Spencer Swim Team (“the Club”) is an unincorporated association run by volunteers. The Club is committed to protecting and respecting your privacy.
Spencer Swim Team is committed to protecting your personal data and respecting your privacy in compliance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and other applicable data protection laws.
This notice explains how we collect, use, store, and protect your personal information, as well as your rights under data protection legislation.
1. Data Controller
The Data Controller for your personal data is Spencer Swim Team. If you have any questions or concerns about this notice or how we handle your data, please contact us at spencer.swimteam@gmail.com.
2. What Personal Data We Collect
We may collect, store, and use the following categories of personal data:
• Member Information: Name, address, date of birth, gender, contact details, emergency contact details.
• Health Information: Relevant medical conditions for safety during training and competition (collected only with your explicit consent).
• Performance Information: Swim times, competition results, and attendance records.
• Financial Information: Bank/payment details for membership fees and other transactions.
• Photographs/Videos: Images or footage from events or training sessions (only used with prior consent).
3. How We Use Your Data
We use your personal data for the following purposes:
• Offering membership trials to prospective members.
• Managing club membership and activities.
• Organising and running training sessions, events, and competitions.
• Registration and member attendance; and tracking viability of sessions for the club.
• Communicating with members, including updates, schedules, and news.
• Ensuring the health and safety of members during club activities.
• Meeting legal and regulatory obligations (e.g., safeguarding).
4. Legal Basis for Processing Your Data
We process your data based on one or more of the following lawful bases:
• Contract: To fulfil our obligations to you as a member.
• Consent: Where you have provided clear consent (e.g., for health data or media use).
• Legal Obligation: To comply with applicable laws and regulations.
• Legitimate Interests: To manage and promote the club effectively.
5. How We Store and Protect Your Data
Your personal data is stored securely, whether in electronic or physical form. We use appropriate technical and organisational measures to protect your information from unauthorised access, loss, or misuse.
We will retain your data only for as long as necessary to fulfil the purposes outlined in this notice or as required by law.
6. Sharing Your Data
We may share your personal data with the following, but only when necessary:
• National governing bodies (e.g., Swim England) for competition registration and compliance.
When you become a member of the club, you will automatically be registered with Swim England. The club will provide your data to Swim England to fulfil the membership requirements. You can set and amend your marketing preferences with Swim England and the club encourages you to familiarise yourself with Swim England’s privacy policy. If you have questions regarding Swim England’s data protection or privacy policy, contact them: legal@swimming.org
• Coaches or volunteers for operational purposes.
• Service providers (e.g., payment processors) under data protection-compliant agreements.
We will never sell or share your data with third parties for marketing purposes.
7. Your Data Protection Rights
You have the following rights under data protection law:
• Access: To request a copy of the personal data we hold about you.
• Rectification: To correct inaccurate or incomplete data.
• Erasure: To request deletion of your data in certain circumstances.
• Restriction: To request a limit on how we process your data.
• Objection: To object to data processing based on legitimate interests.
• Data Portability: To request your data in a structured, machine-readable format.
• Withdrawal of Consent: To withdraw your consent at any time (where consent is the basis for processing). If you do not consent to swim coaches recording your times, please speak directly with coaches and submit a written request to the club committee.
To exercise any of these rights, please contact us at spencer.swimteam@gmail.com
8. Complaints
If you have concerns about how we process your data, you can contact us at spencer.swimteam@gmail.com. You also have the right to lodge a complaint with the UK Information Commissioner’s Office (ICO): Website: www.ico.org.uk Phone: 0303 123 1113
9. Updates to This Notice
We may update this Data Protection Notice from time to time. The latest version will always be available on our website or on request.