At South West Swimming School we are aware of the importance of keeping your personal data safe and secure. We appreciate that when you share your data with us you trust us to look after it, which is why we comply with the UK GDPR and other associated Data Protection Laws, and are registered with the ICO under No: ZB041211.
By visiting https://www.swswimschool.co.uk you are accepting and consenting to the practices described in this policy.
Our Privacy notice describes to you:
- Who we are.
- What personal data we need & how we collect it.
- What we do with your personal data.
- Who has access to the data that we hold.
- How we store your data.
- How long we hold your information for.
- Your rights and how to exercise them.
- Changes to this privacy notice.
- How to contact us and complain.
- Who we are.
South West Swimming School Ltd provide swimming lessons for children and adults alongside swimming accessories
We are the Data Controller when processing your data. There may be occasions when we are the Data Processor for example if you are a school using our teaching facility.
The Data Protection contact is Kelly Tuson.
What personal data we need and how we collect it.
a, When you enrol for swimming lessons or purchase swimming accessories we may ask for:
- Telephone number;
- E-mail address;
- Your billing information
- Covid health declaration information
As a provider of Children’s Services, we may also need to collect and use the following personal information about them:
- Preferred name for use in lessons;
- Gender (M,F or not set)
- Any medical conditions that you would like us to be aware of which could be relevant when participating in lessons with us (including Covid health declarations) ;
We collect most of this personal information directly from you – in person, by telephone, email, apps or via our website. However, we may also collect information:
- Via our IT systems e.g. Coursepro.
- From a third party with your consent.
Occasionally we may have a Photographer onsite who may take photographic images for social media or advertising purposes. We will always ask for your consent to use these images.
We will only request personal data that is necessary for us to perform our duties.
b, With regard to each of your visits to our website we may automatically collect the following information:
- technical information, including the Internet Protocol (IP) address used to connect your computer to the Internet;
- your login information;
- browser type and version;
- time zone setting, browser plug-in types and versions, operating system and platform.
c, Our current and former employees.
South West Swimming School collects and processes personal data relating to its staff and volunteers in order to manage the work relationship with you. This may include:
- Your name, address and contact details, including email address and telephone number, date of birth and gender;
- Details of your qualifications, skills, experience and employment history, including start and end dates with previous employers and with us;
- Information about your salary, including entitlement to benefits such as pensions;
- Details of your bank account and national insurance number;
- Information about your marital status, next of kin, dependents and emergency contacts;
- Information about your nationality and entitlement to work in the UK;
- Details of your schedule (days of work and working hours) and attendance at work;
- Details of periods of leave taken by you, including holiday, sickness absence, family leave and extended leave, and the reasons for the leave;
- Details of any disciplinary or grievance procedures in which you have been involved, including any warnings issued to you and related correspondence;
- Information about medical or health conditions, including whether or not you have a disability for which the organisation needs to make reasonable adjustments.
How we collect your data
We only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:
- Where there is a contract in place and we process the personal data in the administration of entering into or maintaining this contract.
- Where it is in the legitimate interest of you and the organisation.
- When you give consent, for example, if you agree to receive information about our additional products and services.
Remember whenever you give us consent you are in control of how we contact you, and if you would like to change your consent at any time we provide the information on how you do this easily.
We will only process special category personal information for example (health information) with your explicit consent.
What we do with your personal data
We will use this information:
- To carry out our obligations arising from any contracts entered into between you and us and to provide you with the services that you request from us.
- In order to provide employment.
- To provide you with information about other events, products and services we offer that are similar to those that you have already purchased or enquired about.
- To notify you about changes to our products and services.
- To ensure that content from our site is presented in the most effective manner for you and for your computer.
Without this information South West Swimming School would be unable to offer its services. None of your data is passed on to third parties for direct marketing purposes. If we would like to use your personal data for any other reason then, we will always ask for your permission before we do so.
4.Who has access to the data we hold
Access to the information which you have provided will be limited to: Our staff who have a genuine business need to access it, so that we can provide our services to you. Access to data is restricted to staff that need to have access for the specific purpose the personal data was collected for.
We may share your data with selected third parties. For example, we may share your information with:
- Internet hosting providers to host the website, related infrastructure, services and applications
- Service providers: for example payment processors, supply chain partners and subcontractors and IT services (including CRM)
There are certain exceptional circumstances in which we may disclose your information to third parties. This would be where we believe that the disclosure is:
- Required by the law, or in order to comply with judicial proceedings, court orders or legal or regulatory proceedings
- Necessary to protect the safety of our employees, our property or the public
- Necessary for the prevention or detection of crime, including exchanging information with other companies or organisations for the purposes of fraud protection and credit risk reduction.
We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.
5.How we store your data
The organisation regularly reviews its arrangements for physical and IT security, ensuring these remain aligned to GDPR and The Data Protection Act 2018 to continue to robustly safeguard personal data, protecting against its unauthorised access or misuse.
However, no method of transmission over the internet, or method of electronic storage, can be 100% secure. Therefore, we cannot guarantee the absolute security of your information. The internet by its nature is a public forum, and South West Swimming School encourages you to use caution when disclosing information online.
Once we have received your information, we will use appropriate procedures and security features to try and prevent unauthorised access.
Personal data is processed mainly within the European Economic Area (EEA) which adheres to the same Data Protection laws, but may be stored outside the EEA with third parties which follow strict Data Protection guidelines.
How long do we hold your data for?
We will keep your data for as long as is necessary for South West Swimming School to fulfil the purpose of the organisation, namely:
- To respond to any questions, complaints or claims made by you or on your behalf;
- To show we treated you fairly;
- To keep records required by law.
The organisation keeps a processing and retention record which gives our specific retention information for each category of data.
Your rights and how to exercise them
Access to your personal data and data portability
You have the right to access and receive a copy of the personal information we hold about you, this is called a ‘Subject Access Report.’ This will provide you with all personal data we hold about you, subject to some limited exemptions for example, you will not necessarily be entitled to access third party information.
Also, you have the right to data portability. Under this right for information you can request that your personal data is provided to you (or another organisation) in a portable, electronic format.
Change, restrict, delete
You may also have rights to change, restrict the use of, or delete your personal information. Unless there is an exceptional circumstance (like where we are required to store personal information for legal reasons) we will generally delete your personal information.
You can object to us processing your information based on our legitimate interests. In such cases, we will delete your personal information within a month of receipt of the objection, unless we have compelling and legitimate grounds to continue using that information or if it is needed for legal reasons.
Changes to this Privacy Notice
South West Swimming School reserves the right to amend this notice at any time in line with legislation changes. Any changes will be posted on this page. This Privacy Notice was last updated 8th April 2021.
How to contact us & complain
Should you be unhappy with how we are handling your data we would hope that you will contact us in first instance, by post: The Directors, South West Swimming School, Trident Business Centre, 89 Bickersteth Road, London SW17 9SH.
Alternatively should you wish to complain you can contact the relevant Supervisory Authority which is the Information Commissioners Office: www.ico.org
Information Commissioner’s Office