Knightsbridge Fencing Club Dubai Policies & Participation Agreement

 

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• Knightsbridge Fencing Club Dubai Policies & Participation Agreement!

• Membership, Code of Conduct & Club Discretion!

• Enrolment, Cancellation & Make-Up Policy!

• Safety & Equipment Policy!

• Safeguarding & Child Welfare Policy!

• Exceptional Circumstances & Operational Changes!

• Physical Fitness & Medical Consent!

• Communicable Diseases!

• Accident Waiver and Release of Liability!

• Equipment & Protective Clothing!

• Supervision & Collection!

• Photography and Video!

• Damages!

• Privacy Policy

• General

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Knightsbridge Fencing Club Dubai Policies & Participation Agreement

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These policies are designed to help maintain a safe, respectful, professional, and positive environment for all athletes, parents, coaches, staff, and venue partners participating in Knightsbridge Fencing Club Dubai activities.

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By enrolling with the Club, members and parents acknowledge and agree to comply with the policies outlined below.

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Membership, Code of Conduct & Club Discretion

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Knightsbridge Fencing Club Dubai is committed to maintaining a positive, respectful, safe, and professional environment for all athletes, parents, guardians, coaches, staff, officials, spectators, and venue partners.

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All members, parents, guardians, and spectators are expected to conduct themselves in a manner that supports the values, reputation, safety, and community spirit of the Club.

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Expected Standards of Behaviour

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All individuals are expected at all times to:

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• respect the rules, values, and spirit of fencing;

• respect coaches, referees, officials, opponents, spectators, venue staff, and fellow members;

• communicate respectfully and professionally with Club staff and representatives;

• support fair play, discipline, sportsmanship, athlete development, and a positive learning environment;

• follow Club policies, operational procedures, safeguarding measures, venue rules, and safety requirements;

• behave in a manner that protects both their own safety and the safety of others;

• represent Knightsbridge Fencing Club Dubai positively during training sessions, competitions, events, travel, and online interactions.

 

Parents & Spectators

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Parents and spectators are expected to:

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• support children positively, respectfully, and constructively;

• ensure children arrive punctually and are collected on time;

• communicate through official Club communication channels;

• respect the professional boundaries of coaches and staff;

• avoid disruptive behaviour during training sessions or competitions;

• support the Club in maintaining a focused, disciplined, and safe training environment;

• understand that coaches may be actively teaching during sessions and may not be able to respond immediately to messages or requests during training hours;

• respect temporary operational adjustments, safeguarding procedures, venue rules, emergency measures, scheduling changes, or alternative training arrangements implemented where reasonably necessary;

• avoid behaviour or repeated disputes that place unreasonable operational, administrative, reputational, or legal strain on the Club, its staff, or venue partners.

 

Unacceptable Behaviour

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The following behaviour will not be tolerated:

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• abusive, aggressive, threatening, defamatory, discriminatory, intimidating, or bullying behaviour;

• harassment, inappropriate language, or persistently disruptive conduct;

• behaviour that places the safety or wellbeing of others at risk;

• behaviour that brings the Club, its staff, venue partners, or the sport of fencing into disrepute;

• refusal to follow reasonable Club policies, safeguarding measures, venue requirements, operational procedures, or safety instructions.

 

Athlete Standards

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All fencers are expected to:

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• give their best effort during training and competition;

• support fellow club members positively;

• respect coaches, referees, officials, opponents, organisers, and venue staff;

• accept both success and defeat with dignity and sportsmanship;

• follow all safety instructions regarding equipment and training;

• wear suitable fencing kit and indoor sports shoes during sessions;

• help maintain a clean, respectful, and safe training environment;

• act in a manner that reflects positively on the Club and the sport of fencing.

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During training, all fencers must wear suitable kit that conforms to the Club’s safety standards and equipment requirements.

Weapons must be carried safely at all times when not fencing.

Fencers and guardians must not leave rubbish behind within the training venue.

