Brighton Midsummer Fencing Festival 2026 – Data collection and retention policy
Updated on: 4 Feb 2026
Purpose
This document details the data collection and retention policy for the Sussex Sword Academy (SSA) Brighton Midsummer Fencing Festival 2026 (BMFF26).
The document will detail what information is collected about Participants, Guest Instructors, Guests, and SSA members, why the information has been collected, how it will be used, how long the information will be retained and how it will be disposed of.
Overarching principles
- Data collected will be for the sole use of running the BMFF26 event.
- The minimum data needed to run the event safely will be collected.
- The participants will be informed of the collection, use and disposal of their data.
- Data will be collected and stored in the method deemed most appropriate for specific data and use. This may include electronic or paper means.
- Each data type will have a defined data retention period that will be appropriate for the data use. Where legal, medical, or data owner driven reasons require a retention hold to be placed on specific data the retention clock will be paused for that data.
- All data will be securely disposed of once the data retention period has expired.
- No data will be passed to third parties unless required by law or requested by the data owner.
Pre event
Booking data collected prior to event
Expression of interest form:
| Data Field | Data Type | Data Storage method | Use | Retention Period and reason |
| Full Name | Personal Identifiable Information | Electronic: DojoExpert | Collecting numbers for the event and communication with the potential participant. May be used post event for a questionnaire to understand why interest didn’t turn into attendance. | 2 months after the event (22/08/2026). Used for event management and post event analysis of conversion from interest to attendance |
| Email address | Personal Identifiable Information, Contact Information | Electronic: DojoExpert | To contact the potential participant prior to the event to provide information. May be used to distribute a post event questionnaire | 2 months after the event (22/08/2026). Used for event management and post event analysis of conversion from interest to attendance |
| Club | Non personal information | Electronic: DojoExpert | To verify the type/style of HEMA the participant takes part in | 2 months after the event (22/08/2026). Used for event management and post event analysis of conversion from interest to attendance |
Booking form:
| Data Field | Data Type | Data Storage method | Use | Retention Period and reason |
| Full Name | Personal Identifiable Information | Electronic: DojoExpert | Collecting numbers for the event and communication with the potential participant. May be used post event for a questionnaire. | 6 months after the event (22/12/2026). Used for event management and post event analysis of event |
| Email address | Personal Identifiable Information, Contact Information | Electronic: DojoExpert | To contact the potential participant prior to the event to provide information. May be used to distribute a post event questionnaire | 6 months after the event (22/12/2026). Used for event management and post event analysis of event |
| Phone Number | Personal Identifiable Information, Contact Information | Electronic: DojoExpert | To contact the potential participant prior to the event to provide information. May be used to distribute a post event questionnaire | 6 months after the event (22/12/2026). Used for event management and post event analysis of event |
| Fee | Event information ticket type: Full, Gala Dinner Only | Electronic: DojoExpert | Used to charge for ticket | 7 years as financial record |
| Guest Fee | Event information ticket type: Gala Dinner Only | Electronic: DojoExpert | Used to charge for ticket | 7 years as financial record |
| Club | Non personal information | Electronic: DojoExpert | To verify the type/style of HEMA the participant takes part in | 6 months after the event (22/12/2026). Used for event management and post event analysis of event conversion from interest to attendance |
| Permission to retain contact details for future SSA events | Tick Box | Electronic: DojoExpert or OneDrive | To allow the SSA to retain mailing list info for future event advertising | If this box is ticked SSA will retain the following information fields for 2 years or unless the data owner “unsubscribes”
: Full Name, Email Address, Club, Attendance at BMFF26
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During Event
Data collected During event
Waiver and medical conditions form:
The information on these forms will be used as a confirmation that the participant has read, understood, and agrees to comply with the event rules. The form is also used to obtain consent for participants image (in photos or video) to be used in promotional material and social media by the SSA. It is unrealistic to be able to remove participants from group shots or wide shots of lessons and therefore they may appear in the background of images/videos. If a participant ticks the “no photos” box, they will not be the “featured” participant, and their name will not be used.
