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Privacy Policy

I Julia Tooley-Bowen at Busy Bodies Swim Academy want to make sure all the personal details I hold about you are safe and secure, so I have put together this note to tell all of our members, whether you are a swimmer/parent/guardian  how I make sure I just do that and what to do in case you have any questions for me or want to see what information I have. I am, what is known as, a data controller  - as well as the owner and the only swim teacher of BusyBodies Swim Academy.   This means I solely have control over how your details are used and who I pass them to.

Sometime organisations like ours need to appoint an individual called a “Data Protection Officer” to make sure that we are being very careful with your information. I don’t need to have Data Protection Officer, but I do make sure your details are safe. I can be contacted at 07812375039 or by email juliasbusybodies@yahoo.co.uk.com in case you have any questions.

1. WHAT TYPE OF DETAILS DO WE COLLECT FROM YOU?

I might collect the following personal details about you during before, during or after your time as a member, such as:

  • details of how I can contact you, such as your name, email address, where you live and phone number;
  • your birthday;
  • your gender;
  • membership details including when you signed up to be a member and any date you decide to leave us;
  • all records of when you contacted myself or I contacted you on the phone or by email or when you asked me to do something;
  • any bank details belonging to yourself parent or guardian so that we can receive payments from you and details of any payments you make;
  • any images the pool capture on CCTV cameras and other information showing your movements through their buildings.
  • records that tell me when you were at lessons
  • videos and photos of you;
  • details of family members and other people we might need to contact in case of an emergency;
  • records of your, gradings or ratings
  • any disciplinary information or details of any issues you have with myself or I have with you.

2. SPECIAL CATEGORIES OF PERSONAL INFORMATION

I may also hold and use what is called “special information” such as whether you have any religious beliefs and any information about your health such as any injuries you have/have had or times you may not have been very well.  I will only use it if I have a really good reason to do so such as:

  • if it is in the interests of the public and I have a lawful reason to use it;
  • I need it to help us with a legal case we are involved in;
  • certain laws allow myself to use it; or
  • you have told me you are happy for me to use it.

In the table below I refer to these as the “special reasons”.

3. WHERE DO I GET THIS INFORMATION FROM?

I will normally collect personal information about you when you fill in one of my Contact Details forms or when you want to talk to me on the phone, by e-mail or in some other way.

4. HOW DO WE USE YOUR INFORMATION?

What do I use your information for?
What type of information do I use?
What reason do I have to use it (this is the boring legal bit…)

To make sure your membership with myself runs smoothly and I can provide the very best service for you.

All contact and membership details, any chats we have had and your likes and dislikes.

I need all this information to make sure I do a good job in managing your membership with myself.

To provide you services/ products you have ordered from me.

All contact and membership details.Your parent/guardian’s payment information.

I need all this information to make sure you get the products/services you ordered.

To send you information which I think you might like or events we are running, offers and discounts and any updates on.

All contact and membership details.

I need all this information to make sure we do a good job in managing your membership with me.

To send you other information I think you might like or which you have asked me to send to you.

All contact and membership details and your likes and dislikes.

Only where you have told me you want to receive this type of information.If you are under the age of 13 your parent or guardian must have given their consent to allow us to send you marketing messages. [NB. As there is a need for consent for any direct marketing that is not included as part of any membership package, any online services offered to children under the age of 13 will require parental/guardian consent.]

To help you if you have a question or you are not happy with something I have done.

Contact details and any chats we have had.

It is in all our interests to make sure I deal with any issues you have quickly.

I will keep all of your details on our files.

All of your personal details.

It is in my interests to hold your details on file so I can deal with any issues with your membership and to make sure I do a good job in managing your membership.

Sometimes I may have to keep your details because the law tells us I have to.  If I use any ‘special information’, we will only do so on the basis of one of the ‘special reasons' we talked about above.

To protect our IT systems.

To protect our IT systems. Details about how you use my closed facebook group.

It is in my interests to make sure that my IT systems are safe and secure for all myself and you to use.

We occasionally carry out research on what events you have attended to understand what is 'on trend'.

Any photos or videos of you.

Only where you have told myself you are happy to use our photos.

I ask for and required to obtain consents where intend to use any images or footage of members in any promotional campaigns, particularly where there are children involved.

To make sure I am keeping up with health and safety.

Details of the events you have attended.

It is in my interest to make sure I provide you and others like you with a safe place to play your sport.

