Privacy Policy

Guisborough Amateur Swimming Club

Aligned with UK GDPR and Swim England Wavepower

Effective Date: June 2026

Data Controller: Guisborough Amateur Swimming Club, Guisborough Swimming Pool, Howlbeck Road
Guisborough, TS14 6LE

Contact: info@guisboroughasc.co.uk

1. Purpose of This Policy

This Privacy Policy explains how Guisborough Amateur Swimming Club collects, uses, stores, and protects personal data in accordance with:

  • UK General Data Protection Regulation (UK GDPR)
  • Data Protection Act 2018
  • Swim England Wavepower Safeguarding Policies & Procedures

Wavepower requires clubs to handle children’s data lawfully, fairly, securely, and only for safeguarding and operational purposes. This policy reflects those obligations.

2. What Personal Data We Collect

We collect only the data necessary to run the club safely and effectively.

Membership & Contact Information

  • Name
  • Date of birth
  • Address
  • Email address
  • Phone number
  • Parent/guardian details (for under‑18s)
  • Emergency contacts

Swimming & Training Information

  • Squad allocation
  • Competition entries and results
  • Training performance data
  • Coaching Consultation Form

Health & Safety Information

(Required under Wavepower for safeguarding and safe training)

  • Medical conditions
  • Allergies
  • Accessibility needs
  • Injury or incident reports

Safeguarding Information

(Collected only when necessary and handled with strict confidentiality)

  • Records of safeguarding concerns
  • Communications with Swim England’s safeguarding team
  • Welfare Officer notes (minimal and factual)

Financial Information

  • Membership payments
  • Competition fees
  • Bank details (for reimbursements only)

Images & Media

  • Photos or videos taken during training, competitions, or events
  • Consent is required for identifiable images of children, in line with Wavepower guidance

3. How We Use Your Data

We use personal data for:

  • Managing club membership and communication
  • Organising training sessions, competitions, and events
  • Ensuring swimmer safety and safeguarding
  • Meeting Swim England Wavepower requirements
  • Administering payments and financial records
  • Liaising with Swim England, county/region, and competition organisers
  • Promoting the club (only with appropriate consent)

We do not use personal data for automated decision‑making or profiling.

4. Legal Basis for Processing

We process personal data under:

  • Contract: To provide membership services
  • Legal obligation: Safeguarding, health & safety, insurance, accounting
  • Vital interests: Emergency medical situations
  • Legitimate interests: Running and promoting the club
  • Consent: Photos/videos, optional communications

Consent can be withdrawn at any time.

5. Wavepower‑Specific Safeguarding Requirements

To comply with Swim England Wavepower

Only the Club Welfare Officer, safeguarding leads, and relevant committee members access safeguarding data.

  • Safeguarding records are kept securely, separately, and for the minimum time necessary.
  • Children’s data is used only for safeguarding, training, and club administration.
  • The club follows Wavepower guidance on:
    • Photography and filming
    • Social media and digital communication
    • Reporting concerns
    • Transport and travel
    • Changing room supervision

We do not publish children’s full names alongside images.

6. Who We Share Data With

We only share data when necessary:

  • Swim England / British Swimming (membership, insurance, safeguarding)
  • Competition organisers (entries, results)
  • Pool operators (for safety and access)
  • Coaches and volunteers (for operational purposes)
  • Insurance providers
  • IT service providers (e.g., club management systems)

We never sell personal data.

7. How Long We Keep Data

Retention periods follow UK GDPR and Wavepower guidance:

  • Membership records: up to 6 years after membership ends
  • Accident/incident reports: up to 6 years or in respect of an injury to a child they should be kept for six years after they attain 18 years age
  • Safeguarding records: as required by Wavepower (typically until the child is 25, or longer if advised)
  • Financial records: 6 years
  • Photos/videos: until consent is withdrawn or no longer needed

After this, data is securely deleted or anonymised.

8. How We Protect Your Data

We use appropriate technical and organisational measures:

  • Password‑protected systems
  • Restricted access for coaches/committee members
  • Secure storage for safeguarding records
  • Encrypted cloud services
  • Regular data audits
  • Compliance with Wavepower’s digital communication rules

9. Your Rights Under UK GDPR

You have the right to:

  • Access your personal data
  • Request correction
  • Request deletion
  • Restrict or object to processing
  • Request data portability
  • Withdraw consent
  • Lodge a complaint with the Information Commissioner’s Office (ICO)

ICO website: www.ico.org.uk

10. Children’s Data (Wavepower‑Aligned)

For swimmers under 18:

  • Consent is obtained from a parent/guardian
  • Data is used only for safeguarding, training, and club administration
  • Children’s data is never shared unnecessarily
  • Images are only used with explicit consent
  • Communication with children follows Wavepower rules (e.g., no direct messaging by coaches)

11. Contact Us

For questions, concerns, or data requests:

info@guisboroughasc.co.uk or for specific Welfare/Safeguarding concerns welfare@guisboroughasc.co.uk