PRIVACY NOTICE FOR WATERWOMAN SWIMMING COACHING/ALICE BARNES
We are committed to respecting your privacy. This notice is to explain how we may use personal information we collect before, during and after your membership with us. This notice applies to you if you have registered to become or are a member of our club.This notice explains how we comply with the law on data protection, what your rights are and for the purposes of data protection we will be the controller of any of your personal information.
References to we, our or us in this privacy notice are to Waterwoman Swim Coaching and Alice Barnes. Insured as a Coach by IOS and British Triathlon.
We have not appointed a Data Protection Officer to oversee our compliance with data protection laws as we are not required to do so, but Alice Barnes has overall responsibility for data protection compliance in our organisation. Contact details are set out in the "Contacting us" section of this website.
1. PERSONAL INFORMATION WE MAY COLLECT FROM YOU
Depending on the type of membership you register for with us, you may initially provide us with or we may obtain personal information about you, such as information regarding your:
personal contact details that allows us to contact you directly such as name, title, home address, email addresses and telephone numbers;
date of birth or age;
medical information necessary in order to keep you safe while participating in swimming activities;
records of your interactions with us such as telephone conversations, emails and other correspondence and your instructions to us;
any payment details you provide so that we can receive payments from you and details of the financial transactions with you;
use of and movements through our online portal, passwords, personal identification numbers, IP addresses, user names and other IT system identifying information;
records of your attendance at any events hosted by us;
images in video and/or photographic form and voice recordings;
your marketing preferences so that we know whether and how we should contact you.
details of next of kin and emergency contacts;
Performance information such as race results, timings taken in training.
2. SPECIAL CATEGORIES OF PERSONAL INFORMATION
We may also collect, store and use the following “special categories” of more sensitive personal information regarding you:
information about your health, including any medical condition, health and sickness records, medical records and health professional information; and
In relation to the special category personal data that we do process we do so on the basis that
the processing is necessary for reasons of substantial public interest, on a lawful basis;
it is necessary for the establishment, exercise or defence of legal claims;
it is necessary for the purposes of carrying out the obligations and exercising our or your rights in the field of employment and social security and social protection law; or
based on your explicit consent, which will be sought should the explicit need arise in advance of the information being collected, stored and used.
3. WHERE WE COLLECT YOUR INFORMATION
We typically collect personal information about our members when you purchase any services or products we offer such as training camps or video analysis sessions. Also,when you make a query and/or complaint or when you correspond with us by phone, e-mail or in some other way.
If you are providing us with details of next of kin and emergency contacts they have a right to know and to be aware of how what personal information we hold about them, how we collect it and how we use and may share that information. Please share this privacy notice with them. They also have the same rights as set out in the “Your rights in relation to personal information” section below.
4. USES MADE OF THE INFORMATION
Where you have given us your consent to use your personal information in a particular manner, you have the right to withdraw this consent at any time, which you may do by contacting us as described in the "Contacting us" section of this website.
Please note however that the withdrawal of your consent will not affect any use of the data made before you withdrew your consent and we may still be entitled to hold and process the relevant personal information to the extent that we are entitled to do so on bases other than your consent. Withdrawing consent may also have the same effects as not providing the information in the first place, for example we may no longer be able to provide certain member benefits to you.
Email, post and SMS marketing: from time to time, we may contact you by email, post or SMS with information about news and services we believe you may be interested in.
We will only send marketing messages to you in accordance with the marketing preferences you set. You can then let us know at any time that you do not wish to receive marketing messages by contacting us as described in the "Contacting us" section on this website.
DISCLOSURE OF YOUR PERSONAL INFORMATION
We share personal information with the following parties:
Any party approved by you.
The Government or our regulators: where we are required to do so by law or to assist with their investigations or initiatives.
Police, law enforcement and security services: to assist with the investigation and prevention of crime and the protection of national security.
5. TRANSFERRING YOUR PERSONAL INFORMATION INTERNATIONALLY
The personal information we collect may be transferred to and stored in countries outside of the UK and the European Union. Some of these jurisdictions require different levels of protection in respect of personal information and, in certain instances, the laws in those countries may be less protective than the jurisdiction you are typically resident in. We will take all reasonable steps to ensure that your personal information is only used in accordance with this privacy notice and applicable data protection laws and is respected and kept secure and where a third party processes your data on our behalf we will put in place appropriate safeguards as required under data protection laws. For further details please contact us by using the details set out in the "Contacting us" section below.
6. HOW LONG DO WE KEEP PERSONAL INFORMATION FOR?
The duration for which we retain your personal information will differ depending on the type of information and the reason why we collected it from you. However, in some cases personal information may be retained on a long-term basis: for example, personal information that we need to retain for legal purposes will normally be retained in accordance with usual commercial practice and regulatory requirements. Generally, where there is no legal requirement we retain all physical and electronic records for a period of 1 year after your last contact with us. Exceptions to this rule are:
Information that may be relevant to personal injury or discrimination claims may be retained until the limitation period for those types of claims has expired. For personal injury or discrimination claims this can be an extended period as the limitation period might not start to run until a long time after the event.
It is important to ensure that the personal information we hold about you is accurate and up-to-date, and you should let us know if anything changes, for example if you change your phone number or email address. Alternatively, you can contact us by using the details set out in the "Contacting us" section of this website.
7. YOUR RIGHTS IN RELATION TO PERSONAL INFORMATION
You have the following rights in relation to your personal information:
the right to be informed about how your personal information is being used;
the right to access the personal information we hold about you;
the right to request the correction of inaccurate personal information we hold about you;
the right to request the erasure of your personal information in certain limited circumstances;
the right to restrict processing of your personal information where certain requirements are met;
the right to object to the processing of your personal information;
the right to request that we transfer elements of your data either to you or another service provider; and
the right to object to certain automated decision-making processes using your personal information.
You should note that some of these rights, for example the right to require us to transfer your data to another service provider or the right to object to automated decision making, may not apply as they have specific requirements and exemptions which apply to them and they may not apply to personal information recorded and stored by us. For example, we do not use automated decision making in relation to your personal data. However, some have no conditions attached, so your right to withdraw consent or object to processing for direct marketing are absolute rights.
Whilst this privacy notice sets out a general summary of your legal rights in respect of personal information, this is a very complex area of law. More information about your legal rights can be found on the Information Commissioner’s website at https://ico.org.uk/for-the-public/
To exercise any of the above rights, or if you have any questions relating to your rights, please contact us by using the details set out in the "Contacting us" section of this website.
If you are unhappy with the way we are using your personal information you can also complain to the UK Information Commissioner’s Office or your local data protection regulator. We are here to help and encourage you to contact us to resolve your complaint first.
8. CHANGES TO THIS NOTICE
We may update this privacy notice from time to time. When we change this notice in a material way, we will update the version date at the bottom of this page. For significant changes to this notice we will try to give you reasonable notice unless we are prevented from doing so. Where required by law we will seek your consent to changes in the way we use your personal information.
9. CONTACTING US
In the event of any query or complaint in connection with the information we hold about you, please email: firstname.lastname@example.org
Version dated 17th December 2018