King’s College Taunton Community Swimming - GDPR Policy
We are committed to ensuring confidentiality and safe storage of personal or sensitive data for all individuals engaging with our community swimming programme.
Policy Aim and Purpose
The General Data Protection Regulation (GDPR) expands the rights of individuals to control how their personal data is collected and processed and the accountability of those who hold it.
This policy has been designed to highlight the types of information which could be considered as personal or sensitive, as well as ensure that the processing (including the concepts of obtaining, recording, retrieval, consultation, holding, disclosing and using) of personal or sensitive data by King’s Community Swimming is managed in a safe and confidential manner.
Definition of Data
Data refers to information about an individual that may be used or processed for contact details.
Personal Data
Information which relates to an individual who is identifiable from the data or from the data along with additional information, which is already in possession, or likely to come into possession of King’s Community Swimming. This includes information about the individual such as facts and opinions which can be held electronically or on paper.
Sensitive Personal Data
Information about an individual relating to racial or ethnic original, political opinions, religious beliefs, physical or mental health or condition, sexuality, the commission or alleged commission of any offence, criminal proceedings or convictions.
In order to comply with the Law and protect the privacy of the data, King’s community swimming data will be:
- Processed lawfully, fairly and transparently.
- Collected only for specific legitimate purposes.
- Be relevant and limited to what is necessary.
- Be accurate and kept up-to-date.
- Stored securely and confidentially, only for as long as is necessary.
All teachers have access to this policy.
About King’s Community Swimming - data collection and handling
King’s Community Swimming programme data is held on a dedicated online system provided by SportsEngine (this is sometimes referred to as GoMotion and/or TeamUnify.
Accounts are initially created when new swimmers join the programme, with parents or guardians set up as the 'account’ and the swimmer as the ‘member’. Key data is requested at the time of set up including names, emergency contact details, date of birth of swimmer and any relevant medical information about the swimmer.
Once the account has been created, sign-in information is sent to the parent or guardian and it is the parent or guardian’s responsibility to update account information. The community swimming team are happy to help when required.
All records are stored on the SportsEngine system, they are stored securely and password protected.
No data is used for the purpose of marketing from third party businesses unless the individual provides written consent.
E-mails which are sent to more than one individual are BCC ‘d (blind copied).
No personal data is disclosed, written or verbal, to anyone outside community swimming unless provided with written acknowledgement from the individual to do so.
Access permissions to the data are set according to what the individuals need to safely and effectively fulfill their role. Swimming teachers have access to registers and can view children’s names, ages, attendance record, any relevant health information as well as the parent/guardian name and emergency contact details.
All pupils are registered. The registration forms contain the following information. The child’s full name, age, swim level/ability, any relevant medical/learning needs, carer’s full name, contact and emergency phone number.
Frequently Asked Questions
How do we collect your data?
We collect information via email.
Why do we need the data we collect?
- Adults name – We need to know the carer for the child.
- Mobile number – We need to have emergency contact details in case parents or guardians leave the site.
- Email address – We use this to communicate with you about term dates, prices and other relevant information.
- Childs name – We use this to book them into classes and for registers
- Age of child – We may use this so we can allocate to an appropriate class or group.
How do we store your data?
King’s Community Swimming programme data is held on a dedicated online system provided by SportsEngine (this is sometimes referred to as GoMotion and/or TeamUnify.
How can you keep your data up-to-date?
If you need to change any of the details that we have please log into your account or email us.
What happens to my data if we leave?
Your data will become inactive. We may continue to send you newsletters and promotion emails unless you ask us to stop sending emails to you. Please email us if you do not want to receive information from us.
How can my data be removed?
If you wish to be removed from our data base, please email us.
Published September 2023
