We are committed to respecting your privacy. This notice is to explain how we may collect and use your personal information. This notice explains how we comply with the UK General Data Protection Regulation and the Data Protection Act 2018, and all other legislation and regulatory requirements in force from time to time (the “Legislation”). For the purposes of the Legislation, we are the controller of any of your personal information. This notice will be under constant review to reflect our obligations under the Legislation.

This notice applies to you if you are either:

  1. an individual participant of Aquatics in Wales who, has registered his/her interest in participating in the sport, or is a Swim Wales Associate Member, or whose details we have collected from one of our affiliated member clubs, schools, universities or other third-party referral;
  2. a coach, teacher, technical official who has registered for membership to find out more about the training courses and accreditation services we offer; or
  3. an affiliated club member, volunteer, participant or supporter of Aquatic Sport who has contacted us to purchase any of our online merchandise and/or signed up to receive updates about upcoming events, offers and ways to get involved further with Welsh Aquatics.

References to we, our or us in this privacy notice are to Swim Wales, Company registration No; 4692354

We have not appointed a Data Protection Officer to oversee our compliance with the Legislation as we are not required to do so, but our Head of Governance 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. PERSONAL INFORMATION WE MAY COLLECT FROM YOU

When you sign up for membership with our affiliated clubs or individually, they or you may provide us with, or we may obtain, personal information about you for recording purposes, 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;
    • gender;
    • membership details including start and end date;
    • records of your interactions with us such as telephone conversations, emails and other correspondence and your instructions to us;
  • any credit/debit card and other 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;
    • CCTV footage and other information obtained through electronic means such as swipecard and key fob records;
    • records of your attendance at any events or competitions hosted by us;
    • images in video and/or photographic form and voice recordings; and
    • your marketing preferences so that we know whether and how we should contact you.
    • Details of your performance at events/competitions

Participants

If you are a participant who has registered his/her interest in participating in the sport competitively, you may also through your club provide us with or we may obtain the following additional personal information from you:

  • identification documents such as passport and identity cards;
    • details of any club membership;
    • details of next of kin, family members, coaches and emergency contacts;
    • records and assessment of any player ranking, competition results, details regarding events/matches/games attended and performance (including that generated through athlete pathway programme);
    • any disciplinary and grievance information;
    • any details required for the purposes of awarding funding or grants (including any means testing);

Coaches and officials

If you have registered with us to receive more information about our coaching/teaching accreditation/qualification scheme and/or any of our education and teaching programmes you may also provide us with or we may obtain the following additional personal information from you:

  • any coaching code or official number;
    • your current affiliated club or other organisation (if applicable);
    • coaching/teaching qualification and/or officiating history;
    • accreditation/qualification start and end date;
    • identification documents such as passport, utility bills, identity cards, etc.; and

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 race or ethnicity, religious beliefs and sexual orientation;
  • 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 from you. For criminal records history, we process it on the basis of legal obligations or based on your explicit consent.

3. WHERE WE COLLECT YOUR INFORMATION

We typically collect personal information about the members of our affiliated clubs and individual members when you sign up to become a member of your preferred club and/or to purchase any services or products we offer online, when you make a query and/or complaint or when you correspond with us by phone, e-mail or in some other way.

We also collect personal information when an individual signs up to become an Associate Member.

If you are a participant of Aquatic sport in Wales we also may collect personal information about you from any club, school or other organisation you are affiliated with or from other referrals such as from coaches or talent scouts.

If you are providing us with details of referees, next of kin, beneficiaries, family members and emergency contacts they have a right to know and to be aware of how and 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 those of them whom you feel are sufficiently mature to understand it. They also have the same rights as set out in the “Your rights in relation to personal information” section below.

USES MADE OF THE INFORMATION

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.

PurposePersonal information usedLawful basis
All Members (including Associate Members)
To administer any registration
account(s) you have with us through you club membership
and managing our relationship with you, and 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
contract with your club.
To arrange and manage any contracts for the provision of any merchandise, products and/or services.All contact and membership details.
 
Transaction and payment information.
This is necessary to enable us to properly administer and perform any contract for the provision of merchandise/products/services.
To send you information which is
included within your membership benefits package, including details about advanced ticket
information, competitions and
events, courses, partner offers and discounts and any updates on, promotions, merchandise,
conferences
All contact and membership detailsThis is necessary to enable us
to properly manage and
administer your membership
contract with your club and
administered by Swim Wales
To send you other marketing information we think you might find useful or which you have requested from us, including our newsletters, information about Membership, events, participation products and information about our commercial partnersAll contact and membership details and marketing preferencesWhere you have given us your
explicit consent to do so
To answer your queries or complaintsContact details and records of your interactions with usWe have a legitimate interest to provide complaint handling services to you in case there are any issues with your club membership and you contact Swim Wales.
Retention of recordsAll the personal information we collectWe have a legitimate interest in retaining records whilst they may be required in relation to complaints or claims. We need to retain records in order to properly administer and manage your club/individual membership and in some cases, we may have legal or regulatory obligations to retain records.

