.captain@exeter.ac.uk and we will consider your request.

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7. Sharing Your Information

We do not sell your personal information.

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We may share information where reasonably necessary with:

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  • The University of Exeter or relevant University services

  • Relevant sporting organisations, where necessary for club activities or competitions

  • Website hosting and technical service providers

  • Analytics or website service providers, where used

  • Professional advisers or authorities where required by law

 

Any third-party service used to process personal information should be appropriately assessed and, where necessary, covered by suitable contractual and data protection arrangements.

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8. External Websites

The Website may contain links to external websites, including fencing organisations, competition providers, equipment suppliers, social media platforms and other third-party websites.

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These websites operate independently from UoEFC and may have their own privacy policies and terms. We are not responsible for the privacy practices, security or content of external websites.

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We recommend reviewing the privacy policy of any external website before providing it with personal information.

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9. Cookies

The Website may use cookies or similar technologies.

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Cookies are small files stored on your device that can help websites function correctly and understand how visitors use them.

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Depending on the cookies used by the Website, they may be used for:

  • Essential website functionality

  • Website security

  • Remembering preferences

  • Website analytics

  • Improving Website performance

 

Where required by law, non-essential cookies will only be used with your consent.

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You can control or disable cookies through your browser settings. Disabling certain cookies may affect how the Website functions.

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If the Website uses a cookie consent platform, your preferences will be managed through that platform.

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10. Data Retention

We will retain personal information only for as long as reasonably necessary for the purposes for which it was collected, unless we are required to retain it for longer by law.

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The length of time information is retained may depend on the type of information and the reason it was collected.

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When information is no longer required, it will be securely deleted or otherwise disposed of where reasonably practicable.

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11. Data Security

We take reasonable steps to protect personal information from unauthorised access, accidental loss, misuse, alteration or disclosure.

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However, no method of transmitting information over the internet or storing information electronically can be guaranteed to be completely secure.

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You should therefore avoid sending confidential or sensitive information through ordinary website forms or email.

 

12. Your Rights

Under UK data protection law, you may have rights including:

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  • The right to be informed about how your personal information is used

  • The right to access personal information we hold about you

  • The right to request correction of inaccurate information

  • The right to request deletion of your information in certain circumstances

  • The right to restrict processing in certain circumstances

  • The right to object to certain processing

  • The right to data portability in certain circumstances

  • The right to withdraw consent where processing is based on consent

 

These rights are subject to certain legal exceptions and limitations.

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To exercise a relevant right, please contact us at:

exeterunifence@gmail.com

fencing.captain@exeter.ac.uk

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13. Children's Privacy

The Website is primarily intended for university students, staff, alumni and other people interested in the club.

We do not knowingly use the Website to collect personal information from children for purposes unrelated to the operation of the club.

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If you believe that a child has provided personal information to us inappropriately, please contact us so that we can review the situation.

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14. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes to the Website, our activities, legal requirements or the services we use.

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The latest version will always be published on this page, together with the date it was last updated.

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15. Contact Us

If you have any questions about this Privacy Policy or how we handle personal information, please contact:

University of Exeter Fencing Club
Email: exeterunifence@gmail.com/ fencing.captain@exeter.ac.uk

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16. Complaints

If you have concerns about how your personal information has been handled, please contact us in the first instance so that we can try to resolve the issue.

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You also have the right to complain to the UK's data protection regulator:

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Information Commissioner's Office (ICO)

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Further information about your data protection rights and how to make a complaint is available from the ICO.

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