Privacy Policy
At SwimMania Ltd, we are committed to protecting your privacy and ensuring your personal information is handled safely, securely and responsibly.
This Privacy Policy explains how we collect, use, store and protect your personal information when you use our website, join our swimming lessons or contact us.
SwimMania Ltd complies with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. We are registered with the Information Commissioner’s Office (ICO).
SwimMania Ltd
Anglia House
Stannetts
Laindon
Basildon
Essex
SS15 6DN
Company Registration Number: 09066315
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Who We Are
For the purposes of data protection legislation, SwimMania Ltd is the Data Controller responsible for the personal information we collect.
Although we are not legally required to appoint a Data Protection Officer, our management team oversees data protection compliance.
If you have any questions regarding this Privacy Policy or how we handle your data, please contact:
Email: info@swimmania.co.uk
Your enquiry will be handled by Zoe Crane or Carla Wells.
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What Information We Collect
We may collect personal information before, during and after your time with SwimMania.
This may include:
- Parent or guardian name
- Address
- Email address
- Telephone number
- Swimmer’s name
- Swimmer’s date of birth
- Gender
- Medical information relevant to swimming lessons
- Special Educational Needs or Disabilities (SEND) information where appropriate
- Emergency contact details
- Attendance records
- Progress records
- Awards and achievements
- Payment information (processed securely through third-party providers)
We only collect information that is necessary to provide our swimming lessons safely and effectively.
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How We Collect Your Information
We collect information when you:
- Register for swimming lessons
- Join our waiting list
- Complete registration forms
- Contact us by phone, email or social media
- Visit our website
- Make payments for lessons
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How We Use Your Information
We use your information to:
- Register swimmers onto our courses
- Contact you regarding your lessons
- Inform you of timetable changes or cancellations
- Respond to enquiries
- Record attendance
- Monitor swimmer progression
- Ensure lessons are delivered safely
- Provide appropriate support for medical conditions or additional needs
- Process payments
- Send newsletters and important SwimMania updates
Where we rely on your consent for communications, you may withdraw your consent at any time by contacting us.
Please note that some information is essential for health and safety purposes. Without it, we may be unable to provide swimming lessons.
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Medical Information
We only collect medical information that is relevant to providing safe swimming lessons.
This information is only accessible to members of staff who need it to ensure the safety and wellbeing of our swimmers.
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Sharing Your Information
We do not sell your personal information.
We will only share your information when necessary to provide our services or where required by law.
We currently use the following trusted third-party providers:
Mor Solutions
Our swimming lesson management system.
This stores customer records securely and operates in accordance with UK GDPR.
GoCardless
Used to collect Direct Debit payments.
GoCardless securely processes:
- Name
- Address
- Email address
- Bank account details
SwimMania does not store your bank details.
Each provider has its own Privacy Policy explaining how your data is managed.
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Data Security
We take the security of your information seriously.
We use a combination of physical, electronic and organisational safeguards including:
- Password protected systems
- Secure databases
- Restricted staff access
- Locked storage for paper records where required
Although no internet transmission can ever be guaranteed as completely secure, we take all reasonable steps to protect your information.
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How Long We Keep Your Information
We only keep personal information for as long as necessary.
In most cases, customer records are retained for six years after your final interaction with SwimMania unless we are legally required to retain them for longer.
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Keeping Your Information Up to Date
It is important that the information we hold is accurate.
If any of your details change, including your email address, telephone number or medical information, please let us know as soon as possible by emailing:
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Marketing
We may occasionally send newsletters or information about SwimMania.
You can unsubscribe from marketing communications at any time.
We will never sell your personal information to other organisations.
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Your Rights
Under UK GDPR you have the right to:
- Be informed about how your information is used
- Request access to your personal information
- Request correction of inaccurate information
- Request deletion of your information (where applicable)
- Restrict processing
- Object to processing
- Request transfer of your data
- Object to automated decision making where applicable
To exercise any of these rights, please contact:
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Cookies
Our website uses cookies to improve your browsing experience.
Cookies help us:
- Remember your preferences
- Understand how visitors use our website
- Improve website performance
You can disable cookies through your web browser settings. However, some areas of the website may not function correctly if cookies are disabled.
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Changes to This Privacy Policy
We may update this Privacy Policy from time to time.
Any significant changes will be published on our website and, where appropriate, communicated by email.
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Complaints
If you have any concerns about how we use your personal information, we would appreciate the opportunity to resolve the matter first.
Please contact us at:
You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO).
For further information visit:
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