Otter Swimming Club – Privacy policy

Otter Swimming Club ("We") are committed to protecting and respecting your privacy.

This policy sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed. Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it.

For the purpose of the General Data Protection Regulation (GDPR), the data controller is Otter Swimming Club.

The lawful basis by which we process your data is as part of your contractual relationship with the Club (for members of Otter) and/or via 'legitimate interest' (where you have contacted us seeking further information about our services etc). If you would like further information regarding the lawful basis for processing personal data or GDPR more generally, see this ICO guidance.

How We Collect Your Information

We may collect and process the following data about you:

  • Information that you provide by filling in forms on our website https://otterswimming.com/. This includes information provided when:

    • Registering to use our site

    • Subscribing for membership

    • Posting material

    • Requesting further services

    • Reporting a problem with our site

  • If you contact us, we may keep a record of that correspondence.

  • We may also ask you to complete surveys that we use for research purposes, although you do not have to respond to them.

  • Details of your visits to our site including, but not limited to, traffic data, location data, weblogs and other communication data, and the resources that you access.

Information We Hold

The personal data we retain and use is only that necessary for providing the club services relevant to membership, and registration with governing bodies:

  • Contact details: name, address, phone number, email address

  • Gender and Date of birth (relevant to competition and registration with governing bodies)

  • Emergency contact details: name, phone number, email address

  • Student status (to be eligible for reduced membership rates)

  • Governing body registration details (e.g. ASA/ Swim England number)

We keep your personal data only for as long as necessary for each purpose. For most membership data we retain it while only while you are a club member. We may retain only contact details for longer in the interest of keeping you informed about club activities and reunions.

IP Addresses and Cookies

We may collect information about your computer, including where available your IP address, operating system and browser type, for web site analytics. This is statistical data about your 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 store information about your preferences, and so allow us to customise our site according to your individual interests.

  • To speed up your searches.

  • 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.

Please note that our advertisers and sponsors may also use cookies, over which we have no control.

Where We Store Your Personal Data

The data that we collect from you may be transferred to, and stored at, a destination outside the European Economic Area ("EEA"). It may also be processed by staff operating outside the EEA who undertake work for us or for one of our suppliers. Such staff may be engaged in, among other things, the provision of support services. 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.

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.

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.

How We Use Your Information

We use information held about you in the following ways:

  • To ensure that content from our site is presented in the most effective manner for you and for your computer.

  • To provide you with information, products or services that you request from us or which we feel may interest you, where you have consented to be contacted for such purposes.

  • To carry out our obligations arising from any contracts entered into between you and us.

  • To allow you to participate in interactive features of our service, when you choose to do so.

  • To notify you about changes to our club, its membership or the services it provides and the events that it promotes.

  • If you have consented to our doing so by ticking the appropriate box on forms in which you supply information to us, we may also use your data, or permit selected third parties to use your data, to provide you with information about goods and services which may be of interest to you and we or they may contact you about these.

  • We do not disclose information about identifiable individuals to our sponsors or advertisers, but we may provide them with aggregate information about our users (for example, we may inform them that 500 men aged under 30 have clicked on their sponsorship icon on any given day). We may also use such aggregate information to help sponsors and advertisers reach the kind of audience they want to target (for example, women in SW1). We may make use of the personal data we have collected from you to enable us to comply with our sponsors and advertisers' wishes by displaying their advertisement to that target audience.

Disclosure of Your Information

We may disclose your personal information to third parties:

  • If we are under a duty to disclose or share your personal data in order to comply with any request set by a governing body (e.g. FINA, Swim England), any legal obligation and other agreements; or to protect the rights, property, or safety of our members, officers, volunteers, suppliers or others. This includes exchanging information with other companies and organisations for the purposes of fraud protection and credit risk reduction.

Your Rights

You have the right to ask us not to process your personal data for marketing purposes. We will usually inform you (before collecting your data) if we intend to use your data for such purposes or if we intend to disclose your information to any third party for such purposes. You can exercise your right to prevent such processing by managing your preferences by logging on to the Otter website. You can also exercise the right at any time by contacting us at the email address given below.

Our site may, from time to time, contain links to and from the websites of our partner networks, sponsors advertisers and affiliates. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to these websites.

Access to Information

GDPR gives you the right to access information held about you. Please contact the email address given below if you would like to make a Subject Access Request.

Changes to our Privacy Policy

Any changes we may make to our privacy policy in the future will be posted on this page and, where appropriate, notified to you by e-mail.

Contact

Questions, comments and requests regarding this privacy policy are welcomed and should be addressed to privacy@otterswimming.com. Should you have complaints regarding how we have handled your personal data, you can contact the Information Commissioner's Office.