Our aim is for local sport events to be informal. Simply decide you want to undertake a battle of clans with your friends and go out and have fun. However, we have found that even for the smallest events coordination is required to create a central point where people can get in touch with other competitors. Also after multiple events have taken place under the Battle of the Clans banner, the events will inevitably become larger and organisation will become essential. This Privacy Policy is the first step in this process and it explains how The Battle of The Clans collects, uses, and protects personal data when you register for an event, donate to our cause, or decide to act as a volunteer.

In general, other than that required to aid the operation of this website, we do not use cookies or record how people use this website. We also aim to store and use data in accordance with the EU General Data Protection Regulation (GDPR) for all users of our website, and rest assured we do not sell information to third parties.

ON THIS PAGE

1. Who are we
2. What data we collect
3. Why we use your data
4. Children and young participants
5. Photos and video at events
6. Payments and donations
7. Who we share data with
8. International transfers
9. How long we keep data
10. Cookies
11. Your rights
12. How we protect your data
13. Changes to this policy
14. Contact us
15. Ask before you organise an event

1. Who we are

If you have got this far, you probably know our aim is to bring people together to experience the fun of traditional Scottish sports, but in more detail The Battle of the Clans is a charity registered in the USA under Clan Cunningham Society of America, whose aim is to educate the public about Scottish culture and history. Over the last several years Clan Cunningham has been at the forefront of rewriting early Scottish history, and the events surrounding the start of Scotland as a unified nation. Now our aim is to bring Scots and those with Scottish heritage together, and show the world how Scots enjoy the most popular games in the world.

2. What Data Do We Collect

CATEGORY	EXAMPLES	WHEN COLLECTED
Registration and contact data	To operate competitions we need to collect your name, email address, postal address, phone numbers, date of birth, emergency contact information and club affiliation.	When you register interest in competing and when you sign up to take part in an even.t
Payment & donation data	Card details (if provided by our payment provider), billing address, donation amount, and Gift Aid status where applicable	When you pay an entry fee for a regional, national or international event, or make a donation, payments should be made through a third party service such as Stripe.
Photos & video	Images and footage of the participants and attendees that are taken at events	During and after events, for promotional and reporting purposes
Website usage data	Pages visited, device/browser type, IP address (technical logs only)	Automatically, to keep the site secure and working correctly

We do not currently use cookies or analytics tools to track visitors — see Section 10.

3. Why Your Data is Required

PURPOSE	LEGAL BASIS UNDER GDPR
Processing your event registration and managing participation	Performance of a contract (Art. 6(1)(b))
Processing donations and issuing receipts, including Gift Aid	Legal obligation / legitimate interests (Art. 6(1)(c) & (f))
Contacting emergency contacts if needed for participant safety	Legitimate interests (Art. 6(1)(f)) and, for minors, consent from a parent/guardian
Using photos/video for promotion, reporting to funders, and social media	Consent (Art. 6(1)(a))
Sending updates about events you’ve registered for	Performance of a contract
Sending newsletters or fundraising appeals	Consent, or legitimate interests where permitted for existing supporters
Keeping financial and accounting records	Legal obligation (Art. 6(1)(c))

4. Children and young participants

Most of our events are open to participants of all ages including those under the age of 18. Where this is the case:

• We will require the consent of a parent or legal guardian before a minor registers, and the parent/guardian — not the child — will be treated as the point of contact for consent purposes.
• We collect only the data necessary to run the event safely (e.g. name, date of birth, emergency contact, any relevant medical information disclosed voluntarily for safety planning).
• Any use of a minor’s photo or video in our promotional materials will require separate, explicit consent from a parent or guardian, which will be given at registration, or on the day of the event.
• A parent or guardian can withdraw consent or ask us to delete their child’s data at any time by contacting us at registration at thebattleoftheclan.com.
• Agreements, liability waivers and any further information will be provided by the organisers of each local, national and international event.

5. Photos and video at events

We and our photographers/videographers may take images at our events for use on our website, social media, newsletters, and in reports to sponsors or funders. Where we intend to use an identifiable photo or video of you (or your child), we will ask for your consent at registration or on-site.

If you no longer wish an image of you to be used, contact us using the details in Section 14 and we will remove it from future use where reasonably possible. Note that we may not be able to recall material already shared or published by third parties (e.g. media outlets covering the event).

6. Payments and donations

Any entry fees and donations are processed through Stripe. We do not store full card details ourselves — these are handled securely by our payment provider in line with PCI-DSS standards.

If you make a Gift Aid declaration, we are required to keep records of this for tax purposes as required by law.

7. Who we share data with

We share personal data only where necessary, with:

• Service providers who process data on our behalf, such as our payment processor, email/newsletter provider, event registration platform, and IT hosting provider.
• Event partners, such as venues, timing companies, or insurers, where needed to run the event safely.
• Regulators or authorities, where required by law (e.g. tax authorities for Gift Aid).
• Emergency services, if needed to protect the health or safety of a participant.

We do not sell personal data to third parties.

8. International transfers

Some of our service providers (e.g. cloud hosting or email tools) might store data outside the US and outside the European Economic Area (EEA). Where this happens, we ensure appropriate safeguards are in place, such as the European Commission’s Standard Contractual Clauses, or that the destination country has an adequacy decision from the European Commission.