Sometimes I may have to keep your details because the law tells us I have to.

To register you on to and keep track of any events and competitions you attend.

Details about your performance (but I won't use any 'special information') and the events or competitions you have attended.

I need all this information to make sure I do a good job in managing your development through the performance programme.

I will use your details to assess your performance and to find out what else I can do to help you improve your development and training with me.

Details about your performance and the events or competitions you have attended.

I might also hold details about your health and any club or county membership.

I need all this information to make sure we do a good job in managing your development through the performance programme.

If I use any information about your health, we will only do so on the basis of one of the ‘special reasons' I talked about above.

I might use details about your health (including any injuries or disability) to make sure you are playing in a safe environment by making changes to the design of our sports facilities and to ensure you are well enough to participate.

Details about your health.

I will only use this ‘special information’, on the basis of one of the ‘special reasons' we talked about above.

To put together all the information I need in case there are any disciplinary or other issues with your membership.

All of your personal details.

It is in my interests to make sure I provide you and others like you with a safe and fair place to play your sport.

If I use any ‘special information’, I will only do so on the basis of one of the ‘special reasons' I talked about above.

To make sure I am fairly offering opportunities to everyone.

Name, your birthday, gender, information which part of the world you or your family are from, details about your health and performance.

It is in my interests to make sure I provide you and others like you with the same opportunity to get into sport no matter who you are and where you come from.

If I use any ‘special information’, I will only do so on the basis of one of the ‘special reasons' I talked about above.

7. ARE YOUR DETAILS SAFE?

I have put in place lots of security measures to make sure your details don’t go missing or get used in a way they shouldn’t be. I have attended training course to know how to use your details securely and will only use your details when and how and that I know I can tell them to.

Did you know that all ‘data controllers’ based in the European Union and the UK like us are subject to laws that make sure that your personal details are safe? That is why I don’t share your personal details to anyone outside of the UK and the European Union.  Sometimes some of your personal details may be transferred to and stored in countries outside of the UK and the European, which are not subject to the laws that make sure your details are safe.  Where this happens, I will do everything I can to make sure that your details are only used in the way I say they will be and are kept secure.  If someone else is using your details because I have told them to, I will also make sure that I put measures in place with them to protect it.

8. HOW LONG DO I KEEP PERSONAL INFORMATION FOR?

I collect personal details from you for different reasons and so I might keep it for different lengths of time. For example, we might have to keep it for a long time for legal reasons, but most of the time, I will keep your details only for when you are having swimming lessons with myself.

It is important to make sure that the details I hold about you is accurate and up-to-date, so make sure you let me know if anything like your email address or phone number changes. You can normally do this by contacting me via text or facebook private message or face to face when attending lessons

9. WHAT ARE YOUR RIGHTS?

Did you know you can ask us to do lots of things with your details?

You can ask me:

  • to tell you how your details are being used;
  • to provide you with a copy of all details we hold on you;
  • to correct some of the details I hold if they are not correct or out of date like your contact details for example;
  • to delete all of the details I hold on you (unless I have a good reason not to!);
  • to stop using your details in a certain way;
  • to send your details to you or another organisation like any club you play at for example; and
  • [to stop making decisions about you using automated technologies which analyse your personal details e.g. performance software]

Some of the rights may not always apply to the personal details I hold for you as there are sometimes requirements and exemptions attached which means I need to hold on to certain information and other times the rights may not apply at all.  

DON’T FORGET though, if you have told me we can use your information in a certain way and you would like us to stop, you can tell us to stop at any time and you can always tell me to stop sending you  messages. More information about these rights can be found online here https://ico.org.uk/for-the-public/. If you have any questions or are unhappy about something, please contact at juliasbusybodies@yahoo.co.uk

10. WHAT HAPPENS IF I NEED TO CHANGE THIS NOTICE?

Keep an eye out for changes to this notice online. If I make big changes the version date at the bottom of the notice will be updated. Of course where I am required to do so by law, I will ask for your permission before I change the reason for using your details.

11. HOW CAN YOU GET IN TOUCH?

If you have a question or a complaint, you can always get in touch with me Julia tooley-bowen tel 07812375039, email: juliasbusybodies@yahoo.co.uk, my personal facebook messenger: Julia tooley-bowen, closed facebook page: Busy Bodies Swim Academy Newquay Cornwall.

Version dated 31/05/2019

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