Who we are
Our website address is: https://guisboroughasc.co.uk.
Comments
When visitors leave comments on the site we collect the data shown in the comments form, and also the visitor’s IP address and browser user agent string to help spam detection.
An anonymised string created from your email address (also called a hash) may be provided to the Gravatar service to see if you are using it. The Gravatar service Privacy Policy is available here: https://automattic.com/privacy/. After approval of your comment, your profile picture is visible to the public in the context of your comment.
Media
If you upload images to the website, you should avoid uploading images with embedded location data (EXIF GPS) included. Visitors to the website can download and extract any location data from images on the website.
Cookies
If you leave a comment on our site you may opt in to saving your name, email address and website in cookies. These are for your convenience so that you do not have to fill in your details again when you leave another comment. These cookies will last for one year.
If you visit our login page, we will set a temporary cookie to determine if your browser accepts cookies. This cookie contains no personal data and is discarded when you close your browser.
When you log in, we will also set up several cookies to save your login information and your screen display choices. Login cookies last for two days, and screen options cookies last for a year. If you select “Remember Me”, your login will persist for two weeks. If you log out of your account, the login cookies will be removed.
If you edit or publish an article, an additional cookie will be saved in your browser. This cookie includes no personal data and simply indicates the post ID of the article you just edited. It expires after 1 day.
Embedded content from other websites
Articles on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.
These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracking your interaction with the embedded content if you have an account and are logged in to that website.
Who we share your data with
If you request a password reset, your IP address will be included in the reset email.
How long we retain your data
If you leave a comment, the comment and its metadata are retained indefinitely. This is so we can recognise and approve any follow-up comments automatically instead of holding them in a moderation queue.
For users that register on our website (if any), we also store the personal information they provide in their user profile. All users can see, edit, or delete their personal information at any time (except they cannot change their username). Website administrators can also see and edit that information.
What rights you have over your data
If you have an account on this site, or have left comments, you can request to receive an exported file of the personal data we hold about you, including any data you have provided to us. You can also request that we erase any personal data we hold about you. This does not include any data we are obliged to keep for administrative, legal, or security purposes.
Where your data is sent
Visitor comments may be checked through an automated spam detection service.
Swim England Privacy Policy
Privacy Policy
Swim England respects your privacy and is committed to protecting your personal data. This
privacy policy will inform you as to how we look after your personal data when you visit our
website (regardless of where you visit it from) and tell you about your privacy rights and how
the law protects you.
In this privacy policy we explain how we collect and use your personal information. ‘We’ are
The Amateur Swimming Association (Swim England) Limited (hereinafter referred to as Swim
England) and we are the data controller for the purposes of the Data Protection Act 1998 and
the EU General Data Protection Regulation.
Details of how to contact us if you have any questions about privacy or data protection can be
found below in the Contact Details section.
We must have a lawful basis to process your personal data, and this policy explains what our
lawful basis is in respect of each purpose for which we keep and use information about you.
Generally, we are allowed to process your personal data where it is necessary in connection
with a contract between us (such as a contract to supply our products or services), where it is
necessary in order for us to comply with our legal obligations, or where we have a legitimate
interest to do so (but we will always consider whether your right to privacy overrides our
interest).
Please note that links from our website may take you to external websites which are not
covered by this policy. We recommend that you check their privacy policies before submitting
any personal information to such sites. We will not be responsible for the content, function or
information collection policies of these external websites.
This website was created and continues to be managed by SKYLAB and as such they will
process your data on our behalf when you visit our website. They will only use your data for
the purposes outlined below.
What information do we collect about you and how do we collect
it?
You are not required (by law or by any contract with us) to provide personal information to us
via this website. We will only require you to provide personal information to us where it is
necessary for us to provide you with a service at your request.
Information you provide to us
We collect personal information about our members when you create an account on our online
membership system to become a member of Swim England.