9. How long we keep data

DATA TYPE	TYPICAL RETENTION
Event registration data	It should be noted that names of winners will be placed in the public domain, as will the age group in which they participated. All data supplied to The Battle of The Clans for registration will be deleted within 12 months of an event. It is possible that contact information might be collected independently by the local hosts where the competitions occur. Thus, hosts should be consulted to determine their rules surrounding their retainment of competitor information.
Financial/donation records (incl. Gift Aid)	As required by tax law, this is typically 6 years
Photos/video used for promotion	Until consent is withdrawn or the material is no longer relevant
Newsletter/marketing contacts	Until you unsubscribe or withdraw consent

10. Cookies

We currently do not use analytics or advertising cookies on this website. We may use strictly necessary cookies required for the site or payment pages to function correctly (for example, to keep a registration form working as you move between steps). These do not require consent under EU law as they are considered essential to the service you’ve requested.

If any changes occur in the future — for example, if we introduce analytics tools — we will update this policy and, where required, ask for your consent via a cookie banner.

11. Your rights

Under the GDPR, you have the right to:

• Access the personal data we hold about you.
• Rectify inaccurate or incomplete data.
• Erase your data (“right to be forgotten”), subject to legal retention requirements.
• Restrict or object to certain processing.
• Data portability — receive your data in a portable format.
• Withdraw consent at any time, where processing is based on consent (e.g. photos, newsletters).
• Lodge a complaint with your national data protection authority if you believe we have not handled your data properly.

To exercise any of these rights, contact us using the details in Section 14. We will respond within one month, as required by law.

12. How we protect your data

We use appropriate technical and organisational measures to protect personal data against loss, misuse, or unauthorised access, including restricted access to registration and donor records, secure hosting, and use of reputable third-party processors for payments.

13. Changes to this policy

We may update this policy from time to time, for example to reflect changes in our events, tools, or the law. The “last updated” date at the top of this page shows when it was last revised. We encourage you to review it periodically.

14. Contact us

The Battle of the Clans

Email: admin@thebattleoftheclans.com
Website: https://www.thebattleoftheclans.com

15. Ask before you organise an event!

Organisers of local, national and International events are required to obtain permission before they can operate any competition under The Battle of the Clans name.

Permission to run a Battle of the Clans event can be obtained through contactingThe Battle of the Clans either through emailing us directly at registrations (at) thebattleoftheclan.com, or through using the online registration form.

1. Acceptance of Terms

By registering for, attending, or participating in any event associated with the The Battle of the Clans (TBOTC), or by using the Thebattleoftheclans.comwebsite, you agree to comply with these Terms and Conditions.
If you do not agree, please refrain from using this website or participating in TBOTC events.

2. Event Background

The WWOC is organized by the World Taiji Science Federation (WTSF) and evolved from the Golden State International Wushu Championships (GSIC), a prestigious California-based martial arts event with over 17 years of continuous history.
The WWOC represents an expanded international platform for martial arts competition and cultural exchange.

3. Eligibility and Registration

Participants must complete the official registration form truthfully and submit any required fees before the published deadlines.
By registering, you confirm that all provided information is accurate and that you meet eligibility requirements set by the organizing committee.

4. Payments and Refunds

All payments for event registration, merchandise, or services are processed through secure third-party payment providers.
Refunds, if applicable, will follow the refund policy specified for each event.
The organizer reserves the right to deny or cancel participation if payments are incomplete or fraudulent.

5. Participant Conduct

All athletes, coaches, judges, and attendees are expected to uphold sportsmanship, respect, and professionalism throughout the event.
The organizing committee reserves the right to disqualify or remove any participant who violates event rules or disrupts public order.

6. Liability Waiver

By participating in TBOTC events, you acknowledge the inherent risks of physical activity and voluntarily assume full responsibility for any injury, loss, or damage.
The organizers, sponsors, and affiliates are not liable for injuries, property damage, or losses incurred during participation, except where required by law.

7. Intellectual Property and Media Rights

All event names, logos, and materials are the property of TBOTC and the Clan Cunningham Society of America.
By registering or attending, participants grant the organizers the right to use photographs, videos, and results for event promotion, documentation, and media purposes.

8. Privacy and Data Use

Personal information collected during registration is processed in accordance with the TBOTC Privacy Policy, available at GoWushu.com/privacy.
This includes information related to athletes, volunteers, and sponsors.

9. Modifications and Cancellations

The organisers of events and TBOTC reserves the right to modify event schedules, categories, or locations due to safety, venue availability, or unforeseen circumstances. In such cases, the organizing committee will make reasonable efforts to notify registered participants promptly.

10. Governing Law

These Terms and Conditions are governed by the laws of the State of California, United States of America.
Any disputes shall be resolved through binding arbitration or a competent court within San Mateo County, California.

11. Contact Information

For questions about these Terms and Conditions, please contact:
Email: admin@thebattleoftheclans.com
Website: https://www.thebattleoftheclans.com

12. Ask before you organise an event!

Organisers of local, national and International events are required to obtain permission before they can operate any competition under The Battle of the Clans name.

Permission to run a Battle of the Clans event can be obtained through contactingThe Battle of the Clans either through emailing us directly at competitions@thebattleoftheclan.com, or through using the online registration form.