TWDC collects personal data from members of the club and where the diver is under 18 years old their parent or guardian. We recognise our responsibility to treat your personal information with care and to comply with all relevant legislation, in particular the Data Protection Act 2018 and the EU General Data Protection Regulation (GDPR). – the legislation. This notice covers our requirement to provide you with information on how and why we use your personal data and of your rights under the legislation.
TWDC acts as a data controller when we collect your personal information. This means that we are responsible for collecting the data and processing it. We collect and process personal information in the following way:-
We collect name, date of birth, contact details including email address (for divers under the age of 18 the contact details will be the parent or guardians), emergency contact. We are able to collect this information without your explicit consent to enable us to set you up as a member of the club and a member of Swim England who use this information to arrange your insurance.
We may also request details of any medical conditions if this is relevant for health and safety of the diver. This is classed as a special category of data and we can only collect this with your explicit consent.
For divers under the age of 18 we will collect personal information from the parent or guardian. This information will be name and contact information including email address.
For coaches we will collect and process the following personal information: name, contact details, qualifications, copies of DBS registration and bank account details. This information is collected to ensure that we are able to set you up as a coach of the club and to pay your coaching fees. We also use this information to set you up as a member of Swim England who use this data to arrange your insurance.
We will collect name and contact details from all committee members. We use this information to enable us to contact you and to set you up as a member of Swim England who use this information to arrange your insurance.
How long do we keep your data?
We only keep your data for as long as we need to keep it. Generally, this will be for as long as your are a member of the diving club.
Communicating with You?
The diving club communicates with members, parents/guardians, coaches and committee members by email and or telephone. We do not market our members and only provide information on the services that we provide which includes:-
- Membership information such as changes to classes or fees or information on committee meetings;
- Information on training or development opportunities;
- Information on appropriate competitions.
Who do we share your information with?
We do not share your personal information with any third parties for marketing purposes. We only share your information in the following ways:-
We pass your personal information to Swim England. All members, coaches and committee members must be members of Swim England. We process applications for Swim England membership on your behalf and process your membership renewal on an annual basis. Swim England will use your personal information to arrange your insurance.
We may share your information with other clubs and associations for the purposes of entering you into a competition or for provision of training or development.
We will only share your information in this way if we have your (or your parent/guardian’s) explicit consent to do so.
You have the following rights in respect of your personal information (or that of your child):-
- To know how we will process your or your child’s personal data (this notice);
- To have a copy of the data that we hold (free of charge);
- To have the data corrected if it is inaccurate or incomplete;
- To have data deleted if there is no compelling reason for us to continue to process it; and
- To ask us to stop processing your data in certain circumstances.
If you need to contact us regarding this privacy notice or you have a complaint about how we use your personal information please contact us by email at the following email address firstname.lastname@example.org
You also have the right to lodge a complaint with the Information Commissioner’s office at any time.