Privacy Notice

Below is the Privacy Notice of Weston-super-Mare Swimming Club dated 14th April 2022:

 

 

 

 

 

 

 

We are committed to respecting your privacy. This notice is to explain how we may use personal information we collect before, during and after your involvement with us. This notice explains how we comply with the law on data protection, what your rights are and for the purposes of data protection, we will be the controller of any of your personal information.

 

This notice applies to you if you are either:

  1. an individual or club member who has contacted us to receive updates about funding, upcoming event information and other ways to get involved further with sport in your region;
     
  2. a participant at one of our partner-led development events or workshops; or
     
  3. an individual client (such as a sole trader or partnership) or an employee of a corporate client who (i) has contacted us to purchase our services/products; or (ii) we have contacted you about the services/products we offer.

References to we, our or us in this privacy notice are to Weston-super-Mare Swimming Club.

We have appointed our Secretary our Data Protection Officer to oversee our compliance with data protection laws and as Lead Information Asset Owners, our Secretary, has overall responsibility for data protection compliance in the club. Contact details are set out in the "Contacting us" section of this website.

1. PERSONAL INFORMATION WE MAY COLLECT FROM YOU

You may provide us with or we may obtain personal information about you, such as

information regarding your:

  • personal contact details that allow us to contact you directly such as name, title, email addresses, and telephone numbers;
  • date of birth;
  • gender;
  • Swim England membership number;
  • records of your interactions with us such as telephone conversations, emails and other correspondence and your instructions to us;
  • details you provide about your experience in the sport and your interests in getting further involved in the sport;
  • any feedback you provide in a survey;
  • records of your attendance at any events, competitions or workshops delivered by us or our sports partners;
  • images in video and/or photographic form and voice recordings;
  • any payment or bank details you provide so that we can receive payments from you or you can receive payments from us and details of the financial transactions with you;
  • use of and movements through our online systems, passwords, personal identification numbers, IP addresses, user names and other IT system identifying information;
  • any funding application details; and
  • your marketing preferences so that we know whether and how we should contact you.

 

2. SPECIAL CATEGORIES OF PERSONAL INFORMATION
 

We may also collect, store and use the following “special categories” of more sensitive personal information regarding you:

  • information about your race or ethnicity, religious beliefs, sexual orientation and political opinions;
  • information about your health, including any medical condition, health and sickness records, medical records, and health professional information; and
  • biometric information about you, for example, fingerprints, and retina scans.

We may not collect all of the above types of special category personal information about you. In relation to special category personal data that we do process we do so on the basis that:

  • the processing is necessary for reasons of substantial public interest, on a lawful
  • basis;
  • it is necessary for the establishment, exercise or defence of legal claims;
  • it is necessary for the purposes of carrying out the obligations and exercising our or your rights in the field of employment and social security and social protection law; or based on your explicit consent.

In the table below, we refer to these as the “special category reasons for processing of your personal data”. We may also collect criminal records and Disclosure and Barring service information from you. For criminal records history, we process it on the basis of legal and safeguarding obligations or based on your explicit consent.

3. WHERE WE COLLECT YOUR INFORMATION

We typically collect personal information when you create an account on our site at

https://uk.teamunify.com/team/swrwsmsc, sign up for any newsletter we may produce, enter competitions, join a team, squad or training camp, register for learning and development opportunities, when you make a query and/or complaint when you correspond with us by phone, e-mail or in some other way.

We also may collect personal information about you when you attend one of the events or workshops hosted by us or one of our delivery partners and/or activity providers.

4. USES MADE OF THE INFORMATION

The table below describes the main purposes for which we process your personal information, the categories of your information involved and our lawful basis for being able to do this.

 

Purpose

Personal information

used

Lawful basis

To administer any

membership account(s)

you have with us and

managing our

relationship with you,

including dealing with

enquiries made by you

All contact details, records

of your interactions with us,

and marketing preferences.

 

Use of and movements

through our online portal.

This is necessary to enable

us to properly manage and

administer your account with

us.

To send you marketing

information we think you

might find useful or

which you have

requested from us,

including our newsletter

and information about

our events and any offers

from about our partners

and activity providers to

further progress your

interest in the sport

 

Contact details and

marketing preferences.

Details you provide about

your experience in the sport

and, your interests in getting

further involved in the sport;

 

Where you have given us

your explicit consent to do

so.

