Privacy Policy

Who we are

This notice covers the website operated by Dublin University Fencing Club (DUFC), Trinity College Dublin, Ireland, including the Google-connected application called Trinity Fencing Website. Contact the club about this notice or your information at dufencing@gmail.com.

Information used by the website

• Club information supplied through Google Sheets, Calendar and Drive, including committee and coach profiles, club contact details, photographs, achievements, events and policies, is used to publish the relevant website pages.
• The poule tracker uses the names, weapon, date and bout scores you enter to generate matches, PDFs and results. Tournament records can also contain weekly prize information from previously saved results.
• If you contact us by email, we receive your email address and the information you choose to send so that we can respond.
• The hosting service processes technical request information needed to deliver and protect the website. The site includes Vercel Web Analytics, which may collect page-view, browser and device information when enabled in the hosting environment.

Connecting your Google account

Google sign-in is optional and is used to save poule results directly to your personal Drive, the club folders, or both. You can browse the website, use the tracker, print a sheet and download a PDF without connecting Google.

The connection requests Google's file-specific Drive permission (drive.file), allowing access to files the application creates and the club folders you select using Google Picker. Club uploads require Google to permit adding files to both folders. We do not request access to your entire Drive, Gmail or contacts, or change folder permissions.

Google provides access and refresh tokens so the website can make those requests on your behalf. We do not receive your Google password. Tokens are held in an encrypted, HttpOnly browser cookie for up to 30 days and are sent to the website server when needed; the server uses them with Google to complete uploads and refresh access. When folder selection is needed, a short-lived access token is passed to Google Picker in browser memory; it is not saved in local storage, and the refresh token remains in the encrypted, HttpOnly cookie.

Separately, a club-configured Google connection reads the club's Sheets, Calendar and Drive content for the public website and league. This does not require visitors to connect their own accounts.

Saving and publishing results

Selecting Save results to Drive creates PDF and JSON copies in your chosen destination: personal My Drive, the club folders, or both. Personal-only copies are not shared with the club by the website and do not update the league. The club folders have public editing access; people with access can view and change the files. The club monitors uploads manually, without an approval step.

If you save to the club folders and select Count towards Poules Tournament, eligible results are used for public league standings and weekly winners. These pages may show fencer names, scores, rankings, photographs and recorded prize information. Make sure participants know how their results will be used before submitting them.

Downloading a PDF sends the poule data to the website server to generate the file but does not save it to Drive or publish it to the tournament.

Storage, retention and your controls

• Your current poule draft stays in this browser's local storage until you start a new poule or clear the site's browser data. Take care when using a shared device.
• A sign-in security cookie expires after 10 minutes. The Google connection cookie lasts up to 30 days and can be cleared using Disconnect Google in the tracker.
• You can also revoke the website's Google access through your Google Account connections. Disconnecting or revoking access does not delete results already uploaded.
• Uploaded results remain in the club's Google storage until removed by an authorised organiser; the website does not automatically delete them at the end of a season. Contact the club to request correction or removal, including from the public league.
• Copies you download are under your control. Deleting a club record cannot recall copies that other people have already downloaded.

Sharing and external services

Google processes information for sign-in, storage and the embedded events calendar; Render hosts the deployed website. These services process data as needed to provide their functionality and may process information outside Ireland. Their own privacy notices describe their processing and applicable international-transfer safeguards.

The embedded Google Calendar may receive technical information and use cookies according to Google's Privacy Policy. Newsletter registration is handled on Mailchimp's external signup page, and membership and shop links lead to external providers. Information you submit on those services is governed by their own notices; website terms are available on our Terms of Service page.

We do not sell Google user data, use it for advertising or use it to train general-purpose artificial intelligence models. Our use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including its Limited Use requirements.

Your privacy rights and requests

Depending on the circumstances and applicable data-protection law, you may request access to, correction or deletion of your personal information, restriction of processing or a portable copy, and may object to processing. Where processing relies on consent, you can withdraw it without affecting processing that already took place.

Email dufencing@gmail.com with your request and enough detail for us to identify the relevant record. You can also raise a concern with Ireland's Data Protection Commission.

Changes to this notice

We will update this page when the website's data handling changes. New uses of Google account information will be disclosed before they begin, with renewed permission requested where required.