Effective Date: 1 July 2026
World White Collar Boxing Series Ltd Privacy Notice
World White Collar Boxing Series Ltd (“WWCBS”, “we”, “our” or “us”) is committed to protecting your privacy and ensuring that your personal information is handled lawfully, securely and transparently.
Whether you are applying to participate in one of our boxing programmes, attending training sessions, competing at one of our events, visiting our website or contacting our team, we want you to understand how your personal information is collected, used, stored and protected.
This Privacy Notice explains how WWCBS processes personal information in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and other applicable UK privacy legislation.
Protecting the privacy of our participants, supporters, staff and website visitors is fundamental to the way we operate. We are committed to maintaining the confidentiality, integrity and security of all personal information entrusted to us.
About World White Collar Boxing Series Ltd
World White Collar Boxing Series Ltd is a UK-based boxing events organisation that delivers structured training programmes and professionally organised white collar boxing events for adults aged 18 years and over.
Our events are designed to provide participants with a safe, professionally managed and memorable boxing experience. To achieve this, we collect and process certain personal information that allows us to assess applications, manage training programmes, organise events, maintain participant welfare and comply with our legal and regulatory responsibilities.
For the purposes of UK data protection legislation, World White Collar Boxing Series Ltd acts as the Data Controller, meaning we are responsible for deciding how and why your personal information is processed.
Our Contact Details
If you have any questions about this Privacy Notice or wish to exercise your rights under UK data protection law, please contact us using the details below.
World White Collar Boxing Series Ltd
167–169 Great Portland Street
5th Floor
London
England
W1W 5PF
Website: www.wwcbs.com
Email: events@wwcbs.com
WWCBS will maintain registration with the Information Commissioner’s Office (ICO) where required under applicable UK law.
Our Commitment to Protecting Your Privacy
Respecting your privacy is an important part of earning and maintaining your trust.
We only collect personal information that is necessary to provide our services, administer our boxing programmes and events, protect participant welfare, communicate with you effectively and meet our legal obligations.
We do not sell your personal information to third parties.
Where we engage trusted service providers to support the operation of our business, they will only receive the information necessary to perform their services on our behalf. We expect all organisations we work with to maintain appropriate security standards and comply with applicable data protection legislation.
We regularly review our internal policies, security measures and working practices to help ensure that personal information remains accurate, secure and protected against unauthorised access, misuse, loss or disclosure.
Scope of This Privacy Notice
This Privacy Notice applies whenever you interact with World White Collar Boxing Series Ltd, including when you:
- visit www.wwcbs.com;
- submit an application to participate in a WWCBS programme or event;
- complete registration, participant or medical documentation;
- attend training sessions organised by WWCBS;
- undergo medical screening or fitness assessments;
- communicate with us by email or through our website;
- purchase products or services from WWCBS;
- receive marketing communications that you have agreed to receive;
- attend, compete in or support a WWCBS event.
This Privacy Notice should be read alongside any participant agreements, event terms and conditions, medical declarations or other documents that apply to your relationship with WWCBS.
Privacy Principles
WWCBS is committed to processing personal information responsibly. Whenever we collect or use your information, we aim to ensure that it is:
- processed lawfully, fairly and transparently;
- collected only for specified and legitimate purposes;
- adequate, relevant and limited to what is necessary;
- accurate and kept up to date where possible;
- retained only for as long as necessary;
- protected through appropriate technical and organisational security measures.
These principles underpin the way we manage personal information across all areas of our organisation and help ensure that your privacy remains protected throughout your relationship with WWCBS.
2. Information We Collect and How We Use It
To organise safe, professional and well-managed boxing programmes and events, WWCBS needs to collect certain personal information from participants, prospective participants, supporters and visitors to our website.
The type of information we collect will depend on how you interact with us and the services you use.
2.1 Information You Provide to Us
When you submit an application, register for one of our programmes or contact WWCBS, you may be asked to provide information including:
- Full name
- Residential address
- Email address
- Mobile telephone number
- Date of birth
- Emergency contact details
- Occupation (where relevant)
- Previous boxing or combat sports experience
- Health and lifestyle information relevant to participation
- GP or healthcare provider details where appropriate
- Any additional information you choose to provide during the application process.
We only request information that is necessary to assess your application, administer our programmes and deliver our services safely.
2.2 Medical Information
Participant safety is our highest priority.
Because white collar boxing involves physical activity and competitive sport, we require applicants to complete medical screening before being accepted onto a programme.