To deal with your

queries or complaints

Contact details and records

of your interactions with us.

We have a legitimate interest

to provide complaint

handling services to you in

case there are any issues

with the service we provide.

Retention of records

All the personal information

we collect.

We have a legitimate interest

in retaining records whilst

they may be required in

relation to complaints or

claims. We need to retain

records in order to properly

administer and manage any

account you have with us

and in some cases we may

have legal or regulatory

obligations to retain records.

We process special category

personal data on the basis of

the “special category reasons

for processing of your

personal data” referred to in

section 2 above.

For criminal records history

we process it on the basis of

legal obligations or based on

your explicit consent.

To conduct data

analytics studies to

better understand event

attendance and trends

within sport in the club

Records of your attendance

at any events or

competitions hosted by us

and/or our delivery partners.

We have a legitimate interest

in doing so to ensure that

our events continue to

improve and are targeted

and relevant.

For the purposes of

promoting sport in the

club, our campaigns

and events and the work

we do as a swimming and water polo club.

Images in video and/or

photographic form.

Where you have given us

your explicit consent to do

so.

To comply with health

and safety requirements.

Records of attendance and

health and medical

information.

We have a legal obligation

and a legitimate interest to

provide you and other

members of our organisation

with a safe environment in

which to participate in sport.

We process special category

personal data on the basis of

the “special category reasons

for processing of your

personal data” referred to in

section 2 above.

To use information

about your physical or

mental health (including

any injuries) or disability

status to ensure your

health and safety and to

assess your fitness to

participate in any of the

activities or events we

host.

Health information

We process special category

personal data on the basis of

the “special category reasons

for processing of your

personal data” referred to in

section 2 above.

For the purposes of equal

opportunities monitoring.

Name, title, date of birth,

gender, information about

your race or ethnicity, and

health information.

We have a legitimate interest

to promote a sports

environment that is inclusive,

fair and accessible.

We process special category

personal data on the basis of

the “special category reasons

for processing of your

personal data” referred to in

section 2 above.

To administer your

attendance at any

courses, events or

programmes you sign up

to.

All contact details, date of

birth, gender, health and

medical information, Swim

England membership number.

This is necessary to enable

us to register you on to and

arrange for the effective

delivery of our development

programmes and events.

We process special category

personal data on the basis of

the “special category reasons

for processing of your

personal data” referred to in

section 2 above.

To manage the process

of applying to us for

funding

All details provided in your

funding application.

This is necessary to enable

us to properly manage and

assess your application.

To make payments to

you where we have

agreed to fund a project

or to reimburse your for

legitimate expenses.

Transaction and payment

Data.

This is necessary to make

payments to you.

To arrange and manage

contracts for the

provision of

services/products.

Transaction and payment

data, contact details.

This is necessary to enable

us to properly manage and

perform any contract for

services and products.

To comply with legal

obligations, for example,

regarding people

working with children or

vulnerable adults.

Information about your

criminal convictions and

offences and Disclosure and

Barring Information.

For criminal records history

we process it on the basis of

legal obligations or based on

your explicit consent.

 

 

For some of your personal information, you will have a legal, contractual or other requirement or obligation for you to provide us with your personal information. If you do not provide us with the requested personal information we may not be able to admit you as a member of our body or we may not be able to properly perform our contract with you or comply with legal obligations and we may have to terminate your position as a member of our body. For other personal information, you may not be under an obligation to provide it to us, but if you do not provide it then we may not be able to properly perform our contract with you.

 

Where you have given us your consent to use your personal information in a particular manner, you have the right to withdraw this consent at any time, which you may do by contacting us as described in the "Contacting us" section below.

Please note however that the withdrawal of your consent will not affect any use of the data made before you withdrew your consent and we may still be entitled to hold and process the relevant personal information to the extent that we are entitled to do so on bases other than your consent. Withdrawing consent may also have the same effects as not providing the information in the first place, for example we may no longer be able to provide certain benefits to you.

5. DIRECT MARKETING

Email, post and SMS marketing: from time to time, we may contact you by email, post or SMS with information about products and services we believe you may be interested in. We will only send marketing messages to you in accordance with the marketing preferences you set. You can then let us know at any time that you do not wish to receive marketing messages by contacting us via www.londonswimming.org/contact-us. You can also unsubscribe from our marketing by clicking on the unsubscribe link in the marketing messages we send to you.