We may receive personal information about you whenever you contact us. For example, by
doing the following:
Enquiring about our products, services competitions or events
Entering our event and competitions through online entries
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Signing up for our newsletters and further information or registering with us
Signing up for Just Swim membership or an online account
Using and browsing our website
Telephoning, texting, writing by post or emailing us
Enquiring about, or applying for, job vacancies or volunteering opportunities.
This information may include the following:
Normal identification information, such as your full name, date of birth, age, gender
Additional information including height and weight for performance tracking purposes
Contact information, such as your postal address, email address and telephone
number
Additional information relevant to your use of our site and services, such as your
marketing preferences, survey responses and feedback
Records of your interactions with us such as telephone conversations, emails and
other correspondence and your instructions to us
Records of your attendance at any events or competitions hosted by us
images in video and/or photographic form and voice recordings. Our competitions and
events may be filmed for live streaming purposes
Payment information (this is securely collected and processed by our payment
provider)
In respect of job applications, your CV including details of your education and
employment history (and any other information which you may choose to provide to us
with your CV).
Information we collect about you on our website
We collect information using cookies and other similar technologies to help distinguish you
from other users of our website. These can streamline your online experience by saving you
from re-inputting certain information and also allows us to make improvements to our website.
For more information about how and why we use cookies, please take a look through our
Cookie Policy, which can be found here: https://www.swimming.org/swimengland/cookies/.
When you visit our website we may collect the following information:
Which pages you view and which links you follow
Your IP address and general location
Details of the hardware and software that you are using to access the site
Any passwords that you use on our website
If you choose to log in using a third party, we will record your login provider
A device identifier (cookie or IP address) for fraud prevention
Details of your visits to our website and the resources that you access, including, but
not limited to, toolkits, weblogs and other communication data.
We do not knowingly process Personal Data of anyone under 13 years old, if we become
aware that a data subject is under 13 years old we will only process their data with the valid
consent of the parent or holder of parental responsibility of the data subject to the processing
of that Personal Data.
Information we collect about you from other sources
We may collect information about you from other sources. This may include the following:
Publicly available information, from sources such as Companies House and the
Electoral Roll
Information you have shared publicly, including on social media
If you apply for a job or a volunteer position, we may collect information about your
criminal record by obtaining a DBS check through an approved agency.
Information from third party databases or data suppliers, such as credit reference
agencies.
This list is not exhaustive and, in specific instances, we may need to collect additional data for
the purposes set out in this policy.
Information we receive about you from other sources
Sometimes you will have given your consent for other websites, services or third parties to
provide information to us.
This could include information we receive about you if you use any of the other websites that
we operate or the other services that we provide, in which case we will have informed you
when we collected that data if we intend to share such data internally and combine it with data
collected on this site. We will also have told you for what purpose we will share and combine
your data.
It could also include information from third parties that we work with to provide our products
and services, such as payment processors, delivery companies, technical support companies
and advertising companies. Whenever we receive information about you from these third
parties, we will let you know what information we have received and how and why we intend
to use it.
How do we use your personal information?
We take data protection law seriously, so below we have set out exactly how and why we use
your information, and what our legal basis is to be able to use your information in each way.
Supplying our products and providing our services
It is necessary for us to use personal information about you to enter into and perform the
contracts that we make with you, such as when you become a customer, supplier or member.
Using your information in this context is necessary so that we can:
Provide you with information about our products or services
Provide members with information which is included within our membership benefits
packages, including but not limited to details about your insurance, advanced ticket
information for events, partner discounts and any Swim England updates. You can
choose not to receive these communications by unsubscribing
To carry out our obligations arising from any contract that we have with you
Verify your identity
Deal with any complaints you may have
Contact you about any changes that we make to our services, events or organisation
Administer our website, including troubleshooting problems, analysing statistics,
conducting research and tests and keeping the site secure.
If you enquire about, or apply for, a job vacancy, it is necessary for us to use your personal
information as part of the recruitment process, in order to assess your suitability for a particular
role.
Telling you about events or other products or services that we think may be of interest to you
We may use your information to identify and tell you about events and our products or services
that we think may be of interest to you. We will only do this where you have informed us that
you would like to receive marketing communications.