Unless otherwise communicated for safeguarding or operational reasons, sessions operate as drop-off and pick-up sessions, and children should be collected promptly at the end of training.

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Club Discretion

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By enrolling with Knightsbridge Fencing Club Dubai, parents and members agree to communicate respectfully and cooperate reasonably with Club policies, operational procedures, safeguarding measures, safety requirements, venue rules, and temporary operational adjustments where reasonably necessary.

The Club reserves the right, at its sole discretion, to refuse, suspend, cancel, discontinue, or decline renewal of any membership, enrolment, trial, booking, competition participation, or attendance where:

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• the relationship between the Club and parent/member has irretrievably broken down;

• behaviour or communication is considered abusive, aggressive, threatening, defamatory, intimidating, or persistently disruptive;

• repeated disputes, excessive demands, or unreasonable conduct place operational, administrative, reputational, or legal strain on the Club, its staff, coaches, or venue partners;

• a parent or member repeatedly refuses to cooperate with reasonable Club policies, safeguarding measures, safety procedures, venue rules, or temporary operational adaptations;

• continued participation is considered not to be in the best interests of the Club community, training environment, or wellbeing of staff and members.

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Where the Club elects to discontinue or decline future participation, any refund or settlement offered shall apply solely to the relevant affected period and shall not imply any obligation for future enrolment, renewal, or continued participation.

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The Club reserves the right to determine whether future enrolment applications are accepted.

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Enrolment, Cancellation & Make-Up Policy

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Enrolment & Payment Commitment

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Knightsbridge Fencing Club Dubai carefully plans class capacities, coaching allocation, venue scheduling, and staffing based on confirmed enrolments.

By enrolling in a term, members commit to the full term booking and the corresponding fees for the reserved training space.

Unless otherwise agreed in writing by the Club, fees are non-refundable and non-transferable once a term has commenced.

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Cancellation & Withdrawal

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If a member wishes to discontinue future enrolment, written notice must be provided to the Club in advance.

Where recurring or automatic renewal arrangements apply, members are responsible for providing at least 30 days’ written notice prior to the next billing or renewal period.

Failure to attend classes, temporary absence, schedule conflicts, travel, or other personal circumstances do not entitle members to refunds, credits, or fee reductions unless otherwise agreed by the Club in writing.

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Make-Up Classes

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Scheduling

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Make-up classes must be requested and arranged with the Club in advance via email, subject to availability and class suitability.

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Eligibility

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Each fencer is entitled to a limited number of make-up classes per term based on their weekly enrolment frequency. Fencers enrolled once per week are entitled to one make-up class per term, while fencers enrolled twice per week are entitled to two make-up classes per term.

Make-up classes are only available where absences have been notified to the Club in advance where reasonably possible.

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Same Term Usage

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Make-up classes must be used within the same term as the missed session unless otherwise approved by the Club. Unused make-up sessions cannot be carried forward, transferred, exchanged for cash, or credited toward future enrolments.

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Class Availability

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Make-up sessions may not always be available with the same coach, on the same day, or at the same training time as the original booking.

The Club reserves the right to determine appropriate make-up class placement based on class capacity, athlete suitability, and operational availability.

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Safety & Equipment Policy

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Safety is a fundamental priority at Knightsbridge Fencing Club Dubai. All participants, parents, and spectators are expected to follow Club safety instructions, equipment requirements, and operational procedures at all times.

Failure to follow safety rules or coach instructions may result in temporary suspension from training or removal from the session where reasonably necessary for safety purposes.

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Weapons & Blade Safety

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Fencing weapons must be carried safely with the point facing downward or stored in an appropriate fencing bag.

Fencers may only handle weapons during supervised training activities and in accordance with coach instructions.

Weapons and blades should be regularly inspected for damage, excessive bending, loose parts, sharp edges, cracks, splinters, or other safety concerns. Unsafe equipment must not be used.

Children may be required to use age-appropriate weapon sizes and training equipment as determined by the Club or competition regulations.

