Our contact details 

The Sussex Sword Academy is run by a committee of volunteers. If you need to reach us, please contact info@sussexswordacademy.org

Last updated: 02/12/2024

The type of personal information we collect 

We currently collect and process the following information:

• • Name
  • Email
  • Address
  • Gender
  • Date of birth
  • Guardian details (for under 18s)
  • Class attendance
  • Relevant medical information
  • the products you buy, such as lessons, memberships, clothing, events
  • your bank card details (if you pay by card) – name, card type, payment location, last 4 digits of card number

How we get the personal information and why we have it

The personal information we process is provided to us directly by you for the following reasons:

• • to arrange lessons and events
  • to inform you of upcoming events
  • to share learning materials
  • to arrange insurance
  • to comply with laws and best practise, such as Health and Safety

We use the information that you have given us in order to:

• • schedule lessons and events
  • record student attendance and progress
  • contact you about lessons, events, and learning materials
  • take payment for products
  • arrange insurance
  • post photographs and updates to the SSA website (sussexswordacademy.org)
  • post photographs and updates to social media, such as Facebook

We will share this information with the following on a need-to-know basis (for example, to satisfy insurance requirements):

• • SSA committee
  • SSA instructor’s
  • Our insurance provider
  • Our Academy management service, hosted in the EU by the software provider
  • Our Point-of-sale card payments service

Under the UK General Data Protection Regulation (UK GDPR), the lawful bases we rely on for processing this information are your consent. You are able to remove your consent at any time. You can do this by contacting info@sussexswordacademy.org

How we store your personal information 

Your information is stored securely in password protected systems. Access details to the data can be found in our FAQ at Privacy & sharing of data.

We keep the details listed above (“The type of personal information we collect”) for the time that you are a member of the SSA.

We review membership annually. We will contact you annually to confirm your details and to check you are still happy for us to hold and process your data.