1. Introduction

London Phoenix Performance respects your privacy and is committed to protecting your personal data. This privacy policy explains how we collect, use, store, and protect your personal information in accordance with Swim England’s data protection policies and relevant UK data protection laws.

2. Who We Are

The Club is a competitive swimming organisation affiliated with Swim England, working with young swimmers. We are the data controller for the purposes of the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

3. What Personal Data We Collect

We may collect and process the following types of personal data:

• Member Information: Name, date of birth, gender, Swim England membership number.

• Contact Information: Address, phone number, email address.

• Emergency Contact Details: Name and contact number of parent/guardian.

• Health and Medical Information: Medical conditions, allergies, disabilities (provided with consent for safety and duty of care purposes).

• Training and Competition Records: Attendance, performance results, rankings.

• Financial Information: Payment details for membership fees, competition entries.

• Photographs and Video: Images for coaching purposes, club promotions, and social media (with appropriate consent).

• Website and Social Media Interactions: If engaging with our digital platforms, we may collect IP addresses and browsing data via cookies.

4. How We Collect Your Data

We collect your personal information in several ways:

• Directly from you when you register as a member or sign up for events.

• From parents/guardians for junior swimmers.

• Through attendance at training sessions, competitions, and events.

• From Swim England and other affiliated bodies when processing memberships or competition entries.

• When you interact with our website or social media channels.

5. Why We Use Your Data

We process personal data for the following purposes:

• To manage club membership and Swim England affiliations.

• To organise and deliver training, competitions, and club events.

• To ensure athlete safety, including emergency medical information.

• To maintain records of competition results and training performance.

• To process payments for club fees and activities.

• To communicate with members, parents, and guardians about club activities.

• To promote the club through newsletters, social media, and website updates (with consent).

• To comply with legal and regulatory requirements.

6. Lawful Basis for Processing

We will only use your personal data where we have a lawful basis to do so. This includes:

• Performance of a Contract: Managing memberships and training commitments.

• Legal Obligation: Compliance with safeguarding, health and safety, and Swim England regulations.

• Legitimate Interest: Club administration, training records, and competition results.

• Consent: Where required for photography, marketing, and sensitive health data.

7. Who We Share Your Data With

We may share personal data with:

• Swim England for membership registration and competition participation.

• Coaches and club officials for training and competition management.

• Event organisers and governing bodies for competition entries.

• Medical professionals in case of an emergency.

• Payment processors for membership and event fees.

• Regulatory authorities where legally required.

We do not sell or share data with third parties for marketing purposes.

8. How We Protect Your Data

We implement appropriate security measures to protect personal data, including:

• Secure storage and restricted access to data.

• Encryption of sensitive information where applicable.

• Regular review of security practices.

• Ensuring third-party processors comply with data protection laws.

9. Data Retention

We will retain your personal data for as long as necessary to fulfil the purposes for which it

was collected, including:

• Membership records: Retained for the duration of active membership plus up to 6 years.

• Competition records: May be kept indefinitely for historical records.

• Financial records: Retained for 6 years to comply with accounting regulations.

• Health and medical information: Retained only for as long as necessary to ensure swimmer safety.

10. Your Rights

Under data protection laws, you have the following rights:

• Access: Request a copy of your personal data.

• Correction: Request correction of inaccurate data.

• Erasure: Request deletion of personal data where no longer needed.

• Restriction: Request limited processing under certain conditions.

• Objection: Object to processing based on legitimate interests.

• Data Portability: Request transfer of data to another provider.

• Withdraw Consent: If processing is based on consent, you can withdraw at any time.

To exercise these rights, contact us at sam@londonphoenixperformance.org

11. Changes to This Policy

We may update this policy from time to time. Any significant changes will be communicated via email or club announcements. The latest version will always be available on our website.

12. Contact Us

For any queries about this Privacy Policy or how we handle your data, please contact:

London Phoenix Performance

Email: sam@londonphoenixperformance.org

Last updated: March 2025