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Blade & Training Safety

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No blade movement is permitted near unmasked individuals.

Fencers must not remove masks while blades are raised or while nearby fencing activity is taking place.

Walking or standing too close to active fencing areas while blades are in motion is prohibited.

Unsafe, reckless, excessively rough, or unsportsmanlike behaviour will not be tolerated.

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Health & Medical Requirements

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Any illness, injury, medical condition, or medication that may affect safe participation must be communicated to the coach before training.

Participants must not attend training while under the influence of medication or substances that may impair judgement, coordination, or safe participation.

Participants should not attend training sessions or Club activities while experiencing symptoms of a contagious illness or infectious condition that may place others at risk.

All participants are expected to take part only when medically fit to do so.

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General Safety Compliance

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All participants must follow the instructions of coaches, referees, staff, and venue representatives at all times in relation to safety, equipment use, venue operations, and safeguarding procedures.

The Club reserves the right to pause participation or remove any participant from an activity where safety concerns reasonably arise.

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Safeguarding & Child Welfare Policy

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Knightsbridge Fencing Club Dubai is committed to providing a safe, respectful, supportive, and positive environment for all children and young people participating in Club activities.

The welfare, safety, and wellbeing of children remain a priority during all training sessions, competitions, events, travel activities, and Club-related communications.

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General Safeguarding Principles

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The Club aims to:

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• provide a safe and supportive sporting environment;

• promote respect, discipline, sportsmanship, and appropriate behaviour;

• help protect children from bullying, intimidation, harassment, discrimination, abuse, or inappropriate conduct;

• maintain appropriate professional boundaries between coaches, athletes, and families;

• encourage open communication regarding welfare or safeguarding concerns.

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All participants, parents, coaches, staff, volunteers, and spectators are expected to contribute to maintaining a safe and respectful environment.

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Communication & Professional Boundaries

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Communication with athletes should take place through appropriate Club communication channels and, where appropriate, through parents or guardians.

Coaches and staff are expected to maintain professional and appropriate boundaries with all participants at all times.

Parents and members are expected to communicate respectfully with coaches, staff, venue representatives, and other families.

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Reporting Concerns

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Any safeguarding, welfare, bullying, safety, or behavioural concerns should be reported to the Club as soon as reasonably possible.

The Club reserves the right to take appropriate action where safeguarding, welfare, safety, or behavioural concerns arise.

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Safeguarding Cooperation

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Parents, members, and participants are expected to cooperate with reasonable safeguarding measures, venue procedures, emergency protocols, supervision arrangements, and operational instructions implemented by the Club or partner venues.

Failure to cooperate with safeguarding or safety procedures may result in suspension or discontinuation of participation where reasonably necessary.

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Exceptional Circumstances & Operational Changes

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From time to time, circumstances beyond the Club’s reasonable control may affect the delivery of sessions. These may include, but are not limited to, government guidance or regulatory decisions (including KHDA, Ministry, federation, school, or venue directives), facility closures, regional security situations, public health measures, extreme weather, operational restrictions, transportation disruption, or other unforeseen events affecting the Club or its partner venues.

Knightsbridge Fencing Club Dubai operates from third-party partner facilities and venues. In exceptional circumstances, the Club reserves the right to temporarily modify, relocate, reschedule, shorten, combine, pause, or deliver sessions through alternative formats where reasonably necessary to maintain continuity of training.

Alternative formats may include online sessions, fitness sessions, tactical analysis, footwork training, workshops, modified class structures, or temporary venue changes.

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The Club will make reasonable efforts to continue providing training and support during such periods; however, identical replacement of services, facilities, schedules, coaching formats, or training environments cannot be guaranteed.

Where sessions are delivered in an alternative format during such circumstances, those sessions shall be considered delivered and fulfilled for the affected period. Temporary operational adaptations implemented due to exceptional circumstances shall not normally constitute grounds for refunds, credits, compensation, or additional make-up sessions.

