Privacy Policy

KCSwimmers Data Privacy Notice

In May 2018, the regulations surrounding how companies and organisations can hold your personal data changed. This Notice tells you how we handle your Personal Data and the rights you have, when we hold it. This Notice is intended to comply with the provisions of the General Data Protection Regulation EU 2016/679 (GDPR) which governs how Personal Data is processed within the European Economic Area (EEA).

We are always happy to explain anything which this Notice does not make clear to you.

Who are we?

KCswimmers is an independent Swim School. Our contact email is KCswimmers@hotmail.com and phone number 07548217061

You will find our contact details at the end of this Notice.

We are the “data controller” for the purposes of GDPR. This means that we decide how your Personal Data is processed and for what purposes.

Your personal data – what is it?

Personal Data is data that relates to a living individual who can be identified from that data. We might be able to identify you from the data itself or by linking that data to other information we have access to. GDPR tells us how we must process your Personal Data.

How do we process your Personal Data?

We comply with our obligations under GDPR in the following ways:

· by keeping Personal Data up to date;

· by storing and destroying it securely;

· by not collecting or retaining unnecessary or excessive amounts of data;

· by protecting Personal Data from loss, misuse, unauthorised access and disclosure; and

· by ensuring that appropriate technical measures are in place to protect Personal Data.

We use your Personal Data for the following purposes:

· To manage what groups and times your child(ren) will swim at.

· To inform you of any notices, such as cancellations, change of times and holiday dates.

What is the legal basis for processing your personal data?

· You have given us consent to use your Personal Data for the purposes given in the consent statement you agreed to. You can see that statement on your online account.

· Where you have given us sensitive information (such as medical data), we will have asked for and you will have given us explicit consent to store and use that information. You always have the right to refuse to give us any information, particularly sensitive information.

Sharing your personal data

Your Personal Data will be treated as strictly confidential and will not be shared with third parties, except for NHS Test and Trace.

NHS Test and Trace will ask for these records only where it is necessary, either because someone who has tested positive for COVID-19 has listed your premises as a place they visited recently, or because your premises have been identified as the location of a potential local outbreak of COVID-19.

NHS Test and Trace will work with you, if contacted, to ensure that information is shared in a safe and secure way. You should share the requested information as soon as possible to help us identify people who may have been in contact with the virus and help minimise the onward spread of COVID-19.

There will be an option to op out of this via our registration form.

How long do we keep your Personal Data?

We keep your Personal Data for as long as you are a KCSwimmer member. After you leave, we will keep your information for no longer than we reasonably need. Usually, this will be for a period of 2 years. This is so that we can contact you should there be any legal/insurance claims or complaints.

Your rights and your Personal Data.

Unless we have an exemption under GDPR, you have the following rights with respect to your Personal Data: -

· The right to request a copy of the Personal Data which we hold about you, without any charge.

· The right to request that we correct any Personal Data found to be inaccurate or out of date.

· The right to request that your Personal Data is erased where it is no longer necessary for us to keep it.

· The right to withdraw your consent to the processing we carry out at any time.

· The right to request that we provide you with your Personal Data and, where possible, to send that data directly to another data controller.

· The right, where there is a dispute in relation to the accuracy or processing of your Personal Data, to ask us to restrict further processing.

· The right to object to the processing of Personal Data.

· The right to lodge a complaint with the Information Commissioners Office and to seek legal recourse.

Further processing

If we wish to use your Personal Data for a new purpose, not covered by this Notice, then we will provide you with a new notice explaining this new use. We will do this before we start processing for the new use. We will set out the relevant purposes and processing conditions. Where and whenever necessary, we will seek your prior consent to the new processing.