Data Protection
The General Data Protection Regulation, also known as GDPR, means that you'll have more control over how your data is used. It ensures that organisations, like Halesworth Dolphins Swimming Club, protect your personal data better. To reflect these changes and new obligations, we've updated our privacy notices, which now tell you what we do with your personal data, how it's used and your rights as an individual under the new law. The new privacy notice is available below.
We suggest that you read both the Members and Volunteers notices even if you don’t currently volunteer.
When you join the club you we also join you to Swim England/ASA as we are required by affiliation. If you change clubs they will retain your data according to their policy. They process your data on their membership system OMS and rankings for a variety of purposes.
You can access your personal data here OMS.
Please note: Although you can change your data and preferences here if you change key personal data (such as first name) without discussing with the club our systems will not align and it is likely that your swimming results will be rejected by the rankings database.
Club Privacy Notice
Halesworth Dolphins Swimming Club ( “we”, “our”, “us”) take your privacy very seriously.
This Privacy Notice sets out how we use and look after the personal information we collect from you. We are the data controller, responsible for the processing of any personal data that provide us with. We will take all reasonable care to keep your information secure and to prevent any unauthorised access or use of.
Personal data we hold;
Personal data means any information about an individual from which that individual can be identified.
We collect, use, store and transfer some personal data of our participants [and their parents or guardians], and Club members.
You provide information about yourself when you register with the Club as a member, and by filling in forms at an event or online, or by corresponding with us by phone, e-mail or otherwise.
The information you give us may include your name, date of birth, address, e-mail address, phone number, gender, emergency contact details, bank details among other details. We may also ask for relevant health information, which is classed as special category personal data, for the purposes of your health, wellbeing, welfare and safeguarding. Where we hold this data it will be with the explicit consent of the participant or, if applicable, the participant’s parent or guardian.
Where we need to collect personal data to fulfill Club responsibilities and you do not provide that data, we may not be able to honour or administer your membership.
Why we need your personal data;
We will only use personal data for any purpose for which it has been specifically provided.
The reason we need participants’ and members’ personal data is to be able to run the swimming club and arrange galas and events; to administer memberships, and provide the membership services you are signing up to when you register with the club. Our lawful basis for processing your personal data is that we have an obligation to you as a participant or member to provide the services you are registering for.
We have set out below, in a table format, a description of all the ways we plan to use your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.
| Purpose/Processing Activity | Lawful basis for processing under Article 6 of the GDPR | |
|---|---|---|
| Processing membership forms and payments/ subs |
Performance of a contract |
|
| Organising galas |
Performance of a contract | |
| Sending out Club information and updates |
Performance of a contract | |
| Sharing data with coaches, managers or officials to run training sessions or enter events | Performance of a contract | |
| Sharing data with Swim England and other clubs that we are in membership of, county associations and other competition providers for entry in events | Performance of a contract | |
| Sharing data with committee members to provide information about club activities, membership renewals or invitation to social events | The Club has a legitimate interest to maintain member and participant correspondence for club community purposes. | |
| Sharing data with third party service or facility providers |
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| Sharing anonymised data with a funding partner as condition of grant funding e.g. Local Authority | The Club has a legitimate interest to run the organisation efficiently and as it sees fit. Application for funding is a purpose that benefits the Club, participants and its members. | |
| Publishing Gala results | Consent. We will only publish your personal data in a public domain, including images and names, if you have given your consent for us to do so. In the case of children under the age of 13 then only with written consent of parent/guardian | |
| Sending out marketing information such as newsletters and information about promotions and offers from sponsors | Consent. We will only send you direct marketing if you are an existing member, participant or other associated individual and you have not previously objected to this marketing, or, you have actively provided your consent. | |
| To ensure we understand possible health risks | Consent. We will only process details on your medical history with your consent. |
Who we share your personal data with
Your data may be shared with third parties for registration purposes, competition entry, officiating at competitions. For example: Swim England, other swimming clubs running Open Meets , the National Arena League. We may disclose your personal information to meet legal obligations, or valid request, including reporting and investigations under the ASA Wavepower Child safeguarding policy and procedures. We may disclose your personal information to third parties to comply with a legal obligation; or to protect the rights, property, or safety of our participants, members or affiliates, or others.
The Club’s data processing may require your personal data to be transferred outside of the UK. Where the Club does transfer your personal data overseas it is with the sufficient appropriate safeguards in place to ensure the security of that personal data.
Protection of your personal data
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed.
How long we hold your personal data
We keep personal data on our participants and members while they continue to be a participant or member or are otherwise actively involved with the Club. We will delete this data 2 years after a participant or member has left or otherwise ended their membership or affiliation, or sooner if specifically requested and we are able to do so. We may need to retain some personal data for longer for legal, regulatory or Swim England purposes. We will also continue to store individual performance data which forms part of the Club’s competitive records.
Your rights regarding your personal data
As a data subject you may have the right at any time to request access to, rectification or erasure of your personal data; to restrict or object to certain kinds of processing of your personal data, including direct marketing; to the portability of your personal data and to complain to the UK’s data protection supervisory authority, the Information Commissioner’s Office about the processing of your personal data.
As a data subject you are not obliged to share your personal data with the Club. If you choose not to share your personal data with us we may not be able to register or administer your membership.
We may update this Privacy Notice from time to time, and will inform you to any changes in how we handle your personal data.
If you have any questions about this Privacy Notice then please contact the committee in the first instance.
