Swimming Club: Registered Charity No: 1148907 Company Limited by
Guarantee: Company No: 07667762
CITY SWIMMING CLUB PRIVACY NOTICE FOR MEMBERS – GENERAL DATA
PROTECTION REGULATION (GDPR) 25 MAY 2018
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
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:
Various Membership Forms via our website and email accounts;
Hytek Data base and other Icloud/storage systems; and
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
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
Swim England registration data for members.
3. How does Guildford City Swimming Club use member’s
information (swimmer and parent/legal guardian personal
Guildford City Swimming Club uses this information for the
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
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
For internal club record keeping;
To comply with national and regional sports
bodies’ (eg Swim England) registration and membership
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
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
5. What information does the Club put on twitter and their
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 firstname.lastname@example.org.
8. The eight principles
of the Data Protection Act 25 May 2018 are:
Fair and lawful processing of personal data
Processed for specified, lawful and compatible
Adequate, relevant and not excessive
Accurate and up to date
Not kept for longer than necessary
Processed in accordance with the rights of the
Processed with appropriate security.
Not transferred outside the European Economic Area without