Privacy Notice – November 2021

Hitchin Swimming Club is committed to protecting and respecting your privacy. Hitchin Swimming Club is the Data Controller of any data you provide and as such it is responsible for storing and otherwise processing that data in a fair, lawful, secure, and transparent way.
It is necessary for Hitchin Swimming Club to keep information relating to individual members. This information is only available to the person or persons who require these details to carry out their role within the Club. 

Hitchin Swimming Club has undertaken a Legitimate Interest Assessment (LIA) and has concluded that this data is required to keep staff, volunteers and members informed and safe and to carry on the business of running the Club.  The LIA will be reviewed annually.
 

What personal information does Hitchin Swimming Club collect about you?

Hitchin Swimming Club collects and processes data through the TeamUnify platform. The following items of data are kept:

Athlete name, date of birth, gender, medical information, and details of medication prescribed (if relevant), doctor’s name and contact details.
Information relating to club membership including squad name, attendance history, competition results, video footage taken during training or competition, results of any land training assessments and any comments added by the parent, legal guardian, or athlete.
Parent / legal guardian name and contact details, such as address, email and phone number including emergency contact details.
Athletes’ meet results. Swim England registration data for athletes, parent members, and the Club workforce.

Hitchin Swimming Club holds data pertaining to members’ swimming related qualifications, training courses attended and DBS checks.
The following data is kept:

Member name, Swim England number, main role (e.g., coach, team manager).
Details of courses undertaken – that is, course name, provider and date.
Details of any qualifications – that is, qualification, provider, date obtained, expiry date.
DBS number if DBS checked with date issued and expiry date.

This data is held on a Google Sheet on a Google Drive, only accessible to those within the Club with a need to know.
Hitchin Swimming Club maintains emails which pertain to any safeguarding issue that the Club has managed – this includes incoming emails and outgoing emails. This includes to any parent/guardian of athletes concerned, to/from vulnerable adults, and to/from external parties (e.g., Swim England) with whom we communicate.
 

How does Hitchin Swimming Club use swimmer and parent/legal guardian personal information?

Hitchin Swimming Club uses this information for the following purposes:

To ensure the safety of Club members.
For the day-to-day operation of the Club including (but not limited to) communication with parents/legal guardians/athletes and entering meets and competitions.
For internal Club record keeping.
To comply with Swim England registration and membership requirements.

Does Hitchin Swimming Club share your personal information with third parties?

Hitchin Swimming Club will not share personal information without consent, except:

To register an athlete or volunteer member with Swim England.
Where it is necessary to share with a service provider, such as TeamUnify or SportsEngine (TeamUnify’s parent company).
With a host club or county and regional affiliates of Swim England for the purposes of entering competitions.
With organising bodies of League competitions in which the Club competes.
Where there is a safeguarding concern that a child/vulnerable adult is at risk of harm or the Club wishes to get advice on how to manage a safeguarding concern.
Where Hitchin Swimming Club has a legal obligation to disclose the information (such as responding to a court order), to protect the Swimming Club’s legal rights or to prevent fraud or illegal activity.

How details are kept up to date (including medical details)

Hitchin Swimming Club has an obligation to ensure the membership details that it holds are accurate.  You will be prompted to check your details annually as part of our renewals process however athletes/parents/legal guardians are required to update any changes promptly via our website.

How long is information retained?

All documents relating to membership of the Club will be kept for a period of up to 18 months after the member leaves the club and then securely destroyed.  Member accounts are made inactive (and therefore hidden) within the TeamUnify platform when the member leaves the Club, and within 24 months of their leave date their records will be anonymised (and therefore all personal data removed). However certain data such as swimmers’ times will remain recorded on our website.

Data pertaining to safeguarding or child welfare concerns will be maintained until all the athletes concerned are 19 years old – that is, one year after they become adults.

Data pertaining to vulnerable adult welfare concerns will be maintained for five years after the vulnerable adult leaves the Club.