Medieval Combat Society

GDPR Privacy Statement


The policy:

This privacy policy notice is for the organisation known as The Medieval Combat Society and its website It is served by the data protection officer appointed by The Medieval Combat Society and governs the privacy of those who use the site and / or are members of the society.

The purpose of this policy is to explain to you how we control, process, handle and protect your personal information, either as a member of the society or while browsing or using the website, including your rights under current laws and regulations.

If you do not agree to the following policy, you may wish to terminate any membership of the society and cease viewing / using the website.


Policy key definitions:

  • "I", "our", "us", "we" or “the society” refer to The Medieval Combat Society.
  • "you", "the user" refer to the person(s) using this website and / or members of the society.
  • GDPR means General Data Protection Act.
  • PECR means Privacy & Electronic Communications Regulation.
  • ICO means Information Commissioner's Office.
  • Cookies mean small files stored on the users computer or device.


Processing of Your Personal Data

Under the GDPR (General Data Protection Regulation) we control and / or process any personal information about you physically or electronically using the following lawful bases.


We are exempt from registration in the ICO Data Protection Register as a small non-profit organisation.


Lawful basis: Consent

The reason we use this basis: By joining the society and / or using the website you provide an implied consent for the information you provide to be used for the management of the society and operation of the website.

We process your information in the following ways: All information provided either through membership forms or electronically is stored electronically and used for the purposes of managing the society. Paper copies of membership forms are not retained.

Data retention period: We will continue to process your information under this basis until you withdraw consent or it is determined your consent no longer exists.

Sharing your information: Members contact details are shared with other members of the society as per the consent you provide on your membership form. We do not share your information with third parties. Information provided by other users of the website is not shared.


Lawful basis: Legal obligation

The reason we use this basis: The Society has a duty of care to it’s members in the event of an accident / injury.

We process your information in the following ways: Medical data collected is from members via medical information forms and is stored electronically. Paper copies of medical information forms are sealed and retained in case of need.

Data retention period: Records are retained for 1 year and fresh information requested annually.

Sharing your information: We share a summary of urgent medical information with first aid staff appointed by the society to allow them to perform their duties effectively. Your medical information will be shared with third party medical staff only in the event of injury or accident and only then if required.


Lawful basis: Criminal offence data

The reason we use this basis: As providers of a public performance the society has a duty of care to event organisers and the public.,

We process your information in the following ways: Criminal offence data is requested on membership forms and held electronically.

Data retention period: This information is retained for the duration of a person’s membership.

Sharing your information: We do not share this information with third parties.


If, as determined by us, the lawful basis upon which we process your personal information changes, we will notify you about the change and any new lawful basis to be used if required. We shall stop processing your personal information if the lawful basis used is no longer relevant.


Your Individual Rights

Under the GDPR your rights are as follows. You can read more about your rights in details here;

  • the right to be informed;
  • the right of access;
  • the right to rectification;
  • the right to erasure;
  • the right to restrict processing;
  • the right to data portability;
  • the right to object; and
  • the right not to be subject to automated decision-making including profiling.

You also have the right to complain to the ICO if you feel there is a problem with the way we are handling your data.


We handle subject access requests in accordance with the GDPR.


Internet Cookies

We use cookies on the website to provide you with a better user experience. We do this by placing a small text file on your device / computer hard drive to track how you use the website, to record or log whether you have seen particular messages that we display, to keep you logged into the website where applicable, to display relevant content and to refer you to third party websites.

Some cookies are required to enjoy and use the full functionality of the website.

We use a cookie control system which allows you to accept the use of cookies, and control which cookies are saved to your device / computer. Some cookies will be saved for specific time periods, where others may last indefinitely. Your web browser should provide you with the controls to manage and delete cookies from your device, please see your web browser options.


Cookies that we use are;

  • Strictly necessary cookies. These are cookies that are required for the operation of our website. They include, for example, cookies that enable you to log into secure areas of our website, use a download service or make changes to content on the site.
  • Analytical/performance cookies. They allow us to recognise and count the number of visitors and to see how visitors move around our website when they are using it. This helps us to improve the way our website works, for example, by ensuring that users are finding what they are looking for easily.
  • Functionality cookies. These are used to recognise you when you return to our website. This enables us to personalise our content for you, greet you by name and remember your preferences (for example, your choice of language or region).
  • Targeting cookies. These cookies record your visit to our website, the pages you have visited and the links you have followed. We will use this information to make our website more relevant to your interests.

Please note that third parties (including, for example, providers of external services like web traffic analysis services) may also use cookies, over which we have no control. These cookies are likely to be analytical/performance cookies or targeting cookies.


Data Security and Protection

We ensure the security of any personal information we hold by using secure data storage technologies and precise procedures in how we store, access and manage that information. Our methods meet the GDPR compliance requirement.


Transparent Privacy Explanations

We have provided some further explanations about user privacy and the way we use the website to help promote a transparent and honest user privacy methodology.


Affiliate Links and Commissions

Our website may contain affiliate links on some pages. These are typically links to websites for specific events or the locations at which these events are held.  We only link to trusted locations and partners who each have high standards of user privacy and security. However, we do not control the actual content seen / displayed by our partners.

Clickable affiliate links may be displayed as a website URL like this; or as a titled text link like this: Bed & Breakfast in Whitland.

Clicking on any affiliate links may track your actions by using a cookie saved to your device. You can read more about cookies on this website above. Your actions are usually recorded as a referral from our website by this cookie. We do not earn any commission from the affiliate link and provide the links at no cost to you.

If you have any concerns about this, we suggest you do not click on any affiliate links found throughout the website.


Email Messages and Subscription

Under the GDPR we use the consent lawful basis to subscribe all members to our ‘announcement’ mailing list and an option to subscribe to a separate ‘discussion’ mailing list. We only collect certain data about you, as detailed in the "Processing of your personal date" above.

Any email messages sent to these lists are done so through an EMS. An EMS is a third-party service provider of software / applications that allows use to send out email marketing campaigns to a list of users while maintaining those user’s privacy by not displaying their e-mail addresses.

Email messages that we send may contain tracking beacons / tracked clickable links or similar server technologies to track subscriber activity within email messages. Where used, such messages may record a range of data such as; times, dates, I.P addresses, opens, clicks, forwards, geographic and demographic data. Such data, within its limitations will show the activity each member made for that email message.

Any email messages we send are in accordance with the GDPR and the PECR. We provide you with an easy method to withdraw your consent (unsubscribe) or manage your preferences / the information we hold about you at any time.

Our EMS provider is Hostweb Limited. They hold the following information about members of the society within their EMS system;

  • Your full name
  • Email address

Other Platforms

The society also maintains a presence on the Facebook social media platform. This service requires a separate subscription to the Facebook platform, and information provided to and when using this platform is not controlled by the society and is not covered under this privacy policy. The Facebook Privacy Policy applies to the use of this platform.


Contact Us

Any enquiry with regard to this privicy statement, requests for details of information held, or alterations of concent may be addressed to This email address is being protected from spambots. You need JavaScript enabled to view it. or via our general contact us page.  


Resources and Further Information