The Club remains committed to acting reasonably, professionally, and in the best interests of its athletes, members, and families during any period of disruption.

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Physical Fitness & Medical Consent

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By enrolling with the Club, I confirm that all registered participants are medically fit to take part in fencing and related sporting activities and have not been advised otherwise by a qualified medical professional.

I acknowledge that fencing and related physical activities involve inherent risks of injury and physical exertion.

I consent to Knightsbridge Fencing Club Dubai providing or arranging appropriate first aid, emergency assistance, or medical treatment where reasonably considered necessary.

All participants are required to maintain valid medical and health insurance coverage while participating in Club activities.

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Communicable Diseases

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I acknowledge that participation in sporting activities, training sessions, competitions, and attendance at venues may involve exposure to communicable illnesses or infectious diseases.

I voluntarily assume the inherent risks associated with participation and attendance on behalf of myself and those registered on my account.

While Knightsbridge Fencing Club Dubai will make reasonable efforts to maintain appropriate health, safety, and hygiene measures where applicable, the Club cannot guarantee that exposure or transmission will not occur.

To the fullest extent permitted by applicable law, the Club shall not be held liable for illness, infection, or related consequences arising from participation in or attendance at Club activities.

To help maintain a safe training environment for all participants, members should not attend sessions or Club activities if they or their child are experiencing symptoms of a contagious illness or infectious condition.

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Accident Waiver and Release of Liability

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By enrolling with or participating in activities organised by Knightsbridge Fencing Club Dubai, I acknowledge and accept that fencing and related sporting activities involve physical exertion and carry inherent risks of injury, accident, or physical harm.

I understand and voluntarily assume all reasonable risks associated with participation in training sessions, competitions, fitness activities, workshops, events, travel, and spectating activities connected to the Club.

To the fullest extent permitted by applicable law, I waive and release Knightsbridge Fencing Club Dubai, its coaches, staff, volunteers, representatives, venue providers, and partner facilities from liability for any injury, accident, loss, damage, or expense arising from participation in or attendance at Club activities.

I acknowledge that participation is voluntary and that all participants are expected to follow Club safety instructions, operational procedures, and equipment requirements at all times.

In the event of an accident, injury, or medical emergency, I authorise the Club to seek appropriate medical assistance where reasonably necessary.

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Equipment & Protective Clothing

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All fencers are responsible for ensuring that their personal equipment is maintained in a safe and suitable condition for training and competition.

When sparring or fencing with steel weapons, full protective fencing equipment must be worn, including:

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• fencing mask;

• fencing jacket;

• plastron;

• glove;

• breeches or approved fencing trousers;

• fencing socks;

• suitable indoor sports shoes;

• and, where applicable, chest protection.

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Protective equipment should be appropriately sized, securely fitted, and free from visible damage or excessive wear.

No jeans, shorts, or unsuitable casual clothing may be worn during fencing activities.

The Club reserves the right to prohibit the use of any equipment considered unsafe, damaged, unsuitable, or non-compliant with reasonable safety standards.

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Supervision & Collection

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Parents and guardians remain responsible for children before the start of sessions and after sessions have ended unless otherwise communicated by the Club.

Children should be collected promptly at the conclusion of training sessions.

The Club may implement additional collection, sign-in, safeguarding, or supervision procedures where reasonably necessary for operational or safety purposes.

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Photography & Video

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From time to time, photographs or videos may be taken during training sessions, competitions, or Club events for coaching, safeguarding, promotional, educational, or social media purposes.

Parents should inform the Club in writing if they do not wish for their child to appear in Club media content.

All members and spectators are expected to use photographs, video recordings, and social media responsibly and respectfully.

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Damages

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I accept responsibility for any damage caused to Club equipment, facilities, venues, or property by myself or any participant registered under my membership or account.

I agree to indemnify and hold harmless Knightsbridge Fencing Club Dubai, its staff, representatives, venue providers, and partner facilities from any loss, damage, liability, cost, or claim arising from such damage.

