It is impossible to manage Wessex League events without processing your personal data and sharing it with certain third parties. In addition, Wessex partners with other HEMA organisations, including our host and member clubs, HEMA service providers and research teams. This page sets out all the ways we use your data and how it may be shared. It is not possible to run our events without processing your data in this way, and so by registering for our events you are agreeing to the below.
If after the event you wish your data to be deleted you can contact us directly: wessexleague [at] gmail [dot] com
Data Protection Statement
The organising committee of the Wessex League (hereafter referred to as “we”) will collect selected personally identifiable information from participants, inquirees, and registered visitors. This data collection is not limited to just email or off-line communication, but includes all forms of digital and hard-format means both formal e.g. registration forms, and informal e.g. social media.
The data we collect is used for the following purposes:
- Purchasing of tickets, and managing payments and refunds
- Managing attendees, including communication and managing safety
- Administration of our events, including insurance and venue hire
- Medical & Injury management, including prior conditions and injuries occurring at events
- Analysis of our event performance, including fencing behaviour, feedback, risk and injury
- Supporting development across HEMA, including contributing to common tools and research
We will only share data with third parties where necessary and will always only share the minimal personal data required to achieve our goals.
Data specifically collected for Wessex League events:
- Name
- Contact Details
- Emergency Contact Details
- Club Affiliation
- HEMA Experience & Performance (Ratings)
- Relevant Medical Conditions or other information
Data is also collected during events:
- Financial Transactions (e.g. Ticket Payments & Refunds)
- Tournament data (e.g. matches, penalties, final result)
- Equipment information (e.g. sword details, protection details)
- Injuries & involvement (e.g. who was injured, when it occurred, who their opponent was)
- Videos & Photographs at the event
Some data is not collected but may be accessible to the Wessex League organisers, although not saved in any Wessex league systems:
- Facebook & Social Media details
Communications with the Wessex league via email or social media are also stored in the relevant platforms.
Who has access?
All data is accessible to the core Wessex League committee, as the team spread responsibilities for each event between them across the league. Data for a given year is also shared with the Host Club representatives for that year, although they cannot see communications nor data from previous years.
Medical information is also provided to the medical team for each tournament on the day. They only have access to this information through a Wessex Laptop and cannot access it when not performing their duties.
A list of the committee members can be found here: Meet the Team
Some data is also publicly accessible. Tournament Registrations, Club Affiliation, Tournament Activity & Results are all in the public domain, either through HEMA Scorecard, HEMA Ratings or our website.
Data Sharing
Some data we collect is shared with third parties, and some of this data will also become part of the public domain. Third-Parties we routinely share data with include:
- HEMA Scorecard
- HEMA Ratings
- Historical Fencing Research Ltd
- Host & Member Clubs
- PayPal
Some events and situations may lead to us specifically sharing data with other organisations on an ad hoc basis. Examples include sharing medical/injury details with insurance providers or medical professionals, or attendees lists to venues that require it. We will always share only the minimum level of personal data required for the purpose.
HEMA Scorecard and HEMA Ratings receive (and manage) details on name and club of attendees, and tournament events and results. This data is also publicly accessible in both cases. Attendees can request their data is hidden in HEMA ratings by contacting them directly.
Historical Fencing Research Ltd. partners with us on specific research projects. Only anonymised data is shared with them, although this may be derived from personal data (e.g. injuries, equipment checks).
PayPal is our payment platform, and connected to our ticketing system. Financial Transactions are shared between them, and stored in PayPal, allowing us to manage payments and refunds for our events.
Wessex League is made up of representatives from a variety of HEMA clubs. The core committee are spread across The School of the Sword, Wivenhoe HEMA, London Historical Fencing Club and Ausardia. Each year, we also collaborate with three “host” clubs that provide 2 representatives. In order to ensure the safety and comfort of our attendees these clubs will share information on safety, inclusivity or other safeguarding, including but not limited to the names of banned individuals and details of their ban. Clubs may also use this information to manage their own attendees at their discretion.
Video and photography recordings
By registering to participate in a Wessex League event(s) you are aware that the events take place in public venues and that the event organisers and other competitors as well as guests and visitors may wish to record events. The media recorded by the organisers or their official representatives will be used for marketing purposes and shared online. Any media recorded by any other individuals is outside the control of the organisers. By participating or attending any Wessex League (including prior to, during and after) you agree to be recorded and give permission for the resulting footage to be used. Should you (or guest) not wish to be recorded, you should inform the individuals undertaking the recording at the time of recording as to your wishes. Anyone taking video or photos should comply with any such requests to the best of their abilities.
Disagreements & Information Rights
The above details are necessary for the safe and efficient managing of our events, and to better HEMA as a whole. By registering for our events, you are consenting to the above. If any part of it prevents you from attending our events, you may contact us to discuss it and we will consider if a change is warranted. You can also contact us via email to exercise any of your information rights, as set out in the Data Protection Act 2018.