We may also use your information to invite you to participate in market research. If we do
contact you about market research, you do not have to participate. If you tell us that you do
not want to receive market research communications, we will respect this.
Whether you choose to receive marketing communications, or market research
communications is entirely up to you. You can choose to receive both, none, or just one or the
other. Your choice will not affect any products or services that you have purchased from us,
nor will it affect any quotes for products or services you buy in future.
You can update your preferences by using the unsubscribe links in any of our emails to you,
or by getting in touch using our website or contacting us as set out below.
Telling you about products or services that are similar to ones that you have already bought
If you have already contacted us about attending, participating in, or volunteering at a Swim
England event, we may contact you with some information about services and events that are
similar.
We will only contact you by email or text message and you can choose not to receive these
messages at any time. Simply follow the instructions in the message, or get in touch using our
website.
Telling members about the sport of swimming
We will communicate to our members details of our events and competitions for the purposes
of promoting the development of the sport and to enable members to participate in the sport
at a local, regional and national level.
Making our organisation better
We always want to offer the best services, events and experience that we can. Sometimes
this means we may use your information to find ways that we can improve what we do, or how
we do it.
In this context, we will only use you information where it is necessary so that we can:
Review and improve our existing services or develop new ones
Review and improve the performance of our systems, processes or staff
(including training)
Improve our site to ensure that content is presented in the most effective
manner for you and for your computer
Measure and understand the effectiveness of advertising we serve to you and
others, and to deliver relevant advertising to you.
Contacting you
We want to stay in touch with you. Sometimes we may need to use the information that we
have about you in order to respond to your questions or let you know about important changes.
We will only use your information in this respect where it is necessary so that we can:
Interact and respond to any communications you send us, including where you
use the ‘Contact Us’ section, and any social media posts that you tag us in
Let you know about any important changes to our business or policies.
Verifying your identity
We may use your information where it is necessary for us to do so in order to meet our legal
obligations or to detect and prevent fraud, money-laundering and other crimes.
Protecting you and others from harm
We may use your information where it is necessary to protect your interests, or the interests
of others. This may include in the event of criminality such as identity theft, piracy or fraud.
We need all the categories of information listed above to allow us:
(i) to provide our services to you;
(ii) to enable us to comply with legal obligations; or
(iii) to pursue legitimate interests of our own or those of third parties (provided your
interests and fundamental rights do not override those interests).
The situations in which we will process your personal data are listed set out in the table below
and indicate the purpose or purposes for which we are processing or will process your
personal information.
Perform
Our
Contract
With You
Comply With
Legal
Obligations
Pursue
Legitimate
Interests
Verifying your identity x x x
Making a decision to supply our services x
Administering the contract we have entered
into with you
x x
Administering your entries into events and
competitions
x x
Make the benefits of membership available to
you
x x
To contact you in order to seek your consent
to receive offers and benefits from our
commercial partners, sponsors and suppliers
x
When you have added an item to your
shopping cart and not checked out
x
Run the Swim England membership check
which can be found online at
https://www.swimming.org/swimengland/clubmember-check/ to ensure that a member is
eligible to compete or officiate at an event
x
Report competition results which can be found
on our rankings system which can be found at
https://www.swimmingresults.org/
x
Dealing with any complaints you may have x x
Logistics management and planning,
including accounting and auditing
x x
Making arrangements for the termination of
our contract
x x x
Making repairs, alterations and improvements
to the services supplied
x x x
Dealing with legal disputes involving you x x
To suspend membership and take disciplinary
action where necessary
x x
Complying with health and safety obligations x x x
To detect and prevent fraud, moneylaundering and other crimes
x x
To review and improve the performance of our
systems, processes and staff (including
training)
x
To interact and respond to any
communications you send us, including social
media posts that you tag us in
x
To let you know about any important changes
to our business, policies, rules and regulations
x
To ensure that the information that we hold
about you is accurate and up to date
x x
To protect your interests, or the interests of
others (such as in the event of criminality such
as identity theft, piracy or fraud)
x x
Change of purpose
We may contact you in the future to advertise and market new membership benefits and offers
from our sponsors and suppliers. However, we will always seek your consent before sending
such material and we would always give you the opportunity to unsubscribe.
