Privacy Policy

This privacy policy sets out how Ashbourne & District Swimming Club governs the privacy of its members and users of this website.

Ashbourne & District Swimming Club is committed to ensuring that your privacy is protected. Ashbourne & District may change this policy from time to time by updating this page. You should check this page from time to time to ensure that you are happy with any changes. 

What We Collect

Through our memberships forms we capture information on each member, including:

Name, address, telephone numbers, date of birth

Emergency contact details and medical records

Swimmer related details, such as ASA number, squad, and training centre

Volunteer qualifications

Health screening information required for Covid-19 safety measures

Why Do We Need It?

We require this information in order to operate the club and provide the very best service to our members, including:

• • Effective communication about upcoming events and changes to scheduled activities, such as the cancellation of training

  • Contacting next of kin in the event of emergencies

  • Coaches being fully informed of medical conditions of members when training or away at events

  • Internal record keeping, e.g. volunteer qualifications

  • Contacting members and volunteers etc for Covid-19 track and trace purposes

How do we use it?

We share data with:

• • Club coaches or officials to administer training sessions

  • Club team managers to enter events

  • County associations and competition providers for entry in events

  • Covid-19 Lead and Officers to ensure meeting safety guidelines

Reporting Purposes: Anonymised data analysed to monitor club trends 

Membership and Club Management:

• • Processing of membership forms and payments 

  • Share data with committee members to provide information about club activities, membership renewals or invitation to social events

  • Publishing of gala results 

Marketing and Communications 

• • Sending email communications regarding club news and coaching sessions

  • Sending information about club kit, merchandising or fundraising

Security

We are committed to ensuring that your information is secure. We will not sell, distribute or lease your personal information to third parties. We may use your personal information to send you promotional information about third parties which we think you may find interesting if you tell us that you wish this to happen.

Links to Websites

Our website may contain links to other websites that might be relevant to you. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement.

IP Addresses and Cookies

We may collect information about your computer, including where available your IP address, operating system and browser type, for system administration and to report aggregate information. This is statistical data about our users’ browsing actions and patterns, and does not identify any individual.

For the same reason, we may obtain information about your general internet usage by using a cookie file which is stored on the hard drive of your computer. Cookies contain information that is transferred to your computer’s hard drive. They help us to improve our site and to deliver a better and more personalised service. They enable us:

To estimate our audience size and usage pattern.

To recognise you when you return to our site.

You may refuse to accept cookies by activating the setting on your browser which allows you to refuse the setting of cookies. - However, if you select this setting you may be unable to access certain parts of our site. Unless you have adjusted your browser setting so that it will refuse cookies, our system will issue cookies when you log on to our site.

Information Requests

Data Subject Access Requests (DSAR’s)

You may request details of personal information which we hold about you under the Data Protection Act 1998 and subsequent regulations (such as GDPR 2018). If you would like a copy of the information held on you please email the Ashbourne & District Swimming Club Membership Secretary via the address on our contact page and we will handle your request within the regulated timescales (maximum one month).

If you believe that any information we are holding on you is incorrect or incomplete, please write to or email us as soon as possible. We will promptly correct any information found to be incorrect.

Where we Store your Personal

The data that we collect from you is then transferred by the Membership Secretary to a password protected data file stored on a password protected local computer. 

Your email address may also be transferred to, and stored at, a destination outside the European Economic Area (“EEA”). This is for the purpose of communications through MailChimp only. “MailChimp,” we are referring to The Rocket Science Group LLC d/b/a MailChimp, a State of Georgia limited liability company. By submitting your personal data, you agree to this transfer, storing or processing. We will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this privacy policy.

Your Right to be Forgotten

If you believe that information is being held about yourself without legitimate grounds, then you have the right to request this data to be deleted. Please do so by emailing the Membership Secretary.

Contact

All enquiries relating to data privacy should be made to the Membership Secretary.

Last updated: 10/11/2020