This may include:
- A Physical Activity Readiness Questionnaire (PAR-Q)
- A medical declaration
- Details of existing medical conditions
- Current medication
- Previous operations or injuries
- Allergies
- Relevant cardiovascular, respiratory or neurological conditions
- Information relating to previous concussions or head injuries
- GP details where appropriate
- Any additional medical information reasonably required to assess suitability for participation.
Before competing, participants may also undergo a medical examination conducted by the appointed ringside doctor. Following each bout, a further post-bout medical assessment may be carried out to ensure the participant’s immediate wellbeing.
Medical information is treated as Special Category Personal Data under UK GDPR and is subject to enhanced security and confidentiality measures. Access is limited to authorised personnel who require the information to fulfil their professional responsibilities.
Where necessary to protect your vital interests, relevant medical information may be shared with qualified healthcare professionals involved in your treatment.
2.3 Information Collected Through Our Website
When you visit www.wwcbs.com, certain technical information may be collected automatically to help us operate, improve and secure our website.
This information may include:
- Internet Protocol (IP) address
- Browser type and version
- Device type
- Operating system
- Pages viewed
- Date and time of your visit
- Referring website
- Approximate geographic location
- Website usage statistics
- Cookie and analytics information.
This information is generally used in an aggregated format to help us improve website performance, user experience and security.
2.4 Photography, Video and Digital Media
WWCBS events are professionally photographed and filmed to document our programmes and promote future events.
Images and video footage may include participants, coaches, officials, spectators and other individuals attending WWCBS activities.
Media captured during our events may be used for legitimate business purposes including:
- Our official website
- Social media channels
- Promotional campaigns
- Printed marketing materials
- Press releases
- Event highlights
- Educational content
- Official WWCBS YouTube content.
Where required by law, or where appropriate, consent will be obtained before identifiable images are used for promotional purposes outside the normal reporting and promotion of our events.
2.5 How We Use Your Personal Information
The information collected by WWCBS enables us to operate safely, efficiently and professionally.
Depending upon your relationship with us, your information may be used to:
- Assess applications to join WWCBS programmes.
- Verify participant eligibility.
- Organise training programmes and boxing events.
- Maintain participant records.
- Arrange medical assessments.
- Contact you regarding your application or participation.
- Respond to enquiries and customer support requests.
- Process payments where applicable.
- Maintain health and safety records.
- Comply with insurance requirements.
- Improve our programmes and participant experience.
- Monitor the quality of our services.
- Prevent fraud and protect the integrity of our events.
- Meet our legal and regulatory obligations.
Personal information is only processed where there is a legitimate reason for doing so.
2.6 Our Lawful Basis for Processing
UK data protection legislation requires organisations to identify a lawful basis for processing personal information.
Depending upon the circumstances, WWCBS processes personal data under one or more of the following lawful bases.
Performance of a Contract
Processing is necessary to administer your application, provide our services, organise training, manage events and fulfil our contractual obligations.
Legal Obligation
Certain information must be retained to comply with legal, financial, health and safety, insurance and regulatory requirements.
Legitimate Interests
WWCBS has a legitimate interest in operating a safe, efficient and professionally managed organisation.
This includes maintaining participant records, improving our services, protecting our business, preventing misuse of our services and ensuring the safety of everyone involved in our programmes and events.
Whenever we rely upon legitimate interests, we carefully consider your rights and freedoms before processing your personal information.
Consent
In certain situations we rely upon your consent.
Examples include:
- Receiving promotional emails.
- Receiving marketing communications.
- Processing certain categories of sensitive information where consent is appropriate.
- Using photographs or video in circumstances where consent is required by law.
You may withdraw your consent at any time without affecting the lawfulness of any processing carried out before consent was withdrawn.
2.7 Marketing Communications
From time to time, WWCBS may provide information about future events, training opportunities, promotions, competitions or company news.
Marketing communications will only be sent where permitted by applicable law.
You may unsubscribe at any time by:
- Following the unsubscribe instructions included within our communications.
- Contacting us directly at events@wwcbs.com.
Choosing not to receive marketing communications will not affect important operational communications relating to your application, training programme or participation in a WWCBS event.
3. Protecting and Managing Your Personal Information
World White Collar Boxing Series Ltd is committed to maintaining the confidentiality, integrity and security of all personal information entrusted to us.
We recognise that participants provide us with sensitive information, particularly during the application and medical assessment process. For that reason, we have appropriate measures in place to help protect personal information against unauthorised access, accidental loss, misuse, alteration or disclosure.
3.1 Who We May Share Your Information With
WWCBS only shares personal information where it is necessary to deliver our services, fulfil our legal responsibilities or protect the safety and wellbeing of participants.
Depending on the circumstances, your information may be shared with:
- Qualified ringside doctors responsible for conducting medical examinations before and after bouts.
