Privacy policy

01Scope

This policy also applies to people requesting trial sessions or non-member sparring through the website calendar or booking form, people making enquiries, and participants’ guardians and main contacts. Booking information is covered even if you have not joined the Club.

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

Website booking information: name, phone number, optional email, gender (including a prefer-not-to-say choice), age group, épée experience, contact language, trial or sparring type, participant count, requested date and times, reference number, and handling and booking status. For group visits, the form collects the main contact’s details.

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

Non-member booking details are used to receive and review requests, coordinate times and capacity, prepare trials or sparring, and communicate about attendance, changes and cancellations. Age group and experience support appropriate guidance and preparation; contact language determines the language of communication. Booking confirmation is not treated as consent to advertising or marketing for our other businesses.

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 website’s Cookies & privacy settings store your Google Maps choice, settings version, update time and expiry in this browser’s local storage (mui_privacy_preferences) with a validity of 180 days from your choice. Expired records are cleared on your next use. This is our settings duration, not a statutory retention period. It contains no name or member ID and is not uploaded or stored as a server-side consent history.

Google Maps is off by default. Declining does not prevent browsing or booking; closing the notice or scrolling is not permission. Change your choice anytime in the footer. Disabling maps removes the current embed and stops future loading but does not delete information already sent to Google or Google cookies. Settings are browser-specific; clearing storage, expiry or changes to settings require a new choice. If storage is unavailable, your choice applies only to the current page.

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.

Fonts are served by our own website without connecting to Google for font display. The website uses no advertising or analytics tools. Google Maps loads only after you allow it in settings, sending your IP address and browser information to Google, which may use cookies or similar technologies. Following external links connects you to the destination website. See Google’s privacy policy for its handling of 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

Non-member booking details are also handled in the Club’s booking management system. Retention of unconfirmed, cancelled or unattended requests is assessed according to support and record-verification needs. The 180-day browser privacy preference period is not a booking-data retention period. Clearing cookies or browser storage does not delete server booking records.

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

You do not need a member account to contact our personal information and account support channel about access, correction or deletion of booking details. Provide your name, booking date, reference number if known, and requested action. Cancelling a booking and deleting personal information are separate procedures.

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.

Previous version (2026-10-01)