Privacy Policy

Belper Marlin Swimming Club Privacy Notice

As a club we are committed to respecting your privacy and this notice is to explain how we may use personal information we collect before, during and after your membership with the club. If you have registered with the club then this notice applies to you and explains how we comply with the law on data protection, what your rights are and for the purpose of data protection we will control any of your personal information. Reference to we, our or us in this privacy notice are to Belper Marlin Swimming Club and we have appointed a Data Protection Officer to oversee our compliance with data protection laws and they will work closely with the committee who have overall responsibility for the data law, protection compliance in our organisation.
Contact details set at in the contacting us section are at the end of privacy notice.
Personal Information we may collect from you

As part of your membership with us you may provide us with or obtain Personal Information about you, such as information regarding your:

1) Personal contact details that allows us to contact you directly such as name, title, email addresses and telephone numbers;
2) Date of birth;
3) Gender;
4) Membership start and end date;
5) Records of your interactions with us such as telephone conversations, emails and other correspondence and your instructions to us;
6) Records of your attendance at any events hosted by us;
7) Images in video and/or photographic form and voice recordings;
8) Details of next of kin, family members, coaches and emergency contacts;
9) Information about your health, including any medical condition, health and sickness records, medical records and health professional information;
10) Where we collect your information;

Where we collect your Information

We typically collect personal information about our members when you apply to become a member of the club. When you purchase any services or products we offer, when you make a query and/or complaint or when you correspond with us by phone, email or in some other way.

How long do we keep Personal Information for?
We will retain all physical and electronic records for 1 year after your last contact with us or the end of your membership.
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 so by contacting us as described in the “Contacting Us“ section below.
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 by using the details set out in the “Contacting Us” section.

Your rights in relation to Personal Information

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

1) The right to be informed about how your personal information is being used.
2) The right to access the personal information we hold about you.
3) The right to request the correction of inaccurate personal information we hold about you.
4) The right to request the erasure of your personal information in certain limited circumstances.
5) The right to restrict processing of your personal information where certain requirements are met.
6) The right to object to the processing of your personal information.
7) The right to request that we transfer elements of data to you.

Changes to this Notice

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 change in the way we use your personal information.

Consent for Direct Marketing

Your privacy is important to us. We would like to send you additional information that is relevant to you. By replying to this email you consent to receive information about our upcoming events, offers and ways for you to get involved with the sport by email. We will not pass your details to third parties. You may opt out of receiving these communications at any time by emailing

Contacting us

In the event of any query or complaint in connection with the information we hold about you, please email

Version dated 24th May 2018

Uses made of the information

The table below describes the main purpose for which we process your personal information, the categories of your information involved and our lawful basis for being to do this.

PurposePersonal information usedLawful basis
To administer any membership you have with us and managing our relationship with you, including dealing with payments and any support, service or product enquiries made by you.
Personal information used:
All contact and membership details.
Lawful basis:
This is necessary to enable us to properly manage and administer your membership with us.
To send marketing information we think you might find useful or which you have requested from us, including our newsletters, information about membership, events, products and information about our commercial partners.
Personal information used:
Contact details and marketing preferences.
Lawful basis:
Where you have given us your explicit consent to do so.
To answer your queries or complaints.
Personal information used:
Contact details and records of your interactions with us.
Lawful basis:
We have a legitimate interest to provide complaint handling services to you in case there are any issues with your membership.
Retention of records.
Personal information used:
All the personal information we collect
Lawful basis:
We need to retain records in order to properly administer and manage your membership and run our club and in some cases we may have legal or regulatory obligations to retain records.
To conduct data analytics studies to better understand event attendance and trends within the sport.
Personal information used:
Records of your attendance at any events or competitions hosted by us.
Lawful basis:
We have a legitimate interest in doing so to ensure that our membership is targeted and relevant.
For the purpose of promoting the club, our events and membership packages.
Personal information used:
Images in video and/or photographic form on social media such as Facebook, Twitter and Instagram.
Lawful basis:
Where you have given us your explicit consent to do so.
To comply with health and safety requirements.
Personal information used:
Records of attendance.
Lawful basis:
We have a legal obligation and a legitimate interest to provide you and other members of our organisation with a safe environment in which to participate in sport.

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