We want to make sure all the personal information we have collected about you is safe and secure whether we
collect it through our website or from other sources. This Policy set out our commitments to you, in compliance with and beyond the General Data Protection Regulation (commonly known as the GDPR) and
explains how we collect, store and use your personal information. We are registered with the UK Information Commissioner’s Office (ICO) to ensure our compliance. References to we, our or us in this
privacy notice are to SwimMania Ltd, Registered Office is SwimMania Swim School, Anglia House, Stannetts, Laindon, Basildon, Essex SS15 6DN. Company number 09066315.
This notice is to explain how we may use personal information we collect before, during and after your
membership with us. This notice applies to you if you have registered to become or are currently swimming with SwimMania. It explains how we comply with the law on data protection, what your rights
are and for the purposes of data protection we will be the controller of any of your personal information.
We have not appointed a Data Protection Officer to oversee our compliance with data protection laws as we
not required to do so, but our management has overall responsibility for data protection compliance in our organisation. If you have any questions or concerns regarding data, please email
firstname.lastname@example.org and either Carla Wells or Zoe Crane will be happy to address your concerns.
What type of details do we collect from you?
We collect the following personal details about you and your child during before, during or after your
time as a customer, such as:
• Details of how we can contact you, such as your name, title, email address and phone
• Your child’s name, date of birth, gender and any medical information or special educational needs
that may impact on their swimming tuition.
• Records of the courses each swimmer has attended over their time with us.
• Records of each swimmers attendance on a course
• Records of each swimmer’s progression and awards achieved
Where do we get this information from and how is it used?
• We will normally collect personal information about a swimmer and their parent when they complete the
registration form as a new customer or if they register to join the waiting list.
• We collect your name, email and contact number in order to send you details of the lessons you have
booked, any changes to the dates and time and any lesson cancellations. We may also provide feedback on your child’s progress via email. We will use your email to send a termly newsletter with useful
information regarding your child’s swimming lessons.
• We will also use your contact details to help answer any questions or queries regarding our
• We require information on each swimmer such as name, gender, date of birth, relevant medical information
or special education needs. This information is important to help us ensure a safe & supportive environment for learning to take place.
• We track details of each swimmer’s progress to assess performance and identify how we can help you
improve swimmer development and progression.
• If you have told us we can use your information in a certain way, you can tell us to stop using it at
any time, by contacting email@example.com. However by not allowing us to store certain information may result in us being unable to provide you with our service due to health and safety
Third party sites
We use the services of a number of third party companies to help operate our services. If you follow a
link to any of these websites, please note that these websites have their own privacy policies and they will be a data controller of your personal information and take on the direct responsibility
for complying with the GDPR laws. The customer should check these policies before submitting any personal information to these websites. Listed below are the companies that we use, the details of the
information that they collect and the services they provide.
Morsolutions (https://wwwmorsolution.com/) – is an online swim course management system to help with the
GoCardless (https://gocardless.com/) –is used to set up direct debit payments for the swimming lesson
fees. It requires the customer to input their name, email, bank details and address. The Swim School Manager can then track payments and request new payments for lessons via their secured GoCardless
Storage and Security
We employ a variety of manual and electronic storage systems to keep your personal information safe and to
prevent unauthorised access to, or use, or disclosure of it. All electronic storage has the appropriate password protection and manual storage systems will be stored as securely as possible with
Unfortunately, no information transmission over the Internet is guaranteed 100% secure nor is any storage
of information always 100% secure, but we do take all appropriate steps to protect the security of your personal information.
How long do we keep personal information for?
We collect personal details from you for different reasons and so we might keep it for different lengths
of time. For example, we might have to keep it for a long time for legal reasons, but most of the time, we will keep your details for 6 years after you last get in touch with
Keeping your details up to date and accurate
It is important to make sure that the details we hold about you are accurate and up-to-date. We rely on
your support with this so make sure you let us know as soon as possible if your email address or phone number changes and we can update your records. Please also contact us as soon as possible if any
information we have on you is inaccurate. You can do this by contacting firstname.lastname@example.org
Your personal data that we have been provided with by you or via our website or social media page will
only be used by SwimMania Ltd. Unless required to by law or safe guarding issue we will not otherwise share, sell or distribute any of the information you provide to us without your
What are your rights?
You have the following rights in relation to your personal information:
• the right to be informed about how your personal information is being used
• the right to access the personal information we hold about you
• the right to request the correction of inaccurate personal information we hold about
• the right to request the erasure of your personal information in certain limited
• the right to restrict processing of your personal information where certain requirements are
• the right to object to the processing of your personal information
• the right to request that we transfer elements of your data either to you or another service provider;
• the right to object to certain automated decision-making processes using your personal
To exercise any of your rights, or if you have any questions relating to your rights, please contact us on
Will this policy be updated and how will I be notified?
This policy may be updated from time to time and we will inform you of this by email either as part of our
newsletter or as a standalone document.
If you are unhappy with the way we are using your personal information you can complain to the UK
Information Commissioner’s Office or your local data protection regulator. More information about your legal rights can be found on the Information Commissioner’s website at
https://ico.org.uk/for-the-public/. However, we are here to help and would encourage you to contact us to resolve your complaint first.
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