Legal

Privacy Notice

How Dumfries Amateur Swimming Club collects, uses, and protects your personal information.

Introduction

Dumfries ASC is a competitive swimming club, offering Age Group, Masters & Open Water Swimming. Dumfries ASC are affiliated to Scottish Swimming. Dumfries ASC will be a controller of the personal information that you provide to us either in this form or through our website, www.dumfriesasc.co.uk, unless otherwise stated.

Members' personal data

When you register as a member of Dumfries ASC or renew your membership, including if you are registering or renewing on behalf of a child under the age of 16, we will ask you for the following personal information:

  • Contact details - name, address, email address, date of birth.
  • Membership criteria / category - for example, athlete, parent, volunteer.
  • Payment details - bank account number, sort code, card details.
  • Participation details - for example, parent, athlete.
  • Emergency contact details - name, address & phone number.
  • Medical forms (swimmers only).

Volunteers' personal data

When you register as a member of Dumfries ASC or renew your membership, including if you are registering or renewing on behalf of a child under the age of 16, we will ask you for the following personal information:

  • Contact details - name, address, email address, date of birth.
  • Participation details - for example, parent, committee, etc.
  • PVG membership.

Why we need members' personal data

We need to collect our members' personal information so that we can manage your membership. We will use our members' personal information to:

  • Provide you with core member services, including insurance, licensing, voting & PVG checks.
  • Set up your online membership account on Active Network and administer your account online.
  • Send you communications via email in relation to essential membership services, including general meeting notices, membership renewals, membership fees and information related to the club and other activities relating to your swimmer.
  • If you do not provide us with all of the personal information that we need to collect then this may affect our ability to offer the above membership services and benefits.

Participants' personal data

When you book a place with us for and attend a coaching course, competition, event, training course, etc, we need to collect your personal information so that we can honour your booking and enable you to participate. If you do not provide us with all of the personal information that we need to collect then this may affect our ability to book your place.

Legitimate interests

We also process our members' personal information in pursuit of our legitimate interests to:

  • Promote and encourage participation in Swimming disciplines by sending members' communications and booking information for upcoming competitions and events. Competitions and events may be filmed or photographed, and your personal information may be used in images captured from those events for promotional, education and development purposes.
  • Provide competition in Swimming disciplines by accepting and managing entries for our competitions and checking your personal information to ensure you are entered into the correct category.
  • Develop and maintain our members' qualifications, including email communications about upcoming courses, renewal requirements and mandatory training, PVG and child protection requirements.
  • Respond to and communicate with members regarding questions, comments, support needs, complaints, concerns or allegations in relation to Swimming disciplines. We may use your personal information to investigate your complaint, suspend membership or take disciplinary action where appropriate.
  • Where we process your personal information in pursuit of our legitimate interests, you have the right to object by contacting secretary@dumfriesasc.co.uk. If we agree and comply with your objection, this may affect our ability to undertake the tasks above for your benefit as a member.

Volunteers' PVG data

We will need to collect personal information relating to criminal convictions or alleged commission of criminal offences where you are required to complete a PVG check under the Protection of Vulnerable Groups (Scotland) Act 2007. This information will include your PVG certificate number, PVG membership number, date of issue and any relevant information in relation to your membership of the PVG Scheme.

If your PVG certificate is not clear, we will have a legitimate interest to collect references and other applicable information to consider whether or not you can volunteer in a regulated role with children and/or vulnerable adults. You have the right to object to this processing by contacting secretary@dumfriesasc.co.uk.

Other uses of your personal information

We may ask you if we can process your personal information for additional purposes. Where we do so, we will provide you with an additional privacy notice with information on how we will use your information for these additional purposes.

Who we share your personal information with

If your personal information is included in any images or videos taken by us at our competitions and events, we may share this with Scottish Swimming, SASA West District, Local Press, Dumfries ASC Website, Social Media and our Dumfries ASC Notice board for promotional and/or journalistic purposes. If you have any objections to this, please email secretary@dumfriesasc.co.uk.

We may be required to share personal information with statutory or regulatory authorities and organisations to comply with statutory obligations. Such organisations include the Health & Safety Executive, Disclosure Scotland, and Police Scotland for the purposes of safeguarding children.

We may also share personal information with our professional and legal advisors for the purposes of taking advice. Dumfries ASC employs third party suppliers to provide services, including transactional services, billing, event entry and membership. These suppliers may process personal information on our behalf as processors and are subject to written contractual conditions to only process that personal information under our instructions and protect it.

In the event that we share personal information with external third parties, we will only share such personal information strictly required for the specific purposes and take reasonable steps to ensure that recipients process the disclosed personal information only in accordance with those purposes.

Scottish Swimming members' personal data

As an affiliated club of Scottish Swimming we are required to ensure that all of our members are members of Scottish Swimming as a condition of our affiliation.

We will share name and membership category with Scottish Swimming, who will become a controller of your personal information when they receive it. Scottish Swimming's privacy notice can be accessed at www.scottishswimming.com/membership/data-protection.

Athletes' and participants' personal data

We publish the results of our competitions on our website, www.dumfriesasc.co.uk. This includes competitors' name and results.

How we protect your personal information

Your personal information is stored on our electronic filing system and our servers based in the UK. This is also the case for our paper files, which are kept securely and accessed by our staff and volunteers for the purposes set out above.

How long we keep members' personal data

We will only keep your personal information for as long as necessary to provide you with membership services. Unless you ask us not to, we will review and possibly delete your personal information where you have not renewed your membership with us for 6 years.

We will keep certain personal information of members for longer in order to confirm your identity, when you were a member of Dumfries ASC and for how long. We need to do this to comply with the Companies Act 2006, which requires us to keep a register of members, or in the event of a claim against Dumfries ASC.

How long we keep athletes' personal data

We keep our athletes' personal information for 6 years with the exception of club records, which we keep until records are broken.

Your rights

You can exercise any of the following rights by writing to us at secretary@dumfriesasc.co.uk. Your rights in relation to your personal information are:

  • You have a right to request access to the personal information that we hold about you by making a subject access request.
  • If you believe that any of your personal information is inaccurate or incomplete, you have a right to request that we correct or complete your personal information.
  • You have a right to request that we restrict the processing of your personal information for specific purposes.
  • If you wish us to delete your personal information, you may request that we do so.
  • Any requests received by Dumfries ASC will be considered under applicable data protection legislation.

Marketing

Where you are happy for us to do so, we would like to contact you by email with information about Swimming Disciplines, our latest news and upcoming events, competitions and courses.

You may change your preferences at any time or request that we stop sending you email communications by contacting us at secretary@dumfriesasc.co.uk.

Dumfries ASC's third-party service provider is currently Active Network - https://activeworks.active.com/.

For privacy questions or requests, contact secretary@dumfriesasc.co.uk. If you remain dissatisfied, you have a right to raise a complaint with the Information Commissioner's Office at www.ico.org.uk.