- Healthcare professionals providing emergency medical treatment.
- Professional advisers including accountants, auditors or solicitors where required.
- Secure technology providers who support the operation of our business.
- Payment service providers responsible for processing financial transactions.
- Government departments, regulators or law enforcement agencies where disclosure is required by law.
- Insurance providers or legal representatives where information is required in connection with an incident, claim or investigation.
We carefully consider every request for information and will only disclose personal data where there is a lawful reason to do so.
3.2 Technology and Business Systems
To help administer our programmes and events efficiently, WWCBS uses secure digital systems to manage participant information and internal business operations.
At the time this Privacy Notice was published, this includes:
- Monday.com for business and workflow management.
- Secure email services for participant communications.
- Website hosting providers.
- Secure cloud-based document storage where appropriate.
As our organisation develops, additional trusted technology providers may be introduced where this assists us in delivering our services more effectively.
Any third-party provider engaged by WWCBS is expected to process personal information responsibly and implement appropriate security measures.
3.3 Information Security
Protecting personal information is an ongoing priority for WWCBS.
We have implemented technical and organisational safeguards designed to reduce the risk of unauthorised access or accidental disclosure.
These safeguards may include:
- Password-protected systems.
- Role-based access controls.
- Secure cloud storage.
- Encryption where appropriate.
- Multi-factor authentication where available.
- Routine software updates.
- Secure backup procedures.
- Internal confidentiality requirements for authorised personnel.
Access to participant records is limited to individuals who require the information in order to carry out their responsibilities.
Although we take appropriate precautions, no electronic system can ever be guaranteed to be completely secure. We continually review our procedures to reduce risk and improve security.
3.4 Data Retention
WWCBS retains personal information only for as long as it is reasonably necessary to fulfil the purposes for which it was collected or to satisfy legal, regulatory and operational requirements.
Our standard retention periods are currently:
| Record Type | Retention Period |
| Participant application records | 7 years |
| Participant agreements | 7 years |
| Medical declarations and PAR-Q forms | 7 years |
| Ringside medical assessments | 7 years |
| Accident and incident reports | 7 years |
| Financial and accounting records | 6 years |
| Customer enquiries | 2 years |
| Marketing records | Until consent is withdrawn or after 24 months of inactivity |
| Website analytics data | Up to 26 months |
| Event photography and promotional media | Retained while required for legitimate business purposes |
Where records are no longer required, they will be securely deleted, destroyed or permanently anonymised.
3.5 International Data Transfers
Some of the technology providers used by WWCBS may process information outside the United Kingdom.
Where personal information is transferred internationally, WWCBS will ensure that appropriate safeguards are implemented to provide a level of protection consistent with UK data protection legislation.
These safeguards may include:
- Transfers to countries recognised as providing adequate protection.
- Approved contractual clauses.
- Additional technical and organisational security measures where appropriate.
WWCBS will take reasonable steps to ensure that personal information remains protected regardless of where it is processed.
3.6 Data Accuracy
We encourage participants to inform us whenever their personal information changes.
Keeping your contact details, emergency information and medical records accurate helps us communicate effectively and maintain the highest standards of participant safety.
Where we become aware that information is inaccurate or incomplete, we will take reasonable steps to correct or update our records promptly.
3.7 Confidentiality
Everyone authorised to access personal information held by WWCBS is expected to treat that information with the highest level of confidentiality.
Personal information will only be accessed where there is a legitimate operational need and will not be disclosed unnecessarily.
Staff, contractors, volunteers and professional advisers who handle personal information are expected to respect confidentiality and process information responsibly.
3.8 Data Breaches
Despite robust security measures, incidents may occasionally occur.
If WWCBS becomes aware of a personal data breach that is likely to result in a risk to the rights and freedoms of individuals, we will investigate the incident promptly and take appropriate action.
Where required by law, we will notify the Information Commissioner’s Office (ICO) and affected individuals within the timescales required by UK GDPR.
We continually review our security procedures to reduce the likelihood of future incidents and improve our overall data protection practices.
4. Your Rights and Additional Information
World White Collar Boxing Series Ltd recognises the importance of protecting the rights of every individual whose personal information we process.
Under UK data protection legislation, you have several important rights regarding your personal information. WWCBS is committed to respecting those rights and responding to requests promptly and fairly.
4.1 Your Privacy Rights
Subject to certain legal conditions and exemptions, you have the right to:
The Right of Access
You may request confirmation of whether WWCBS processes your personal information and ask for a copy of the information we hold about you.
Before releasing any personal information, we may ask you to verify your identity to help protect your privacy and prevent unauthorised access.