We process special category personal data on the basis of the “special category reasons for processing of your personal data” referred to in section 2 above whilst understand the requirement the potential need to obtain specific consent to do this.
For criminal records history we process it on the basis of legal obligations or based on your explicit consent.

For Safeguarding concerns that have been processed in line with regulatory requirements.
The security of our IT systemsYour usage of our IT systems and online portals.We have a legitimate interest to ensure that our IT systems are secure.
To conduct data analytics studies to better understand event attendance and trends within the sportRecords of your attendance at any events or competitions hosted by us.We have a legitimate interest in doing so to ensure that our membership is targeted and relevant to meet the demands and needs.
For the purposes of promoting the sport, our events and membership packages.Images in video and/or photographic form.Where you have given us your explicit consent to do so.
To comply with health and safety requirementsRecords of attendanceWe have a legal obligation and a legitimate interest to provide you and other members of our organisation with a safe environment in which to participate in sport.
To publicly publish your membership details on our online membership checker so that event organisers including officials, referees, and coaches are able to verify your membership status ahead of yourFull name, year of birth, and name of your clubWhere you have given us your explicit consent to do so.
Players/participants
To conduct performance reviews, manage performance and determine performance requirements and administer your development and training requirements on any athlete pathway programmeAll performance and attendance data and information about your health and medical condition.
 
Details of any affiliated club and/or county membership.
This is necessary to enable us to properly manage and administer your development through the performance programme.
 
We process special category personal data on the basis of the “special category reasons for processing of your personal data” referred to in section 2 above
To make decisions about your progression and development through any player pathway programme and to assist with the delivery of rankings and ratingsAll performance and attendance data and information about your health.
 
Details of any affiliated club and/or league membership
This is necessary to enable us to properly manage and administer your development through the performance programme.
 
We process special category personal data on the basis of the “special category reasons for processing of your personal data” referred to in section 2 above.
To administer and monitor your attendance at events and competitionsAll non-medical performance and attendance data.
 
Details of any affiliated club and/or county membership.
This is necessary to enable us to register you on to and properly manage and administer your development through the performance programme.
To arrange for any trip or transportation to and from an eventIdentification documents, details of next of kin, family members and emergency contacts, transaction and payment information, health and medical information.This is necessary to enable us to make the necessary arrangements for the trip and/or transportation to the event.
 
We process special category personal data on the basis of the “special category reasons for processing of your personal data” referred to in section 2
above
To administer any drug and alcohol testingHealth and medical informationWe process special category personal data on the basis of the “special category reasons for processing of your personal data” referred to in section 2 above.
To ensure compliance in line with UK Anti-Doping (UKAD).
To use information about your physical or mental health (including any injuries) or disability status, to ensure your health and safety and to assess
your fitness to participate, to provide appropriate adjustments to our sports facilities and to monitor and manage sickness absence
Health and medical informationWe process special category personal data on the basis of the “special category reasons for processing of your personal data” referred to in section 2 above
For the purpose of safeguarding concerns management.Personal data for subjects relating to safeguarding concerns and child protection procedures and
adults at risk.
This is necessary and in line with regulatory requirement and our legal obligation to safeguard children and adults at risk.
To gather evidence for possible grievance or disciplinary hearingsAll the personal information we collect including any disciplinary and grievance information.We have a legitimate interest in doing so to provide a safe and fair environment for all club
/individual/members and to ensure the effective management of any disciplinary hearings, appeals and adjudications.
 
We process special category personal data on the basis of the “special category reasons for processing of your personal data” referred to in section 2 above. For criminal records history we process it on the basis of legal obligations or based on your explicit consent.
To assess your eligibility for and to provide any funding and/or grantsAll details required for the purposes of awarding funding or grants (including any means testing).This is necessary to enable us to properly administer and perform any contract for the provision of funding.
To publish results of competitions, online and elsewhereFull name, year of birth, and name of your clubAs an organiser of official athletic competitions, we have a legitimate interest to publish the official results of the competitions for the benefit of
the public.
For the purposes of equal opportunities monitoringName, title, date of birth, gender, information about your race or ethnicity, health and medical information and performance dataWe have a legitimate interest to promote a sports environment that is inclusive, fair and accessible.
 
We process special category personal data on the basis of the “special category reasons for processing of your personal data” referred to in section 2 above
Coaches, Teachers and officials
To administer your attendance at any courses or programmes you sign up toAll contact and membership details, transaction and payment data.
 
Details of your current affiliated club or other, coaching/teaching qualifications and/or officiating history.
This is necessary to enable us to register you on to and properly manage and administer your development through the course and/or programme.
To conduct performance reviews, managing performance and determining performance requirementsAll performance and attendance data and information about your health.
 
Details of your current affiliated club or other, coaching/teaching qualifications and/or officiating history.
Qualification start & end dates.
This is necessary to enable us to properly manage and administer your development through the course and/or programme.
 
