Data Privacy Policy

Your personal data – what is it?
Personal data relates to a living individual who can be identified from that data. Identification can be by the information alone or in conjunction with any other information in the data controller’s possession or likely to come into such possession. The processing of personal data is governed by [the General Data Protection Regulation (the “GDPR”)].

Who are we?
West Dunbartonshire Amateur Swimming Club (WDASC) is the data controller (contact details below). This means it decides how your personal data is processed and for what purposes.

How do we process your personal data?
WDASC complies with its obligations under the GDPR by keeping personal data up to date; by storing and destroying it securely; by not collecting or retaining excessive amounts of data; by protecting personal data from loss, misuse, unauthorised access and disclosure and by ensuring that appropriate technical measures are in place to protect personal data.

We use your personal data for the following purposes: –

  • To administer membership records;

  • To manage our members, employees and volunteers;

  • To allow members to participate in organised Swimming competitions

  • To maintain our own Club accounts and ledgers.

  • To fundraise and promote the interests of the club;

  • To share your contact details with the Governing Bodies e.g. Scottish Swimming to maintain your membership

  • To operate the WDASC web site and deliver the services that individuals have requested;

  • To inform individuals of news, events, activities or services running at WDASC

  • To contact individuals via surveys to conduct research about their opinions of current services or of potential new services that may be offered.

    Sharing your personal data
    Your personal data will be treated as strictly confidential, and will be shared only with:

  • Scottish Swimming (for membership information, results, rankings & records)
  • British Swimming (for results, rankings & records)
  • SASA West District (for membership information, results, rankings & records)
  • Other swimming clubs (meet entries, results & records)
  • Other bodies where required to do so by law or in connection with legal proceedings.
    We will only share your data with other third parties outside of the Club with your consent.

    How long do we keep your personal data?
    We keep your personal data for no longer than reasonably necessary e.g. for a period of 12 months after you leave in order to fulfil reporting requirements; in case of any legal claims/complaints; for safeguarding purposes.

    What information do we keep and why?

    Type of information Purposes Legal basis of processing
    Member/parents name, address, telephone numbers, e-mail address(es),date of birth, age, gender Managing membership of the Club Performing the Clubs contract with the Member
    Entering Swim meets For the purposes of our legitimate interests in operating the Club
    Communicating with members
    Record Consents
    Emergency contact details Contacting parent/next of kin in the event of emergency Protecting the Members vital interests and those of their dependants
    Medical information Contacting parent/next of kin in the event of illness Protecting the Members vital interests and those of their dependants
    Ensuring safety during activities
    Swimmers times Entering Swim meets Performing the Clubs contract with the Member
    Records and rankings
    Fees analysis Recording fees due and paid Performing the Clubs contract with the Member
    Attendance registers Recording attendance at training Performing the Clubs contract with the Member
    Travel/ event consent forms Health and safety and Child Protection Performing the Clubs contract with the Member
    Administration of Medicines
    Grievances/Disciplinary/Child protection records To investigate reports For the purposes of our legitimate interests in operating the Club
    Staff records Managing the club For the purposes of our legitimate interests in operating the Club

    Further processing
    If we wish to use your personal data for a new purpose, not covered by this Data Protection Notice, then we will provide you with a new notice explaining this new use prior to commencing the processing and setting out the relevant purposes and processing conditions. Where and whenever necessary, we will seek your prior consent to the new processing.

    Your rights and your personal data
    Unless subject to an exemption [under the GDPR], you have the following rights with respect to your personal data: –

    • The right to request a copy of your personal data which WDASC holds about you;
    • The right to request that the WDASC corrects any personal data if it is found to be inaccurate or out of date;
    • The right to request your personal data is erased where it is no longer necessary for WDASC to retain such data;
    • The right to withdraw your consent to the processing at any time; This may mean that you cannot participate fully in the activities of the club.
    • The right to request that the data controller provide the data subject with his/her personal data and where possible, to transmit that data directly to another data controller,(known as the right to data portability), (where applicable).
    • The right, where there is a dispute in relation to the accuracy or processing of your personal data, to request a restriction is placed on further processing.
    • The right to object to the processing of personal data, (where applicable).
    • The right to lodge a complaint with the Information Commissioners Office.

    Contact Details
    To exercise all relevant rights, queries of complaints please in the first instance contact the WDASC Office –  wdascsecretary@hotmail.co.uk
    You can contact the Information Commissioners Office on 0303 123 1113 or via email https://ico.org.uk/global/contact-us/email/ or at the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire. SK9 5AF.