We will only use your personal information for the purposes for which we collected it, unless
we reasonably consider that we need to use it for another reason and that reason is compatible
with the original purpose. If we need to use your personal information for an unrelated purpose
we will notify you and we will explain the legal basis which allows us to do so.
Please note that we may process your personal information without your knowledge or
consent, in compliance with the above rules, where this is required or permitted by law.
Who do we share your personal information with?
Sharing your information within Swim England
We share the information that you provide to us internally with our staff so that we can provide
our services to you.
We may share the information that you provide to us with British Swimming, clubs, bodies,
associations and organisations affiliated to Swim England or Swim England Regions in order
to allow them and us to properly administer the sport of swimming on a local, regional and
national level,
When you sign up to be a member certain details such as your name, year of birth and gender
will be visible to other members. You can choose to hide this information by logging into our
club members’ area at www.swimmingmembers.org. If you take part in events your name will
appear in the rankings tables unless you have chosen to hide your name.
Sharing your information with third parties
We may share your data with selected third parties. For example, we may share your
information with:
Other subsidiary companies within our group
Internet hosting providers to host the website, related infrastructure, services and
applications
Contact management systems to send emails, instant messages, social media
messages and SMS messages, currently our provider is Maxemail
Service providers: for example payment processors, supply chain partners and subcontractors and IT services (including CRM).
There are certain exceptional circumstances in which we may disclose your information to
third parties. This would be where we believe that the disclosure is:
Required by the law, or in order to comply with judicial proceedings, court orders or
legal or regulatory proceedings
Necessary to protect the safety of our employees, our property or the public
Necessary for the prevention or detection of crime, including exchanging information
with other companies or organisations for the purposes of fraud protection and credit
risk reduction.
Proportionate as part of a merger, business or asset sale, in the event that this
happens we will share your information with the prospective seller or buyer involved.
We require all third parties to respect the security of your personal data and to treat it in
accordance with the law. We do not allow our third-party service providers to use your personal
data for their own purposes and only permit them to process your personal data for specified
purposes and in accordance with our instructions.
How long do we keep your personal information?
We will only store your personal information for as long as we need it for the purposes for
which it was collected. Where we provide you with any service, we will retain any information
you provide to us at least for as long as we continue to provide that service to you.
If you apply for a job vacancy (or otherwise send us your CV) we will retain your CV (and any
publicly available information, for example from social media) for a period of 6 months. If we
are considering you for a particular role, we may retain this information for longer than that
period.
In all other circumstances, we will keep all physical and electronic records of your information
for a period of 6 years after your last contact with us. Exceptions to this rule are:
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 worked for us.
How do we protect your personal information?
We will take all steps reasonably necessary to ensure that your data is treated securely and
in accordance with this policy.
We try to ensure that all information you provide to us is transferred securely via the website.
Unfortunately, the transmission of information via the internet is not completely secure.
Although we will do our best to protect your personal data, we cannot guarantee the security
of your data transmitted to our site; any transmission is at your own risk. Once we have
received your information, we will use strict procedures and security features to try to prevent
unauthorised access.
All information you provide to us is stored on our/third party secure servers. Where we have
given you (or where you have chosen) a password which enables you to access certain parts
of our site, you are responsible for keeping this password confidential. We ask you not to
share a password with anyone.
What rights do you have in respect of your personal information?
You have the right to be informed
We have a legal obligation to provide you with concise, transparent, intelligible and easily
accessible information about your personal information and our use of it. We have written this
policy to do just that, but if you have any questions or require more specific information,
you can get in touch using Contact Us section of the website.
You have the right to access your personal data
You have the right to ask us to confirm whether or not we hold any of your personal
information. If we do, you have the right to have a copy of your information and to be informed
of the following:
Why we have been using your information
What categories of information we were using
Who we have shared the information with
How long we envisage holding your information.
