1. INTRODUCTION
We, Tom Dean Swim School (TDSS, are the ‘controllers’ of the information we collect about you (‘personal data’). Tom Dean Swim Schooltrades under the name of Tom Dean Swim School.
Our contact details are set out in section 17 of this policy.
As controllers of your personal data, we are responsible for how your data is processed. The word ‘process’ covers most things that can be done with personal data such as the collection, use, storage, sharing and erasure of that data. We are committed to complying with data protection legislation in our handling of your personal data.
This Privacy Policy informs our customers and users about why and how we process your personal data including how we look after it and with whom we may share it. It covers data we collect from or about you via our websites, our App, at our centres, venues and through the various services we offer.
https://tomdeanswimschool.com/
You have certain rights in relation to your personal data including the right to object to the processing of your information in certain circumstances. Further information about your rights is included in section 13 & 14 of this policy.
2. PERSONAL DATA
‘Personal data’ is any information that relates to a living, identifiable person. This data can include your name, contact details, and other information we gather as part of our relationship with you.
It can also include ‘special categories’ of data, which is information about a person’s race or ethnic origin, religious, political or other beliefs, physical or mental health, trade union membership, genetic or biometric data, sex life or sexual orientation. The collect and use of
this type of data is subject to strict controls. Similarly, information about criminal convictions and offences is also limited in the way it can be processed.
We will collect your personal data mostly through our contact with you and the data is usually provided by you but in some instances, we may receive data about you from other people or organisations. We will explain when this might happen in this policy.
3. WHAT INFORMATION DO WE COLLECT AND WHY?
We are committed to protecting your personal data and will only process the data if we need to for a specific purpose and providing we have a legal basis, as explained below. There are various legal bases on which we may collect and process your data. We may have
your consent, for example, you have informed us that you are happy for us to process your information for a specific purpose such as providing a service to you or receiving further information about what we do. Sometimes there is a contractual reason such as being able
to process a monthly direct debit payment and deliver our services to you. If so, we will not be able to enter into a contract with you in the absence of the data. Occasionally there maybe a legal reason for collecting or sharing data, such as for employees when we have to
collect the information for the HMRC, or, should you have an accident, we may need to provide details of this to the relevant health and safety authorities. We may also process your data based on our legitimate business interests, for example, in order to operate and improve our business.
Personal Data Description
Purpose(s) for Processing
Any personal details you give us or we obtain from third parties. Information you type into our websites or provide to one of our colleagues such as when you
become a member, create your profile, update your member profile, provide activity data from other devices, make a booking, sign up as a volunteer, visit one of our centres or visit any of our health services. This information may include your personal contact data, fitness-related data which has been obtained in order to create personalised fitness workouts for you or health related data.
We use this data to provide you with the services you request, tell you about services you are eligible for, to keep in contact with you, manage your account and the services we provide. If
you contact us by email, via the website, in person or by telephone we may keep a record of your contact information and enquiry and may subsequently use your contact details to respond to your enquiry.
Information which allows us to recognise you. Such as a unique ID number; storing this data saves you from re-entering your details again when you return to the website.
Tom Dean Swim School can recognise you by your photograph as well, which also allows us to ensure that your card is not misused if lost or stolen and helps us identify you to ensure we support you on your activity journey. For services paid for in advance, we require your photo
to be stored in our systems for identification purposes.
Details of your transactions We collect data for any transactions you carry out through our websites and services, so that we can administer the services you have with us. Please note that we never store your payment details on our website.
Sensitive health data.
We collect any personal health data you provide to us when registering and signing up for
membership as part of the health screening process..
We collect this information to ensure we are offering you the right services and so your
progress can be tracked by yourself and us. We may ask you for information about your
health in order to recommend appropriate exercise regimes or offer our other services
Banking data
We will store your bank account number and sort code data where you have a Direct Debit
mandate in place. When the Direct Debit mandate finishes we will remove this data from our
operational systems within 30 working days. We comply with BACS regulations for the
processing of this data.