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Privacy Policy

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At Knightsbridge Fencing Club Dubai, we are committed to protecting the privacy and personal data of our students and their families in line with applicable UAE data protection regulations, including Federal Decree-Law No. 45 of 2021 (PDPL).

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1. Information We Collect

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We may collect the following information during registration, booking, or waiver submission:

• Parent/guardian name and contact details (phone number and email address)

• Child’s name, age, school, and relevant personal details

• Health or medical information relevant to participation and safety

• Emergency contact details

• Digital acknowledgements, waivers, and consent records

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2. Purpose of Data Collection

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We collect and use this information to:

• manage class bookings, enrolments, and attendance;

• ensure the safety and wellbeing of all participants;

• maintain accurate medical and emergency information;

• group students appropriately (including by age and school where relevant);

• communicate important updates regarding classes, schedules, and Club activities;

• maintain signed waivers and consent records.

Photographs and video recordings may occasionally be used for coaching, safeguarding, promotional, educational, or Club communication purposes in accordance with Club policies.

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3. Booking System & Data Processing

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We use iClassPro and Wix as our booking and management systems.

Personal data is securely stored within these systems.

Waivers and policy acknowledgements are completed digitally and linked to each student profile.

By completing a booking or waiver, you acknowledge and agree to the collection and processing of data within these systems.

Data may be processed and stored on secure servers outside the UAE in accordance with applicable data protection safeguards.

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4. Medical Information & Participant Safety

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Medical information is collected strictly for safety purposes.

Parents/guardians are responsible for providing accurate and up-to-date medical information.

The Club uses this information solely to support participant safety and wellbeing.

By enrolling, you acknowledge that:

• you have disclosed all relevant medical conditions;

• your child is fit to participate unless otherwise stated;

• participation in fencing and physical activity carries inherent risks.

Accurate and complete medical information is important to help the Club support participant safety. The Club cannot accept responsibility for issues arising from undisclosed, inaccurate, or incomplete medical information provided during registration or participation.

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5. Consent

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By registering, booking a session, or signing a waiver:

• you confirm that you are the parent or legal guardian of the participant;

• you consent to the collection and use of personal data as outlined in this policy;

• you consent to the processing of medical information for safety purposes;

• you confirm that all information provided is accurate.

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6. Data Storage & Security

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We take appropriate measures to protect your data:

• data is stored securely within protected systems;

• access is restricted to authorised staff only;

• reasonable steps are taken to prevent unauthorised access, loss, misuse, or disclosure.

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7. Data Retention

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We retain personal data only as long as reasonably necessary:

• Active students: data is maintained throughout enrolment.

• Former students: data may be retained for a reasonable administrative, legal, safeguarding, or safety period (typically up to 3 years), after which it is securely deleted or anonymised where appropriate.

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8. Sharing of Information

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We do not sell personal data to third parties.

Information may only be shared:

• where reasonably necessary for safety or emergency situations;

• where required by law or regulatory authorities;

• within our secure booking and management systems for operational purposes.

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9. Your Rights

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You have the right to:

• request access to your personal data;

• request correction of inaccurate information;

• request deletion of your data where applicable;

• withdraw consent where applicable, subject to legal, safeguarding, administrative, or operational requirements.

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10. Contact

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For any questions regarding this Privacy Policy or your personal data, please contact:

fencing@knightsbridgefencingclub.ae

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11. Updates to This Policy

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We may update this Privacy Policy from time to time. Any updates will be published on our website.

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Consent Statement

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I confirm that I have read and agree to the Privacy Policy, consent to the collection and processing of personal and medical information for booking, safety, and training purposes, and accept the terms outlined in the Club’s policies and waivers.

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General

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Knightsbridge Fencing Club Dubai reserves the right to update or amend its policies, operational procedures, schedules, safeguarding measures, and venue requirements from time to time where reasonably necessary for operational, legal, safety, or organisational purposes.

By participating in Club activities, members and parents acknowledge and agree to comply with the most current published Club policies.