We process special category personal data on the basis of the “special category reasons for processing of your personal data” referred to in section 2 above
To make decisions about your progression and accreditation statusAs above.As above.
To comply with legal obligations, for example, regarding people working with children or adults at risk to comply with our safeguarding requirementsInformation about your criminal convictions and offencesFor criminal records history we process it on the basis of legal obligations or based on your explicit consent.
 
To maintain records for Safeguarding and Child Protection and Adults at Risk purposes.
To administer any drug and alcohol testingHealth informationWe have a legal obligation and a legitimate interest to provide you and other members of our organisation with a safe environment in which to participate in sport.
 
We process special category personal data on the basis of the “special category reasons for processing of your personal data” referred to in section 2 above
To arrange for any trip or transportation to and from an eventIdentification documents, details of next of kin, family members and emergency contacts, transaction and payment information, health and medical information.This is necessary to enable us to make the necessary arrangements for the trip and/or transportation to the event.
 
We process special category personal data on the basis of the “special category reasons for processing of your personal data” referred to in section 2 above

For some of your personal information you will have a legal, contractual or other requirement or obligation for you to provide us with your personal information. If you do not provide your club/us with the requested personal information we may not be able to admit you as a member or we may not be able to properly perform our duties with you or comply with legal obligations and we may have to terminate your position as a member. For other personal information you may not be under an obligation to provide it to us, but if you do not provide it then we may not be able to properly perform our agreement with you.

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 below.

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.

We store your data securely on systems that meet all current data protection standards which are managed by our IT providers. This includes internal databases and JustGo Membership platform. Your personal information is stored primarily on servers based in the UK and Europe and is accessed by our staff and volunteers for the purposes detailed in this notice. We will occasionally store some types of member data on Box to enable us to share data and as this is a US-based companies your data may be transferred out of the EU but will at all times be stored in compliance with the GDPR.

If you are in our performance programme, we are required to transfer your personal information out of the EU for the purposes of entering you into competitions and booking travel. Where your personal information is transferred out of the EU, we can provide you with information regarding the safeguards that we have put in place with the recipient country to protect your personal information.

4. DIRECT MARKETING

Email, post and SMS marketing: from time to time, we may contact you by email, post or SMS with information about products 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 emailing us:

swimwales-admin@swimming.org.

You can also unsubscribe from our marketing by clicking on the unsubscribe link in the marketing messages we send to you.

5. DISCLOSURE OF YOUR PERSONAL INFORMATION

We share personal information with the following parties:

o     Any party approved by you.

  • To any governing bodies or regional bodies for the sports: to allow them to properly administer the sports on a local, regional and national level. This will include international at certain levels of participation.
    • Other service providers: for example, email marketing specialists, payment processors, data analysis, CCTV contractors, promotional

advisors, contractors or suppliers and IT services (including CRM, website, video- and teleconference services);

  • Our supply chain partners and sub-contractors, such as couriers, import/export agents, shippers,
    • Our Commercial Partners: for the purposes of providing you with information on any tickets, special offers, opportunities, products and services and other commercial benefits provided by our commercial partners as part of your membership
    • 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.

We do not disclose personal information to anyone else except as set out above.

6. 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 Legislation and is respected and kept secure and where a third part processes your data on our behalf we will put in place appropriate safeguards as required under the Legislation. For further details please contact us by using the details set out in the “Contacting us” section below.

Engaging with us on Social Media

Any social media posts or comments you send to us (on the Swim Wales Facebook page, for instance) will be shared under the terms of the relevant social media platform (e.g.Facebook, Twitter, Instagram) on which they are written and could be made public. Other people, not us, control these platforms. We are not responsible for this kind of sharing.

Before you make any remarks or observations about anything, you should review the terms and conditions and privacy policies of the social media platforms you use. That way, you’ll understand how they will use your information, what information relating to you they will place in the public domain, and how you can stop them from doing so if you’re unhappy about it.

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 6+1 years after your last contact with us. Exceptions to this rule are:

  • CCTV records which are held for no more than 30 days unless we need to preserve the records for the purpose of prevention and detection of crime;
  • Information that may be relevant to personal injury claims, 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 you have ceased your connection with us.
  • Anonymised archived records which prevents the identification of data subjects.
  • Safeguarding concerns for lawful purposes.

It is important to ensure that the personal information we hold about you is accurate and up-to-date, and you should let your club/us know if anything changes, for example if you change your phone number or email address.

You may be able to update some of the personal information we hold about you by advising your club/us who will change information via the membership portal. Alternatively, you can contact us using by using the details set out in the “Contacting us” section below.

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 below.

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.

7. 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.

8. CONTACTING US

In the event of any query or complaint in connection with the information we hold about you, please email swimwales-admin@swimming.org or write to us at Swim Wales, Wales National Pool, Sketty Lane, Swansea. SA2 8QG. Tel; 01792 513636

Swim Wales Privacy Notice changes;

December 2020 – Engaging with Swim Wales via social media. March 2022 – Changes to the membership platform.

September 2022 – Changes to the table in the USES MADE OF THE INFORMATION section