Out to Swim Data Privacy Notice
Reviewed December 2023
This Privacy Notice explains how Out to Swim (OTS) collects, stores, manages and protects your personal data. It outlines the types of data we may hold and how we use them. Out to Swim takes its responsibilities around data collection and management seriously. We aim to be clear when we collect information from you and not do anything that you would not reasonably expect.
Out to Swim is the Data Controller (as defined by the Data Protection Act 2018 and all applicable laws which replace or amend it) And we are responsible for the safe and secure collection and processing of your personal data.
Who are we?
We are Out to Swim (OTS), an LGBT+ Masters Aquatics Club, a network of regional aquatics clubs and a registered charity (Charity Number 1181454).
You will find our contact details at the end of this Notice.
Your personal data – what is it?
Personal Data is data that relates to a living individual who can be identified from that data. We collect and process data to support us to carry out the aims of Out to Swim. We collect data to register you as a member, to monitor attendances at swimming sessions, to communicate with you about our offers and to manage social events. Data we may collect includes:
Name and title
Sex
Gender identity
Contact details including email, phone number and postal address
Personal photos and videos at our events
Cookies
Cookies are small text files that websites use to store information about things like user preferences. We use on this website to:
help make the website easier to use for people with a website account
help people share our content via social media
help us understand how the site is being used so that we can identify areas that are working well and areas that need improvement.
You may refuse the use of cookies by selecting the appropriate settings on your browser, however please note that if you do this you may not be able to use the full functionality of this website.
For more information about cookies, visit the All About Cookies website.
How do we process your Personal Data?
We comply with our obligations under GDPR in the following ways:
by keeping Personal Data up to date;
by storing and destroying it securely;
by not collecting or retaining unnecessary or excessive amounts of data;
by protecting Personal Data from loss, misuse, unauthorised access and disclosure; and
by ensuring that appropriate technical measures are in place to protect Personal Data.
We use your Personal Data for the following purposes:
To manage your membership information and process payments for the organisation we run.
To inform you of news, events, activities or services which we think you might like to hear about.
To share your contact details with officials and other authorised people and companies for the purpose of delivering the service we provide.
To comply with our responsibilities with Swim England our governing body, including insuring you for aquatic activities and maintaining your health and safety whilst training / competing.
To share with the appropriate coaches any medical/disability disclosed that will impact on you during your participation in our sessions.
What is the legal basis for processing your personal data?
Under the UK GDPR there are a number of permitted legal reasons that we can use (or ‘process’) your Personal Data. One of the legal reasons is called ‘legitimate interests’. Broadly speaking this means that we can process your personal information as long as it is solely for the successful operation of OTS. Before doing this, we will consider and balance any potential impact on you and your rights.
For health data we rely on your express consent to process this.
Security of Data
Within OTS, your Personal Data is stored on a membership system called Love Admin. This System can only be accessed by a limited number of individuals who have been elected or appointed to carry out specific roles within the club, e.g. the Trustees, club treasurers, membership secretaries and volunteers monitoring attendance at sessions. The Head Coach and Lead coaches also have access to your health data as they are responsible for your well-being on poolside.
All those who have access to personal data have agreed to comply with OTS Codes of Conduct.
Sharing your personal data
Your Personal Data will be treated as strictly confidential. Personal Data will be shared only with organisations whose services are required in order to help us provide the services we offer our members. We use other companies to help us process your Personal Data so that we can offer you the best possible service. At Out to Swim the main third parties we share your data with are Swim England, LoveAdmin (OTS’s membership system providers) and Arrivaly (OTS’s activity booking website).
Please see links to the Privacy Notices for Swim England, LoveAdmin and Arrivaly below:
Swim England Privacy Notice
LoveAdmin Privacy Notice
Arrivaly Privacy Notice and Terms
We will only share your Personal Data with other third parties with your consent. These third parties, in turn, may rely on data processors to provide services that help them help us.
When you give your consent to our holding of your Personal data you agree to us sharing your Personal Data (including special categories of Personal Data – where we have your explicit consent) with third party processors and sub-processors.
How long do we keep your Personal Data?
We keep your Personal Data for as long as you are a member of our organisation. After you leave, we will keep your information for no longer than we reasonably need. Usually, this will be for a period of a year for some membership information and seven years for financial information. This is so that we can support any legal/insurance claims or complaints, and to facilitate easy membership renewal.
Your rights and your Personal Data.
Unless we have an exemption under UK GDPR, you have the following rights with respect to your Personal Data:
The right to request a copy of the Personal Data which we hold about you, without any charge.
The right to request that we correct any Personal Data found to be inaccurate or out of date.
The right to request that your Personal Data is erased where it is no longer necessary for us to keep it.
The right to withdraw your consent to the processing we carry out at any time.
The right, where there is a dispute in relation to the accuracy or processing of your Personal Data, to ask us to restrict further processing.
The right to object to the processing of Personal Data.
The right to lodge a complaint with the Information Commissioners Office and to seek legal recourse.
Further processing
If our information practices change at some point in the future we will update this policy. If material changes are made to this notice we will notify you by email.
Contact Details
If you have a problem, complaint or, if there is something you don’t understand, please contact us first using the following email:
You can contact the Information Commissioners Office on 0303 123 1113 or via email https://ico.org.uk/global/contact-us/email/ or at the Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire. SK9 5AF.
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