We process bank card information at the time we take payment in order to administer our
services. This data is not stored on our systems and is processed on Payment Card Industry
Data Security Standard compliant banking systems.
If you opt to save your details for future use, we will store a bank issued code that can only
be used by our systems, but not your credit card details. If you have opted to save your
details for future reference and have changed your mind please contact us on our enquiry
form and we will action your request.
Customer feedback
We will record customer comments and surveys about how we are performing
Other Sensitive data
We are sometimes required to collect information about your ethnicity and other sensitive
data in order to provide aggregated reports to your local authority or commissioning group.
This information is used only for statistical purposes and is always kept secure. If you prefer
not to provide us with this data we will not hold this data.
Information about website visits including IP address
We use your IP address to capture information about website visits, so we can learn more
about how our customers use the website in order to find ways to improve the website and
our products and services for your benefit.
Your communication preferences
We keep a record of any permissions and preferences you give us about what types of
communication you are happy to receive from us.
4. COOKIES
When you visit one of our websites, we collect standard internet log information for
statistical purposes.
We use cookies to collect information in an anonymous way, including the number of visitors
to the site, where visitors have come to the site from and the pages they visited.
We do not make any attempt to identify visitors to our websites. We do not associate
information gathered from our sites with personally identifying information from any source.
When we collect personal information, for example via an online form, we will explain what
we intend to do with it.
Using cookies helps us to improve our site and to deliver a better and more personalised
service.
Our websites contain links to various third party websites. We are not responsible for the
content or privacy practices of any external websites that are linked from our sites.
5. DATA RELATING TO CHILDREN
Our services are used by people of all ages. Tom Dean Swim School may accept website
registrations and collect personal information from individuals under the age of 16. If you are
under 16 we do not allow you to post information about yourself in any Tom Dean Swim
School forums or community areas. Tom Dean Swim School accepts no liability if this
instruction is ignored.
Children aged under 16 years must have a parent or guardian’s consent before providing
personal information to us. We do not wish to collect any personal information without this
consent.
Tom Dean Swim School will not knowingly market to children aged under 16 years.
Proof of age may be required and retained for access to some services.
6. HOW DO WE STORE AND PROTECT YOUR PERSONAL INFORMATION?
These are the basic guidelines we use to look after your personal data.
We maintain secure systems to protect your personal information
We respect your wishes about how we contact you, whether by post, telephone, email or
text message
We will update your information or preferences promptly when you ask us to
We will respond fully to requests from you to see the information that we hold on you.
We will not hold your personal information for longer than is necessary for our legitimate
business purposes.
We follow strict procedures when storing or handling information that you have given us.
Some information is encrypted, such as payment transactions and password.
We will never sell your personal information to a third party.
Tom Dean Swim School reserves the right to store and process information securely outside
of the European Union (“EU”)
7. RETENTION POLICY
We retain personal information as long as we consider it useful to contact you, or as needed
to comply with our legal obligations. Where data is not needed for legal or statutory
purposes we will delete this information if you request. See the contacts section to request
your data to be deleted.
8. SERVICES PROVIDED BY CONTRACTED THIRD PARTIES
Tom Dean Swim School may share information with third party organisations that provide
specific services on our behalf which enhance our products and your experience with us.
These organisations act as a Data Processor under our instructions. They may process data
securely outside of the EU. There is a contract in place with each third party which includes
strict terms and conditions to protect your privacy.
Our current processing partners include Course Pro, Precor, Legend and Innovatise,
9. SERVICES PROVIDED BY OTHER THIRD PARTIES
Sometimes third parties will use our centres for delivering their own service. Where this
takes place the third party will remain the controller of the data for the services that they
provide. The data will not enter our database unless the individuals that take part in these
services also provide us with their personal data directly or already appear within our
database.
