Privacy
Last changed 4 October 2026.
What Fency holds about you, why, who sees it, and what you can ask of us.
Who is responsible
Fency is run by Bothy Systems Ltd, a company registered in England and Wales, number 17495204.
- For your Fency account (your name and email address, and signing in), we are the controller.
- For a club’s members, bookings and subscribers, the club is the controller: it decides what to ask and why. We hold those details for the club, as its processor, and do only what the club and our terms ask.
What we hold
- Your account: your name and email address.
- When you join a club or book a course: the member’s name and date of birth, who to call in an emergency and their phone number, a British Fencing number if there is one, and answers to any questions the club adds.
- Payments: what was paid, when, to which club and how. Card details go straight to Stripe. We never see or store them.
- A club’s news by email: your email address, and when you confirmed or stopped it.
- A message to a club through its site: what you wrote, and your address, which we pass to the club.
- Running a club: what the club publishes, and which accounts help run it.
Why, and on what basis
- To provide the service you or your club asked for: our contract with you, and the club’s with its members.
- To keep the service secure and working: our legitimate interest in running it safely.
- To send a club’s news: your consent, which you can withdraw with one click in any email.
- To keep records the law requires, such as of payments.
Children
A child’s membership is made and looked after by their parent or guardian, from the adult’s account. A club’s admins see the child’s name, date of birth and emergency contact. Nothing about a member is shown on a club’s public site.
Who sees it
- The club you joined: its admins see their own members and bookings. No club sees another’s.
- Amazon Web Services, which hosts Fency in London and sends its email.
- Stripe, which takes card payments for clubs, under its own privacy policy.
We don’t sell your details, and we don’t share them with advertisers.
Where it’s kept, and for how long
Your details are kept in the United Kingdom, encrypted, with backups kept for 30 days. Pictures a club publishes are served from Amazon’s network worldwide. We keep an account until you ask us to delete it, and a club’s records for as long as the club uses Fency and asks us to keep them. Payment records are kept as long as tax law requires.
Cookies
One cookie keeps you signed in, and one holds a new club’s name while you set it up. There are no advertising or tracking cookies, and no analytics.
Your rights
You can ask for a copy of what’s held about you, to have it corrected or deleted, to object to or restrict its use, and to take it elsewhere. For a club’s records, ask the club, or ask us and we’ll pass it on. For your account, write to hello@fency.club. We answer within a month.
If you’re unhappy with how we’ve handled it, you can complain to the Information Commissioner’s Office at ico.org.uk.