Guildford City Club Privacy Notice For Members

 Guildford City Swimming Club: Registered Charity No: 1148907 Company Limited by Guarantee: Company No: 07667762



1.Why are we publishing this Privacy Notice?
In preparation for the new General Data Protection Regulation (GDPR) coming into effect on 25 May 2018 we have published this privacy notice for members. As a swimming club we are responsible for ensuring that our members’ data is secure and processed in accordance with the law and that any third party agreements have specific privacy clauses in contracts where members’ data is processed on the Club’s behalf.


2. What personal information does Guildford City Swimming Club collect about you?

Guildford City Swimming Club collects and stores member’s information in order to operate the Club.  The information collected includes information on members through the following:

a)         Various Membership Forms via our website and email accounts;

b)         Hytek Data base and other Icloud/storage systems; and

c)         the TeamUnify platform.

§  Swimmer name, date of birth, gender, Doctor’s name and contact details, medical information (if relevant), information about club membership; and membership in sports bodies and associations, Squad, attendance history, competition results, Swim England insurance information, emergency contact, videos, photos, any additional comments, Camps and trips, notes or information about a swimmer submitted by coaches or administration.

§  Parent / legal guardian name, date of birth, and contact details, such as address, email and phone number.

§  Billing information and payment details

§  Swimmer meet results and personal best times

§  Swim England registration data for members.


3. How does Guildford City Swimming Club use member’s information (swimmer and parent/legal guardian personal information)?

Guildford City Swimming Club uses this information for the following purposes:

§  To operate the club through its network of Coaches, Administrators and volunteers by sharing contact information (and other information as necessary) for the benefit of its members;

§  To allow swimmers and their parents / guardians to apply for and attend swim meets, access race times and photos and videos, practice management, for event management, communication, billing and collection of fees, and other services as and when needed;

§  For internal club record keeping;

§  To comply with national and regional sports bodies’ (eg Swim England) registration and membership requirements.


4. Does Guildford City Swimming Club share your personal information with third parties?

Guildford City Swimming Club will not share personal information without consent, except:

§  Where it is necessary to share with a service provider, such as TeamUnify or SportsEngine (TeamUnify’s parent company), in order to provide members, their parents, and coaches with services they have requested (eg to easily register for and attend swim meets, access swim time histories and swimming practice photos and videos); for practice management; event management; communication; billing and collection of fees; and other services they request.


§  Where it is necessary to share information with our umbrella organisation Swim England, Charity Accountants and Auditors.

§  Where Guildford City Swimming Club has a legal obligation to disclose the information (such as responding to a court order), Charities Commission or to protect Swimming Club’s legal rights or to prevent fraud or illegal activity.


5. What information does the Club put on twitter and their website?

Through your membership form you have signed to give permission for the coaches and administrators to put named photos and videos of members along with news stories onto these platforms within the confines of Swim England’s Wavepower policy. 


6. Access and changes to Personal Information

You are able to view/amend the personal information that the Club has on you as a member through your account on TeamUnify.  It is your responsibility to ensure for Club administration and insurance purposes that your information is accurate and up to date, particularly swimmer’s medical information which may impact training etc and affect insurance coverage.


Should you wish to change your permission regarding our use of photos/videos for media purposes, you are able to review your decision at any time by contacting the Membership Administrator, Liz Simmons






8.  The eight principles of the Data Protection Act 25 May 2018 are:


  1. Fair and lawful processing of personal data
  2. Processed for specified, lawful and compatible purposes
  3. Adequate, relevant and not excessive
  4. Accurate and up to date
  5. Not kept for longer than necessary
  6. Processed in accordance with the rights of the individual
  7. Processed with appropriate security.
  8. Not transferred outside the European Economic Area without adequate protection.


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