Privacy Notice for County

 

You may provide us with or we may obtain personal information about you, such as information regarding your:
 

• personal contact details that allow us to contact you directly such as name, title, addresses, email addresses and telephone numbers;
• date of birth;
• gender;
• any identification documents;
• details of family members and emergency contacts;
• records of your interactions with us such as telephone conversations, emails and other correspondence and your instructions to us;
• details you provide about your experience in the sport and your interests in getting further involved in the sport;
• any feedback you provide in a survey;
• records of your attendance at any events, competitions or workshops delivered by us or our sports partners;
• images in video and/or photographic form and voice recordings;
• any payment or bank details you provide so that we can receive payments from you or you can receive funding from us and details of the financial transactions with you;
• use of and movements through our online portal, passwords, personal identification numbers, IP addresses, user names and other IT system identifying information;
• any funding application details;
• all information included as part of an application process;
• performance including any feedback provided to us by yourself, members of staff or other third parties;
• the location in which you participate in competition / event / workshop activities;
• your marketing preferences so that we know whether and how we should contact you; 

 

 

We may also collect, store and use the following “special categories” of more sensitive personal information regarding you:
 

• information about your race or ethnicity, religious beliefs, sexual orientation and political opinions;
• information about your trade union memberships
• information about your health, including any medical condition, health and sickness records, medical records and health professional information, medications and treatment; and
• biometric information about you, for example fingerprints, retina scans.

We may not collect all of the above types of special category information about you. In relation to the special category personal data that we do process we do so on the basis that:
 

• the processing is necessary for reasons of substantial public interest, on a lawful basis;
• it is necessary for the establishment, exercise or defence of legal claims;
• it is necessary for the purposes of carrying out the obligations and exercising our or your rights in the field of employment and social security and social protection law; or
• based on your explicit consent.

In the table below, we refer to these as the “special category reasons for processing of your personal data”.

We may also collect criminal records information from you. For criminal records history we process it on the basis of legal obligations or based on your explicit consent.

 

 

We typically collect personal information when you

• create an account on our website www.somersetasa.org;
• sign up for our newsletter;
• make an application for funding;
• make a query and/or complaint;
• correspond with us by phone, e-mail or in some other way;
• attend one of the competitions, events or workshops hosted by us or one of our delivery partners and/or activity providers;
• apply to become a member or temporary member, either directly from
  • you, and / or
  • the ASA (which includes its subsidiaries), Swim England and British Swimming which each hold details provided on your membership registration form with other information they hold ; or obtained from or about you, and / or
  • your affiliated Swim England Club, League, Association (Somerset list) and / or
  • your affiliated Swim England Region (South West link)

 

We may sometimes collect additional personal information

• from third parties including former clubs or other organisations you may have volunteered for or via background check agencies
• throughout the period of your membership
• from any third party references you provide as part of an application process or
• from any feedback provided to us about your performance whilst participating in a competition / event / workshop or as a volunteer.

   

 

The table below describes the main purposes for which we process your personal information, the categories of your information involved and our lawful basis for being able to do this.
   
For some of your personal information you will have a legal, contractual or other requirement or obligation for you to provide us with your personal information. If you do not provide us with the requested personal information we may not be able to admit you as a member of our body or we may not be able to properly perform our arrangements with you or comply with legal obligations and we may have to terminate your position as a member of our body. For other personal information you may not be under an obligation to provide it to us, but if you do not provide it then we may not be able to properly perform our contract with you.
 
Where you have given us your consent to use your personal information in a particular manner, you have the right to withdraw this consent at any time, which you may do by contacting us as described in the "Contacting us" section below.

Please note however that the withdrawal of your consent will not affect any use of the data made before you withdrew your consent and we may still be entitled to hold and process the relevant personal information to the extent that we are entitled to do so on bases other than your consent. Withdrawing consent may also have the same effects as not providing the information in the first place, for example we may no longer be able to provide certain benefits to you.

 

 

Email, post, SMS, MMS, RCS marketing: from time to time, we may contact you by email, post, SMS, MMS, RCS with information about products and services we believe you may be interested in.

We will only send marketing messages to you in accordance with the marketing preferences you set. You can then let us know at any time that you do not wish to receive marketing messages by completing this form [link] / emailing the County Secretary (link to contact details]. You can also unsubscribe from our marketing by clicking on the unsubscribe link in the marketing messages we send to you.