A separate “Relevant Medical Information” form will be stapled to waiver form and will contain medical information that will be destroyed after the event unless a medical incident involving that participant occurs during the event.
| Data Field | Data Type | Data Storage method | Use | Retention Period and reason |
| Full Name | Personal Identifiable Information | Paper (form 1) | Event management | 6 months after the event (22/12/2026). Used for event management. After the event the form will be sealed in an envelope, stored in a locked container at X’s home. The paper form will be shredded or burnt at the end of the retention period |
| Address during event | Personal Identifiable Information, Contact Information | Paper (form 1) | Duty of Care. If the participant is unexpectedly absent and uncontactable this information may be used to check on the participant’s welfare. This may involve passing the information on to the emergency services if a risk assessment deems that necessary. i.e. if the participant is not contactable after an injury. | 6 months after the event (22/12/2026). Used for event management. After the event the form will be sealed in an envelope, stored in a locked container at X’s home. The paper form will be shredded or burnt at the end of the retention period |
| Contact Number during event | Personal Identifiable Information, Contact Information | Paper (form 1) | To contact the potential participant during the event to provide event planning information, venue or timing changes, etc. It will also be used for duty of care to contact the participant post medical incident and if the participant is unexpectedly absent from parts of the event | 6 months after the event (22/12/2026). Used for event management. After the event the form will be sealed in an envelope, stored in a locked container at X’s home. The paper form will be shredded or burnt at the end of the retention period |
| Relevant medical conditions or disablities | Sensitive Personal Identifiable Information | Paper (form 2) | As duty of care to allow the event first aiders important medical information if the participant is not able to communicate during a first aid incident. i.e. that the participant has a heart condition, is epileptic, diabetic, has allergies or is on blood thinning medication.
This information will also be used to provide reasonable adjustments for participants with disabilities. I.e. to ensure that deaf participants are specifically identified and notified in the event of fire alarms etc |
2 week after the event unless a medical incident occurs during the event – in which case the form will be retained until any appropriate investigation confirms that the data can be destroyed.
After the event the form will be sealed in an envelope, stored in a locked container at X’s home. The paper form will be shredded or burnt at the end of the retention period |
| Emergency Contact Name | Personal Identifiable Information | Paper (form 1) | To be used in an emergency situation | 6 months after the event (22/12/2026). unless a medical incident occurs during the event – in which case the form will be retained until any appropriate investigation confirms that the data can be destroyed.
After the event the form will be sealed in an envelope, stored in a locked container at X’s home. The paper form will be shredded or burnt at the end of the retention period |
| Emergency contact number | Personal Identifiable Information | Paper (form 1) | To be used in an emergency situation | 6 months after the event (22/12/2026). unless a medical incident occurs during the event – in which case the form will be retained until any appropriate investigation confirms that the data can be destroyed.
After the event the form will be sealed in an envelope, stored in a locked container at X’s home. The paper form will be shredded or burnt at the end of the retention period |
| Emergency Contact relationship to participant | Non personal information | Paper (form 1) | To be used in an emergency situation | 6 months after the event (22/12/2026). unless a medical incident occurs during the event – in which case the form will be retained until any appropriate investigation confirms that the data can be destroyed.
After the event the form will be sealed in an envelope, stored in a locked container at X’s home. The paper form will be shredded or burnt at the end of the retention period |
| Signature | Personal Identifiable Information (not sensitive as not captured electronically and therefore not biometric) | Paper (form 1)
Paper (form 2) |
Used to confirm adherence to event rules and to confirm that information can be used in the event of an emergency | Will be retained for the same period as the relevant form as defined above |
| Photo Consent | Tick box | Paper (form 1) | Used to obtain explicit consent for the use of still and moving images by the SSA for promotional material. | 6 months after the event (22/12/2026). Used for event management. After the event the form will be sealed in an envelope, stored in a locked container at X’s home. The paper form will be shredded or burnt at the end of the retention period. Where photo consent is denied record of that decision, including participants name and description, will be retained alongside the image/video archive. |
First Aid records
In the event of a first aid incident during the event the following data will be retained in accordance with Health and Safety Executive (HSE) and standard safety guidelines.
