Privacy Notice

Spencer Swim Team (“the Club”) is an unincorporated association run by volunteers. The
Club is committed to protecting and respecting your privacy. For any personal data you
provide for the purposes of your membership, the Cub is the Data Controller and is
responsible for storing and otherwise processing that data in a fair, lawful, secure and
transparent way.

What personal data we hold on you

You may give us personal data about you by filling in forms at an event or online, or by
corresponding with us by e-mail or otherwise. This includes information you provide when
you register with the Club or subscribing to our newsletter. The information you give us may
include your name, date of birth, address, e-mail address, phone number, name of any
affiliated clubs with which you are registered and gender (“Data”). We may also ask for
relevant disability details which may be classed as special category personal data.

Why we need your Data

The reason we need your Data is to be able to administer your membership, and provide the
membership services you are signing up to when you register with the Club. Our lawful basis
for processing your personal is that we have a contractual obligation to you as a member to
provide the services you are registering for.

Reasons we need to process your Data include:

For training and competition entry

  • sharing Data with club coaches or officials to administer training sessions;
  • sharing Data with club team managers to enter events;
  • sharing Data with facility providers to manage access to the pool or check delivery
    standards; and
  • sharing Data with other clubs and the Amateur Swimming Association and other
    competition or gala providers for entry in events.

For reporting purposes

  • sending our surveys to improve your experience as a club member

For membership and club management

  • processing of membership forms and payments;
  • sharing Data with committee members to provide information about club activities,
    membership renewals or invitation to social events;
  • club newsletter promoting club activity; and
  • publishing of race and competition results

Marketing and communications (where separate consent is provided)

  • sending information about promotions and offers from sponsors;
  • sending information about selling club kit, merchandise or fundraising.

Any special category disability data we hold on you is only processed for the purpose(s) of
(e.g. fitness/ health checks or passing health data to coaches to allow the safe running of
training sessions). We process this data on the lawful basis of consent. Therefore, we will
also need your explicit consent to process this data, which we will ask for at the point of
collecting it.

On occasion we may collect Data from non-members (e.g. such as any non-member
participant at a taster session). This information will be stored for 6 months and then
destroyed securely. Our lawful basis for processing Data is consent. Therefore, we will also
need explicit consent from non-members to process this Data, which we will ask for at the
point of collecting it.

The club has social media pages on Facebook and Twitter. All members are free to join
these pages. If you join one of the Social Media pages, please note that provider of the
social media platform(s) have their own privacy policies and that the club do not accept any
responsibility or liability for these policies. Please check these policies before you submit
any Data on the club social media pages.

Who we share your Data with

When you become a member of the Club, you will also automatically be registered as a
member of the Amateur Swimming Association (now known as Swim England) which is a
constituent member of British Swimming Limited (British Swimming). We will provide the
Amateur Swimming Association with your Data. You can set and amend your marketing from
them via the Club’s membership form. If you have any questions about the continuing
privacy of your Data when it is shared with the Amateur Swimming Association, please
contact them at

Some of the Club’s volunteer committee members may live or work abroad. As a result,
some of the Club’s data processing may occur outside of the UK or the EEA for the purpose
of running the Club. Where the Club does process your Data overseas it will do this with the
appropriate safeguards in place to ensure the security of that Data.

How long we hold your Data

We will hold your Data on file for as long as you are a member with us. Data will be reviewed
annually every June by the Membership Secretary and deleted if you are no longer a
member. Your Data is not processed for any further purposes other than those detailed in
this policy.

Your rights regarding your Data

As a data subject you may have the right at any time to request access to, rectification or
erasure of your Data; to restrict or object to certain kinds of processing of your Data,
including direct marketing; and to the portability of your Data. Contact if you have a query relating to these. You also have
the right to complain to the UK’s data protection supervisory authority, the Information
Commissioner’s Office about the processing of your Data.

As a data subject you are not obliged to share your Data with the Club. If you choose not to
share your Data with us we may not be able to register or administer your membership.