6. DISCLOSURE OF YOUR PERSONAL INFORMATION

We share personal information with the following parties:

  • any party approved by you;
  • to any governing bodies or regional bodies for the sports covered by us: to allow them to properly administer the sports on a local, regional and national level;
  • other service providers and advisors: for example, email marketing specialists, payment processors, professional advisors, data analysis and IT services (including CRM, website, video- and teleconference services);
  • external funding providers to meet the conditions of the application process and any funding agreement;
  • our Partners and Activity Providers: for the purposes of providing you with information on any tickets, special offers, opportunities, products and services and other commercial benefits provided by our commercial partners where you have given your express for us to do so and/or for the purposes of arranging any events or workshops you have registered your interest in;
  • the Government or our regulators: where we are required to do so by law or to assist with their investigations or initiatives; and
  • police, law enforcement and security services: to assist with the investigation and prevention of crime and the protection of national security.

We do not disclose personal information to anyone else except as set out above.

7. TRANSFERRING YOUR PERSONAL INFORMATION INTERNATIONALLY

The personal information we collect is not transferred to and stored in countries outside of the United Kingdom.

8. HOW LONG DO WE KEEP PERSONAL INFORMATION FOR?

The duration for which we retain your personal information will differ depending on the type of information and the reason why we collected it from you. However, in some cases personal information may be retained on a long-term basis: for example, personal information that we need to retain for legal purposes will normally be retained in accordance with usual commercial practice and regulatory requirements. Generally, where there is no legal requirement we retain all physical and electronic records for a period of six years after your last contact with us.

Exceptions to this rule are:

  • information that may be relevant to personal injury claims, discrimination claims may be retained until the limitation period for those types of claims has expired.
  • For personal injury or discrimination claims this can be an extended period as the limitation period might not start to run until a long time after the event;
  • information that may be relevant to projects that we fund may be retained for longer periods in order to allow us to assess the longer-term impact of our support for sports projects; and
  • historic, sequential competition results and records.

 

It is important to ensure that the personal information we hold about you is accurate and up-to-date, and you should let us know if anything changes, for example if you change your phone number or email address. You may be able to update some of the personal information we hold about you through your online account or the Swim England members’ portal. Alternatively, you can contact us by using the details set out in the "Contacting us" section below.

9. YOUR RIGHTS IN RELATION TO PERSONAL INFORMATION

You have the following rights in relation to your personal information:

  • the right to be informed about how your personal information is being used;
  • the right to access the personal information we hold about you;
  • the right to request the correction of inaccurate personal information we hold
  • about you;
  • the right to request the erasure of your personal information in certain limited
  • circumstances;
  • the right to restrict the processing of your personal information where certain
  • requirements are met;
  • the right to object to the processing of your personal information;
  • the right to request that we transfer elements of your data either to you or another service provider; and
  • the right to object to certain automated decision-making processes using your
  • personal information.
     

You should note that some of these rights, for example, the right to require us to transfer your data to another service provider or the right to object to automated decision making, may not apply as they have specific requirements and exemptions which apply to them and they may not apply to personal information recorded and stored by us. For example, we do not use automated decision making in relation to your personal data. However, some have no conditions attached, so your right to withdraw consent or object to processing for direct marketing are absolute rights.

Whilst this privacy notice sets out a general summary of your legal rights in a respect of personal information, this is a very complex area of law. More information about your legal rights can be found on the Information Commissioner’s website at https://ico.org.uk/for-thepublic/.

To exercise any of the above rights, or if you have any questions relating to your rights, please contact us by using the details set out in the "Contacting us" section below. If you are unhappy with the way we are using your personal information you can also complain to the UK Information Commissioner’s Office or your local data protection regulator. We are here to help and encourage you to contact us to resolve your complaint first.

10. CHANGES TO THIS NOTICE

We may update this privacy notice from time to time. When we change this notice in a material way, we will update the version date at the bottom of this page. For significant changes to this notice, we will try to give you reasonable notice unless we are prevented from doing so. Where required by law we will seek your consent to changes in the way we use your personal information.

11. CONTACTING US

In the event of any query or complaint in connection with the information we hold about you, please use the online facility at https://uk.teamunify.com/team/swrwsmsc/page/contact-us, email [email protected] or write to us at Weston-super-Mare Swimming Club, Hutton Moor Leisure Centre, Hutton Moor Rd, Weston-super-Mare BS22 8LY