Privacy Notice: Swimming Trial Requests

[Langley Swim Squad] ("we", "us", "our") is the data controller for the information you provide. We are committed to protecting your privacy and being transparent about how we use your data.

1. What Information We Collect

When you request a trial, we collect:

• Parent/Guardian Details: Name, email address, and phone number.

• Swimmer Details: Name, date of birth, and gender (to assign to the correct trial group).

• Medical Information: Any health conditions or allergies relevant to the swimmer's safety during the trial.

• Emergency Contact: Name and phone number of an alternative contact.

2. Why We Need Your Data (Lawful Basis)

We process this information to:

• Contractual Necessity: Arrange and administer your trial session.

• Legitimate Interest: Respond to your enquiry and manage swimmer attendance.

• Vital Interests: Ensure the safety of the swimmer (medical/emergency info).

3. Who We Share Your Data With

We do not sell your data. We only share it with:

• Club Coaches/Officials: To ensure they are prepared for the trial and aware of any medical needs.

• Facility Operators: If required for building access or safety logs.

• Third-Party Software: Our secure website or form provider (e.g., Squarespace).

4. How Long We Keep Your Data

• Successful Trials: If the swimmer joins, this data becomes part of their permanent membership record.

• Unsuccessful Trials/No-Shows: We typically delete trial request data at the end of the current swim season or after [Insert period, e.g., 6 months].

5. Your Rights

Under the UK GDPR, you have the right to:

• Access a copy of your data.

• Correct any inaccuracies.

• Request that we delete your data (if the trial did not lead to membership).

• Withdraw consent for optional communications.

6. Contact Us

If you have any questions or wish to exercise your rights, please contact our Data Protection Officer at:

• Email: langleyswimsquad@outlook.com

• Address: Langley Swim Squad c/o Langley Leisure Centre, Parlaunt Rd, Langley, Slough SL3 8BD

You also have the right to complain to the ICO if you are unhappy with how we handle your data.