In order to maintain the security of your information, we will have to verify your identity before
we provide you with a copy of the information we hold.
The first copy of your information that you request from us will be provided free of charge, if
you require further copies we may charge an administrative fee to cover our costs.
You have the right to correct any inaccurate or incomplete personal data
Where you have requested a copy of the information we hold about you, you may notice that
there are inaccuracies in the records, or that certain parts are incomplete. If this is the case
you can contact us so that we can correct our records.
You have the right to be forgotten
There may be times where it is no longer necessary for us to hold personal information about
you. This could be if:
The information is no longer needed for the original purpose that we collected it for
You withdraw your consent for us to use the information (and we have no other legal
reason to keep using it)
You object to us using your information and we have no overriding reason to keep
using it
We have used your information unlawfully
We are subject to a legal requirement to delete your information.
In those situations you have the right to have your personal data deleted. If you believe one
of these situations applies to you, please get in touch using our website.
You have the right to have a copy of your data transferred to you or a third party in a compatible
format
Also known as data portability, you have the right to obtain a copy of your personal data for
your own purposes. This right allows you to move, copy or transfer your personal data more
easily from one IT system to another, in a safe and secure way.
If you would like us to transfer a copy of your data to you or another organisation in a
structured, commonly use and machine-readable format, please contact us. There is no
charge for you exercising this right.
You have the right to object to direct marketing
You can tell us at any time that you would prefer that we do not use your information for direct
marketing purposes. If you would not like to receive any direct marketing from us, please
contact us or use the links provided in any of our marketing communications, and we will stop
sending direct marketing immediately.
You have the right to object to us using your information for our own legitimate interests
Sometimes, we use your personal information to achieve goals that will help us as well as you.
This includes:
When we tell you about services, products or events that are similar to ones that you
have already engaged with, bought or attended
When we use you information to help us make our business better
When we contact you to interact, communicate or let you know about changes we are
making.
We aim to always ensure that your rights and information are properly protected. If you believe
that the way we are using your data is not justified due to its impact on you or your rights, you
have the right to object. Unless we have a compelling reason to continue, we must stop using
your personal data for these purposes.
In order to exercise your right to object to our use of your data for the purposes above, please
contact us.
You have the right to restrict how we use your personal data
You have the right to ask us to stop using your personal data in any way other than simply
keeping a copy of it. This right is available where:
You have informed us that the information we hold about you is inaccurate, and we
have not yet been able to verify this
You have objected to us using your information for our own legitimate interests and we
are in the process of considering your objection
We have used your information in an unlawful way, but you do not want us to delete
your data
We no longer need to use the information, but you need it for a legal claim.
If you believe any of these situations apply, please contact us.
You have rights related to automated-decision making and profiling
Any automated decision-making or profiling we undertake is solely for the purpose of tailoring
the information which we provide to you. We will not use automated decision-making or
profiling to make any decisions which will have a legal effect upon you or otherwise
significantly affect you, and you have the right not to be subject to such decisions. If you have
any concerns or questions about this right, please contact us.
Changes to our Privacy Policy
Any changes we make to our privacy policy in the future will be posted on this page and, where
appropriate, notified to you by email. Please check back frequently to see any
updates or changes to our privacy policy.
This version was last updated on 10 March 2022 and historic versions can be obtained by
contacting us.
Complaints
If you wish to make a complaint about our collection or use of your personal data, please
contact us in the first instance so that we may seek to resolve your complaint.
You have the right to lodge a complaint with the Information Commissioner’s Office (ICO), the
statutory body which oversees data protection law in the UK. Please visit the ICO website if
you wish to lodge a complaint with the ICO.
Contact Details
Our contact for data protection is Lois Jarvis, who can be contacted using the details below:
In the event of any query or complaint in connection with the information we hold about
you, please email legal@swimming.org or write to us at Swim England, Legal
Department, Pavilion 3, SportPark 3 Oakwood Drive, Loughborough University,
Loughborough, Leicestershire, United Kingdom, LE11 3QF.