Slough Dolphin Swimming Club Privacy Policy

Slough Dolphin Swimming Club are committed to 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 applied to join or are a member of our club as a swimmer, volunteer or employee. 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.

Children have the same rights as adults over their personal data. These include the rights to access their personal data; request rectification; object to processing and have their personal data erased. We encourage the holders of parental responsibility for children to share this policy with your children if you feel they are old enough to understand it.

We have not appointed a Data Protection Officer to oversee our compliance with data protection laws as we not required to do so, but our Club Secretary has overall responsibility for data protection compliance in our organisation. Contact details are set out in the “Contacting us” section at the end of this privacy notice.

  1. 1. About this Policy
  • 1.1 We may collect, use and store your personal data, as described in this Privacy & Data Protection Policy and as described when we collect data from you.
  • 1.2 We reserve the right to amend this Privacy & Data Protection Policy from time to time without prior notice. When we change this notice in a material way, we will update the version date at the bottom of this page. The amendment will take effect once the revised Privacy & Data Protection Policy is available via a link on our homepage. Please refer to this Privacy & Data Protection Policy each time you submit your personal information. You are advised to check our website regularly for any amendments (but amendments will not be made retrospectively). 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.
  • 1.3 We will always comply with the General Data Protection Regulation (GDPR) when dealing with your personal data. Further details on the GDPR can be found at the website for the Information Commissioner (www.ico.gov.uk). For the purposes of the GDPR, we will be the “controller” of all personal data we hold about you.

 

  1. Who are we?
  • 2.1 We are Slough Dolphin Swimming Club. We can be contacted at Slough Dolphin Swimming Club – [email protected]

 

  1. Personal Information We May Collect from You

 Depending on the type of membership you register for with us, or the type of volunteer role or employee role you apply for, 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, email addresses and telephone numbers;
  • date of birth / age related information;
  • gender;
  • membership start and end date;
  • references and other information included in a CV or cover letter or email as part of the application process for membership;
  • records of your interactions with us such as telephone conversations, emails and other correspondence and your instructions to us;
  • 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 any county or governing body membership;
  • details of next of kin, family members, coaches and emergency contacts;
  • records and assessment of any rankings, , competition results, details regarding events/matches/games attended and performance (including that generated through player pathway programme);
  • any disciplinary and grievance information;

 

  1. 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

 We may not collect all of the above types of special category personal information about you. 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.

In the table below we refer to these as the “special category reasons for processing of your personal data”.

We may also collect criminal records information about you. For criminal records history we process it on the basis of legal obligations or based on your explicit consent.

  

  1. Uses Made of The Information
  • 5.1 The table below describes the main purposes for which we process your personal information, the categories of your information involved and our lawful basis for being able to do this.

 

PURPOSE

TYPE OF INFORMATION

LEGAL BASIS OF PROCESSING

To administer any membership you have with us and managing our relationship with you, including dealing with payments and any support, service or product enquiries made by you. All contact and membership details, transaction and payment information, records of your interactions with us, and marketing preferences. This is necessary to enable us to properly manage and administer your membership with us.
Contacting next of kin in the event of emergency Emergency contact details. Protecting the Member’s vital interests and those of their dependants or next of kin.
To send you information which is included within your membership benefits package, including details about advanced ticket information, competitions and events, partner offers and discounts and any updates on Swimming. Contact and membership details. This is necessary to enable us to properly manage and administer your membership with us.
To send you other marketing information we think you might find useful or which you have requested from us. Contact details and marketing preferences. Where you have given us your explicit consent to do so.

Contact us

Slough Dolphin Privacy Policy  v1.1 January 2024