10. LEISURE AND HEALTH PARTNERS
Tom Dean Swim School runs services on behalf of other organisations such as Local
Authorities, NHS, Clinical Commissioning Groups. These services run under a franchise or
contract agreement. Data may be shared with these organisations at a summary level but
not at a personable identifiable level unless you have told us we may do so through your
marketing preferences. For our health related services, with your consent, we may share
identifiable information with your GP and NHS services.
These organisations will be a Data Controller in their own rights, and where they do process
your data will inform you directly or through their services such as a website about the data
they hold and what processing they undertake.
11. MARKETING PARTNERS
Tom Dean Swim School will never sell your personal information to any third party for
marketing or other purposes.
12. HOW DO WE USE YOUR INFORMATION?
We use your information to help us provide and improve our services for you. We may use
your information in the following ways.
to provide you with any services that you have purchased to check your identity
to check your eligibility where appropriate
to update our records with any new information you give us
to notify you if we will be unable to provide a service you have booked before
to provide marketing communications (if you have given us your permission)
for research and analysis so we can develop and improve our services for your benefit
to tailor our communications to you to ensure relevance (if you do not want us to do this
please contact us using the details below)
to comply with legal requirements.
to safeguard users of our services
13. KEEPING YOU UPDATED
There are certain communications we need to send to you so we can provide our services.
We call these service communications and include for example notices about your direct
debit payments, change of password, registration confirmations, appointment reminders and
waiting list announcements. We would not be able to provide you with services if we did not
send these.
We may from time to time contact you about our services or products we think you might find
interesting by email, by post, telephone or SMS, but only if you have given us your permission
to do so.
If you do not want us to contact you other than for service emails let us know when you next
visit us or contact us using the following email: enquiries@tomdeanswimschool.com
14. YOUR RIGHTS TO MANAGE YOUR PERSONAL DATA
Accuracy of data
We will always try to ensure the data we hold about you is accurate and relevant. If you
believe the information we hold about you is out of date or incorrect, please tell a member of
staff or see the contacting us section below. You will need a form of identification to request
any changes.
Seeing your data – subject access request
You have the right to know what personal information we hold about you. This is called a
Subject Access Request.
Removing your data
If you no longer use our services and products and wish us to delete your personal data we
will do this if there are no legal or statutory regulations requiring us to keep this information.
Restricting processing
You can restrict the processing of your data including some processing we do under
legitimate business interests.
Transferring your data
In some circumstances you can ask us to transfer your information to another organisation.
Objection to processing
You can object to the processing of your data in certain circumstances such as marketing.
Withdrawing consent
If we are relying on consent to process your data, you may withdraw your consent at any time
by contacting us.
To exercise any of the above rights please write to us using the details set out in section 17
Complaints about how we manage your data
If you are not happy about the way we manage your data please contact us as quickly as
possible by contacting your centre or usual contacts for providing our service. You may also
write to the Data Controller – who will investigate your complaint and get back to you as
soon as possible.
Information Commissioner’s Office (ICO)
The ICO is the UK’s independent authority set up to uphold information rights. You have the
right to contact them should you wish. Details can be found on their website:
15. LINKS TO OTHER WEBSITES
Our websites may contain links to and from external websites, advertisers and affiliates. If
you follow a link to other sites please note that these will be governed by their own privacy
policies. We cannot accept liability for data use on those websites.
16. CHANGES TO THIS PRIVACY POLICY
This policy may be updated from time to time on this page. If you have any questions or
comments about our Privacy Policy or how we use your personal information please contact
us at Data Protection
17. CONTACTING US
In most instances it is best to contact us locally where you take part in our services such as
the Leisure Centre you normally attend. We can usually deal with most of your queries here.
You can also contact us through our contacts pages on our website
Alternatively, you can write or email our Data Controller – Data Protection
Data Controller
Tom Dean Swim School
Windsor Leisure centre
Stovell Road
Windsor
Berkshire
SL4 5JB
Document last updated: 22nd September 2024