Privacy policy

01Scope

This policy covers mui-fencing.com, the member system at member.mui-fencing.com, the Android and iOS member apps, and personal information handled through the Club’s iOS administration app, including information entered by staff for Club operations.

Other company businesses and third-party services have their own notices. Acceptance of this policy alone does not authorize use of Club member information to advertise our other businesses.

02Information we handle

Member and contact details: names, member IDs, usernames, contact details, dates of birth or age groups, gender, school or affiliation, and guardian details provided for applications or membership administration.

Service records: booking dates, times, types and participant counts, changes and cancellations, attendance, lessons, training and exercises, coach recaps, experience and fencing profiles.

Communication and administration records: enquiries, messages with the Club, read status, membership and lesson payment records, and support history. Payment records are distinct from payment credentials such as card numbers.

Safety information: health conditions, injuries or allergies provided by the member or guardian, limited to what is necessary and handled as described below.

Technical and security information: IP addresses, browser and OS information, access and login times and results, session identifiers, consent versions and times, and operational audit records.

03Purposes

To verify identity and membership, manage accounts and bookings, arrange schedules, confirm attendance, and communicate with members and guardians.

To run lessons and training, provide coaching and recaps, administer fees, and handle enquiries, incidents and disputes.

To support health and safety, maintain and secure the system, prevent misuse, verify consent and operational records, and meet legal obligations.

04Minors and health information

Membership and participation by minors require guardian involvement and necessary consent. Where a child cannot sufficiently understand the consequences of consent to personal information handling, we obtain consent from a legal representative. Guardians may also contact us about access or corrections.

We obtain prior consent to collect legally defined special care-required information, such as medical history, except where the law provides an exception. We explain the purpose when requesting it, limit collection to safety and emergency needs, and restrict handling to staff who need it. Please avoid unnecessary medical details in ordinary messages.

05Device storage and communications

The member website uses cookies for functions such as login. Apps store authentication information and preferences on the device, using OS protection for credentials. Device storage is separate from member, booking and communication records held on our server.

Logging out, clearing cookies or uninstalling an app does not delete server records or end Club membership. Contact the personal information and account request channel if you want information deleted.

06Service providers and disclosure

Our system infrastructure uses a Sakura Internet virtual server. Where hosting, maintenance or communications are outsourced, we limit handling to the relevant purpose and apply appropriate provider selection, contractual and supervisory measures.

The website uses Google Fonts and Google Maps. Displaying pages or loading maps sends connection information, including your IP address and browser information, from your browser to Google. See Google’s privacy policy for its handling of that information.

We do not disclose personal data to third parties without consent except where permitted by law, including applicable life and safety exceptions. We distinguish outsourcing from third-party disclosure under applicable law and address required information, consent and safeguards for overseas handling according to the arrangement.

07Photos, video and publicity

For publicity using identifiable photos or videos, we separately confirm the content and channels with the person and, where necessary, their guardian. Reading this policy or using the app is not blanket permission for publicity. Such permission is not a condition of basic booking access.

Contact us to request that publication stop. We will review action on material we control. Copies or reposts outside our control may not be fully recoverable or removable.

08Security

We address unauthorized access and disclosure through role-based access restrictions, authentication and communications safeguards, review of operational records, and appropriate staff and provider controls. We comply with applicable reporting and individual notification duties for data incidents.

09Retention and deletion

We assess retention needs by category: membership administration and service needs for member profiles; support and record verification for bookings, training and messages; and security or consent verification for logs and consent history. We do not aim to retain all information indefinitely.

On withdrawal or deletion requests, we may retain records needed for accounting or tax duties, unresolved transactions, incidents or disputes, after reviewing the reason and scope. Information no longer needed is subject to deletion or other appropriate action. Our response will explain the scope, including backups, and expected processing.

10Your requests

We accept legally applicable requests concerning purposes, access to personal data and disclosure records, correction, suspension of use, erasure and stopping third-party provision, as well as complaints. We verify identity or authority to the extent necessary, respond under applicable law, explain any refusal in whole or part, and advise of any fee in advance.

11Changes and notices

We update this page’s revision date when the policy changes and announce material changes through channels such as the member site. Where a new purpose or processing requires consent, we explain it and obtain consent before proceeding. An ordinary app update does not itself constitute consent to a new purpose.