Privacy Policy

Hetton ASC Data Privacy Policy

Thank you for choosing to be part of Hetton ASC (the “Club”). Hetton ASC is a swimming club based in Hetton-le-Hole Tyne and Wear. This Privacy Policy outlines how we collect, use, store, and protect your personal information when you interact with the Club, including our website, applications, events, and services. We are committed to protecting your privacy and ensuring the security of your personal data. Please read this policy carefully to understand our practices regarding your personal information and how we will treat it.

What is personal data?

Personal data is any information that can be used to identify you, such as your name, address, email address, or phone number.

1 – Information We Collect

We may collect and process the following categories of personal information:

1.1. Personal Information: We may collect personal information such as:

  • Your name
  • Address
  • Email address
  • Phone number
  • Date of birth
  • Gender
  • Emergency contact details.

This information is necessary to manage your membership with the Club and to ensure your safety and wellbeing during Club activities.

1.2. Health Information: In order to ensure your safety while participating in swimming activities, we may collect health information, including:

  • Details of any medical conditions
  • Allergies
  • Medications
  • Disabilities that may affect your ability to swim or participate in Club activities.

This information will only be used for your wellbeing and will be kept confidential.

1.3. We may collect your personal data in a number of ways, including:

  • When you register to swim with us
  • When you contact us
  • When you participate in one of our events

 

2 – How We Use Your Information

We may use the collected information for the following purposes:

2.1. Membership Management: We use your personal information to manage your membership with the Club, including processing membership applications, renewals, and cancellations.

2.2. Safety and Wellbeing: Health and emergency contact information are essential for ensuring your safety during Club activities, including swim training, competitions, and events.

2.3. Communication: We may use your contact details to communicate with you about Club-related information, such as event updates, changes in schedule, newsletters, or important announcements.

2.4. Performance and Improvement: We may analyse data to evaluate and improve our services, website, and operations, as well as to conduct research and develop new programs and activities.

2.5. Legal Obligations: We may process your personal information to comply with legal obligations, such as tax requirements, insurance purposes, or responding to lawful requests from public authorities.

 

3 – Data Sharing and Disclosure

3.1. We may share your personal data with a number of third parties, including:

  • Swim England
  • British Swimming
  • Local authorities
  • Our insurers
  • Gala entry systems

3.2. Third-Party Service Providers: We may engage trusted third-party service providers to assist us in managing and operating our Club. These service providers may have access to your personal information solely for the purpose of providing services to us and on our behalf. We ensure that such third parties are bound by confidentiality and data protection obligations.

3.3. Legal Requirements: We may disclose your personal information if required to do so by law or in response to valid requests from public authorities (e.g., a court or government agency).

3.4. Consent: We will obtain your explicit consent before sharing your personal information with any third parties for purposes other than those outlined in this Privacy Policy.

 

4 – Data Retention

We will retain your personal information for as long as necessary to fulfill the purposes for which it was collected, including any legal, accounting, or reporting requirements. When determining the appropriate retention period, we consider the nature and sensitivity of the personal information, the potential risk of harm from unauthorized use or disclosure, the purposes for which we process the information, and applicable legal requirements.

5 – Your Rights

You have certain rights regarding your personal information under applicable data protection laws. These rights may include:

  • The right to access your personal data
  • The right to correct your personal data
  • The right to delete your personal data
  • The right to restrict the processing of your personal data
  • The right to object to the processing of your personal data
  • The right to complain to the Information Commissioner’s Office

To exercise your rights or if you have any questions or concerns about how we handle your personal information, please contact us using the details provided at the end of this Privacy Policy.

 

6 – Data Security

We take appropriate technical and organizational measures to safeguard your personal information against loss, theft, unauthorized access, disclosure, alteration, or destruction. We implement a range of security measures, including encryption, access controls, secure server infrastructure, and regular security assessments.

 

7 – Changes to the Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal obligations. We will notify you of any material changes by posting the updated Privacy Policy on our website. We encourage you to review this Privacy Policy periodically for any updates.

 

8 – Contact Us

If you have any questions, comments, or requests regarding this Privacy Policy or our data practices, please contact us at:

secretary.hettonasc@outlook.com

By using our services or interacting with the Club, you signify your acceptance of this Privacy Policy. If you do not agree to this policy, please refrain from using our services or providing us with your personal information.

 

Last updates: 18th May 2023