Orpington Ojays Swimming Club - Team Portal

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Orpington Ojays Privacy Policy

Your privacy and the security of your details is very important to us

This Privacy Policy will help you understand how we use and look after the personal information we collect from you. We are the data administrators and as such are responsible for processing any personal data you give us.

We take care to keep your information secure and to prevent any unauthorised access to, or use of it.

What personal data do we hold about you?

Personal data means any information about you by which you can be identified.

As a club we are required to collect, use, store and transfer some personal data of our participants [and their parents or guardians], and other club members including but not limited to club coaches, teacher, officials and volunteers.

When you register with our club, you are required to complete membership and account information in addition to consenting to a number of policies, such as medical liability waiver, mobile and social media, code of conduct and photography. (We class this a special category personal data which we require for your wellbeing, welfare and safeguarding.) We will only hold this data with your consent or, if under 18 with the consent of your parent or guardian.

You may also complete online forms to compete at events, and correspond with us at various times by phone, email or the club website.

The information you give us may include your name, date of birth, address, e-mail address, phone number, gender, and the contact details of a third party for use in the case of emergency. Bank details may be among other details which we will require to make any payments to you, for example if we need to issue a refund or pay for services rendered.

Any personal data we ask you for will be for no other purpose than to fulfil club responsibilities.

Why do we need your personal data?

We will never ask you for personal data for any other purpose than for the general running of our club.

As a member your personal data is required to enable us to provide your membership to Orpington Ojays SC in order to provide training or swimming lessons and to arrange galas and events that you may participate in.

Our lawful warrant for processing your personal data is to fulfil our obligation to you as a participant/member of Orpington Ojays SC.

Ways in which we may use your data

  • Administration of membership and payments
  • Arranging galas
  • Sending out club information and updates
  • Sharing data with coaches, managers or officials to run training sessions or enter events
  • Sharing data with Swim England and county associations and other competition providers for entry to events/competitions
  • Sharing data with committee members to provide details about club activities, membership renewals or invitation to social events
  • Sharing data with third party service or facility providers
  • Publication of results such as galas and club championships
  • Sending out information such as newsletters
  • Medical Information
  • Welfare Issues
  • Swimmer data, performance records, coach review, training schedules, training and gala attendance, and other relevant statistics


With whom might we share your personal data?

We may at times share your data with third parties for registration purposes, for example for competition entry, officiating at competitions and specifically, but not limited to Swim England, or other swimming clubs hosting Open Meets.

We may disclose your personal information to meet our legal obligations, which may include reporting under the Swim England’s Wavepower Child safeguarding policy and procedures.

We may also disclose your personal information to third parties to comply with a legal obligation; to protect the rights, property, or safety of our participants, members or affiliates, or others.

Your personal data may need to be transferred outside of the UK, for example in the instance of an event held outside of the UK, such as club camps. In this instance appropriate safeguards will be in place to ensure the security of that personal data.

How do we protect your personal data?

Appropriate security measures to protect your personal data from being accidentally lost, used or accessed inappropriately, altered or disclosed are in place and are constantly under review. Access to personal  information is strictly controlled on a need to know basis and aligned with specific roles and functions within the club.

How long do we hold your personal data?

We keep personal data on our participants and members while they continue to be a participant or member or are otherwise actively involved with the club. We will delete personal data after a participant has ended their membership or affiliation. We will keep individual performance records forming club’s competitive records with the permission of that individual and only for as long as that record is held.

What are my rights regarding my personal data?

You have the right at any time to request access, restrict our access to, or ask us to remove your personal data, and to complain to the UK’s data protection supervisory authority, the Information Commissioner’s Office about the processing of your personal data.

You are not obliged to share your personal data with the club, however, should you choose not to, we will not be able to register or administer your membership or enter events on your behalf.

Our Privacy Policy is reviewed regularly, and you will be informed of any changes to the way in which we store/hold your personal data.

Any questions or queries regarding this privacy policy should be directed to the Executive Committee.

Swim England Membership

In order to swim or participate in an official capacity for Orpington Ojays you will be required to obtain Swim England membership and an appropriate licence which the club will administer on your behalf. Information you provide at registration will be used for this purpose.

Swim England will only use your personal information in accordance with their Privacy Policy which can be found at www.swimming.org. Please take some time to read this policy to understand how they will use your personal data.

Some of your information will be made visible on swimmingresults.org, including listing of your achievements, entry to competitive events, biographies or listing on British Rankings. If you do not agree with this you can change your preferences at any time through the Online Membership System (OMS). A link to access OMS will be sent to you along with your Swim England Membership confirmation.’


By completing the Swim England Section during registration, as a Swim England member you must agree to abide by the rules and regulations of Swim England and British Swimming which can be found at


For Club Compete members

As a Swim England member you agree if selected to submit to official doping-control at any time when requested and also agree to abide by the British Swimming Anti Doping Rules at https://www.britishswimming.org/performance/anti-doping/anti-doping-rules/.


TeamUnify, GoMotion, SportsEngine, OnDeck

The Services are powered by TeamUnify, GoMotion, and/or SportsEngine (collectively "SportsEngine"). SportsEngine collects information from users depending on how they use the Services, as set forth in the NBCUniversal Privacy Policy.

  • For logged in users, SportsEngine may collect:
    • device identifiers and usage data for analytics purposes,
    • data related to messages in the SportsEngine account, and
    • volunteer information such as name and email address.
  • When administrators are logged in, SportsEngine may collect:
    • device identifiers and usage data for analytics purposes,
    • data related to messages in the SportsEngine account,
    • administrator information such as name and email address data, and other relevant information when the administrator connects with SportsEngine personnel, for instance through the built-in chat feature.
  • When users are not logged in to SportsEngine, SportsEngine collects device identifiers and usage data for analytics purposes.

Webex Textlocal

Orpington Ojays SC will use the “Account Contact Information” mobile numbers you specified in TeamUnify to update the TextLocal SMS platform. We use this managed service to perform bulk SMS messaging when we need to contact you in the case of any incident that requires your immediate attention such as last-minute cancellation or termination of training and other club events. Textlocal’s privacy policy can be found here https://www.textlocal.com/support/faq/#SendingBulknbspSMS

  • Your mobile number is completely safe, Textlocal do not share or pass on any of your details to third parties
  • Your data will only be used for SMS messaging
  • Textlocal provide a secure 128bit encrypted service which is equivalent to online banking security

You may opt out of this service by contacting [email protected] and this will result in you not receiving these messages.