 

 

We share personal information with the following parties:
 

• Any party approved by you.
• To any governing bodies or regional bodies or affilated Clubs for the sports covered by our County to allow them to properly administer the sports on a local, regional and national level.
• Other service providers and advisors: for example, email marketing specialists, payment processors, professional advisors, data analysts, CCTV contractors and IT services (including Customer Relationship Management, membership administration, competition, website, video and tele-conference services);
• External funding providers: for the purposes of assessing and administering grants and funding.
• Our supply chain partners and sub-contractors, such as couriers, import / export agents, shippers,
• Our Partners and Activity Providers: for the purposes of providing you with information on any tickets, special offers, opportunities, products and services and other commercial benefits provided by our commercial partners where you have given your express consent for us to do so and / or for the purposes of arranging any competitions, events or workshops you have registered your interest in.
• The Government or our regulators: where we are required to do so by law or to assist with their investigations or initiatives.
• Police, law enforcement and security services: to assist with the investigation and prevention of crime and the protection of national security.
• [any others]

We do not disclose personal information to anyone else except as set out above.

 

 

The personal information we collect may be transferred to and stored in countries outside of the UK and the European Union. Some of these jurisdictions require different levels of protection in respect of personal information and, in certain instances, the laws in those countries may be less protective than the jurisdiction you are typically resident in. We will take all reasonable steps to ensure that your personal information is only used in accordance with this privacy notice and applicable data protection laws and is respected and kept secure and where a third part processes your data on our behalf we will put in place appropriate safeguards as required under data protection laws.  For further details please contact us by using the details set out in the "Contacting us" section below.

 

 

The duration for which we retain your personal information will differ depending on the type of information and the reason why we collected it from you. However, in some cases personal information may be retained on a long-term basis: for example, personal information that we need to retain for legal purposes will normally be retained in accordance with usual commercial practice and regulatory requirements. 

Generally, where there is no legal requirement we retain all physical and electronic records for a period of 6 years after your last contact with us.

Exceptions to this rule are:
 

• CCTV records which are held for no more than 30 days unless we need to preserve the records for the purpose of prevention and detection of crime; and
• Information that may be relevant to personal injury claims, discrimination claims may be retained until the limitation period for those types of claims has expired. For personal injury or discrimination claims this can be an extended period as the limitation period might not start to run until a long time after the event.
• Information that may be relevant to projects that we fund may be retained for longer periods in order to allow us to assess the longer-term impact of our support for sports projects.
• [any others]

 

It is important to ensure that the personal information we hold about you is accurate and up-to-date, and you should let us know if anything changes, for example if you change your phone number or email address. You may be able to update some of the personal information we hold about you through Swim England Online Membership System. Alternatively, you can contact us by using the details set out in the "Contacting us" section below.

 

 

You have the following rights in relation to your personal information:
 

• the right to be informed about how your personal information is being used;
• the right to access the personal information we hold about you;
• the right to request the correction of inaccurate personal information we hold about you;
• the right to request the erasure of your personal information in certain limited circumstances;
• the right to restrict processing of your personal information where certain requirements are met;
• the right to object to the processing of your personal information;
• the right to request that we transfer elements of your data either to you or another service provider; and
• the right to object to certain automated decision-making processes using your personal information.

You should note that some of these rights, for example the right to require us to transfer your data to another service provider or the right to object to automated decision making, may not apply as they have specific requirements and exemptions which apply to them and they may not apply to personal information recorded and stored by us. For example, we do not use automated decision making in relation to your personal data. However, some have no conditions attached, so your right to withdraw consent or object to processing for direct marketing are absolute rights.
 
Whilst this privacy notice sets out a general summary of your legal rights in respect of personal information, this is a very complex area of law. More information about your legal rights can be found on the Information Commissioner’s website at https://ico.org.uk/for-the-public/.
 
To exercise any of the above rights, or if you have any questions relating to your rights, please use this Web Form for Data Subject Requests which will be processed on receipt via our Privacy Portal, or you may contact us by using the details set out in the "Contacting us" section below.
 
If you are unhappy with the way we are using your personal information you can also complain to the UK Information Commissioner’s Office or your local data protection regulator. We are here to help and encourage you to contact us to resolve your complaint first.

 

 

We may update this privacy notice from time to time. When we change this notice in a material way, we will update the version date at the bottom of this page. For significant changes to this notice we will try to give you reasonable notice unless we are prevented from doing so. Where required by law we will seek your consent to changes in the way we use your personal information.

 

 

In the event of any query or complaint in connection with the information we hold about you, please email the County Secretary (link) or write to The County Secretary at Rose Cottage, Nortons Wood Lane, Clevedon BS21 7AE.