| Data Field | Data Type | Data Storage method | Use | Retention Period and reason |
| Casualty Full Name | Personal Identifiable Information | First Aid Incident report (paper) | Personal identification for medical follow-up | 3 years |
| Casualty Address | Personal Identifiable Information | First Aid Incident report (paper) | Personal identification for medical follow-up | 3 years |
| Date & Time of Incident | Date & Time | First Aid Incident report (paper) | Establishes a timeline for investigating causes and verifying statutory reporting windows. | 3 years |
| Location of Incident | Text / Site Area | First Aid Incident report (paper) | Used to identify “hazard zones” to prevent future accidents through risk assessment. | 3 years |
| Nature of Injury/Illness | Sensitive Personal Identifiable Information/health data | First Aid Incident report (paper) | Factual description (e.g., “burn to left wrist”) to track injury trends and inform medical care. | 3 years |
| Cause of Incident | Narrative / Text | First Aid Incident report (paper) | Describes the mechanism of injury (e.g., “trip over loose cable”) to guide corrective safety actions. | 3 years |
| Involved parties Full Names | Personal Identifiable Information | First Aid Incident report (paper) | As part of the incident report | 3 years |
| First Aider Name | Personal Identifiable Information | First Aid Incident report (paper) | To confirm who gave treatment | 3 years |
| Treatment Given | Sensitive Personal Identifiable Information/health data | First Aid Incident report (paper) | Documents the immediate first aid response (e.g., “cold compress applied”) for continuity of care. | 3 years |
| Outcome / Disposition | Sensitive Personal Identifiable Information/health data | First Aid Incident report (paper) | Records if the person returned to event, went home, or required hospital transfer. | 3 years |
| Recorder Particulars | Personal Identifiable Information | First Aid Incident report (paper) | Name and signature of the recorder (if different from first aider) to verify the accuracy of the record for legal protection. | 3 years |
| Refusal of Treatment | Sensitive Personal Identifiable Information/health data | First Aid Incident report (paper) | Legal record stating that first aid was offered but declined, protecting the SSA and first aider. | 3 years |
SSA member information – Event volunteers
Data about SSA members who register for the event as normal participants will be subject to the same data collection and retention policy as non-SSA members.
SSA Volunteers will have the following data collected in addition to the normal SSA member data held in DojoExpert.
| Data Field | Data Type | Data Storage method | Use | Retention Period and reason |
| Volunteer Role | List | Various Electronic including documents on OneDrive, Teams and Facebook messenger | To allow the SSA run the event various SSA members will volunteer for pre, during, and post event roles. This information is used for event management | 2 years after event
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| Committee membership details | List | Various Electronic including documents on OneDrive, Teams and Facebook messenger | To allow the SSA run the event various SSA members will be part of one or more committees or sub- committees. This information is used for event management | 2 years after event
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BMFF Guest instructors
To run the event the SSA will invite guest instructors to participate in the event. In addition to the standard event data and medical information, the following information will be retained.
| Data Field | Data Type | Data Storage method | Use | Retention Period and reason |
| Full Name | Personal Identifiable Information | Electronic | Event management | 1 year for post event management |
| Home Address | Personal Identifiable Information | Electronic | Event management. Required to send any paperwork re flights, accomodation etc if requested. | 1 year for post event management |
| Address during event | Personal Identifiable Information, Contact Information | Electronic | Duty of Care. If the participant is unexpectedly absent and uncontactable this information may be used to check on the participant’s welfare. This may involve passing the information on to the emergency services if a risk assessment deems that necessary. i.e. if the participant is not contactable after an injury.
Also used to manage the event as the SSA will be providing accommodation for guest instructors. |
6 months after the event (22/12/2026). Used for event management.
7 years if accommodation provided by SSA, as part of the event/SSA financial record. |
| Contact Number | Personal Identifiable Information, Contact Information | Electronic | Event management to communicate before the event to arrange flights, accommodation, transfers etc. | 1 year for post event management |
| Contact Number during event | Personal Identifiable Information, Contact Information | Electronic | To contact the potential participant during the event to provide event planning information, venue or timing changes, etc. It will also be used for duty of care to contact the participant post medical incident and if the participant is unexpectedly absent from parts of the event | 1 year for post event management |
| Email address | Personal Identifiable Information, Contact Information | Electronic | Event management to communicate before the event to arrange flights, accommodation, transfers etc. | 1 year for post event management |
| Relevant medical conditions or disabilities | Sensitive Personal Identifiable Information | Electronic | Event management. To make contingency plans if a medical condition is likely to cause non- or limited attendance.
For insurance purposes |
2 week after the event unless a medical incident occurs during the event – in which case the data will be retained until any appropriate investigation confirms that the data can be destroyed. |
| Emergency Contact Name | Personal Identifiable Information | Electronic | To be used in an emergency situation | 2 week after the event unless a medical incident occurs during the event – in which case the data will be retained until any appropriate investigation confirms that the data can be destroyed.
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| Emergency contact number | Personal Identifiable Information | Electronic | To be used in an emergency situation | 2 week after the event unless a medical incident occurs during the event – in which case the data will be retained until any appropriate investigation confirms that the data can be destroyed.
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| Emergency Contact relationship to participant | Non personal information | Electronic | To be used in an emergency situation | 2 week after the event unless a medical incident occurs during the event – in which case the data will be retained until any appropriate investigation confirms that the data can be destroyed.
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