The Right to Rectification
If you believe that any personal information we hold is inaccurate, incomplete or out of date, you may request that it is corrected.
Keeping your information accurate is particularly important where it relates to your contact details, emergency contacts or medical information.
The Right to Erasure
In certain circumstances, you may ask us to delete personal information that we hold about you.
This right is not absolute. WWCBS may be required to retain certain records where necessary to comply with legal obligations, insurance requirements, financial regulations, safeguarding responsibilities or the establishment, exercise or defence of legal claims.
Where we are unable to comply with a request for deletion, we will explain the reasons for our decision.
The Right to Restrict Processing
You may request that we temporarily restrict the way we process your personal information while a concern is investigated or where you believe the information we hold is inaccurate.
During any period of restriction, we will continue to store your information securely but will only process it where legally permitted.
The Right to Object
Where we process your personal information on the basis of our legitimate interests, you have the right to object to that processing.
Each request will be carefully considered and balanced against WWCBS’s legitimate reasons for processing the information.
The Right to Data Portability
Where processing is based upon your consent or a contract and carried out by automated means, you may request that certain personal information is provided to you in a structured, commonly used and machine-readable format.
Where technically possible and legally appropriate, you may also request that this information is transferred directly to another organisation.
The Right to Withdraw Consent
Where we rely upon your consent to process personal information, you may withdraw that consent at any time.
Withdrawing consent will not affect the lawfulness of any processing that took place before consent was withdrawn.
4.2 Exercising Your Rights
If you wish to exercise any of your privacy rights, please contact WWCBS using the details provided within this Privacy Notice.
To protect your personal information, we may request reasonable evidence of your identity before responding to your request.
We aim to respond to all requests within one month, although this period may be extended where permitted by law if a request is particularly complex or involves a large amount of information.
4.3 Cookies and Website Technologies
The WWCBS website uses cookies and similar technologies to improve website functionality, enhance security and better understand how visitors use our website.
Cookies are small text files stored on your device that allow websites to remember information about your visit.
WWCBS may use cookies to:
- maintain website functionality;
- remember user preferences;
- improve website performance;
- monitor website traffic;
- understand visitor behaviour;
- enhance website security;
- improve the overall user experience.
Where required by law, you will be given the opportunity to accept or reject non-essential cookies when visiting our website.
Most internet browsers also allow you to control or delete cookies through your browser settings.
4.4 Website Analytics
WWCBS may use website analytics tools to help us understand how visitors use our website and to improve the services we provide.
Information collected through website analytics may include:
- pages visited;
- time spent on our website;
- navigation routes;
- browser information;
- device type;
- approximate location;
- referral source;
- website performance information.
Analytics information is generally processed in an aggregated form and is used to help improve the quality, functionality and security of our website.
4.5 Links to Third-Party Websites
Our website may contain links to external websites operated by third parties.
WWCBS is not responsible for the privacy practices, content or security of external websites. We encourage you to review the privacy policies of any third-party website before providing personal information.
4.6 Adults Only
World White Collar Boxing Series Ltd provides programmes and events intended exclusively for individuals aged 18 years and over.
We do not knowingly accept applications from persons under the age of 18 or intentionally collect personal information from children.
If we become aware that personal information relating to a person under 18 has been collected in error, we will take appropriate steps to remove that information where legally permissible.
4.7 Changes to This Privacy Notice
WWCBS may update this Privacy Notice from time to time to reflect changes in legislation, regulatory guidance, business operations or the services we provide.
The most recent version will always be published on www.wwcbs.com, together with the date on which it became effective.
We encourage participants and website visitors to review this Privacy Notice periodically to remain informed about how we protect personal information.
4.8 Contacting WWCBS
If you have any questions regarding this Privacy Notice or how World White Collar Boxing Series Ltd processes your personal information, please contact us using the details below.
World White Collar Boxing Series Ltd
167–169 Great Portland Street
5th Floor
London
England
W1W 5PF
Website: www.wwcbs.com
Email: events@wwcbs.com
We will make every reasonable effort to respond to enquiries promptly and professionally.
4.9 Complaints
If you have concerns about the way WWCBS has handled your personal information, we encourage you to contact us first so that we have the opportunity to investigate and resolve the matter.
If you remain dissatisfied, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO), the UK’s independent authority responsible for upholding information rights and data protection law.
Information about how to make a complaint can be found on the ICO’s official website.
4.10 Review of This Privacy Notice
This Privacy Notice is reviewed periodically to ensure it remains accurate, relevant and compliant with applicable UK legislation.
WWCBS is committed to continually improving its privacy practices and maintaining the highest standards of transparency, accountability and information security for everyone who engages with our organisation.