Privacy Policy
WHAT WE NEED
Larkhall Avondale Amateur Swimming Club is affiliated to Hamilton District Council Sports Council and registered and operating under Scottish Amateur Swimming Association.
Larkhall Avondale ASC will be a “controller” of the personal information that you provide to us in this Membership Application form /or through this website.
Members’ personal data:
When you register as a member of Larkhall Avondale 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, telephone number;
• membership criteria / category – for example, athlete, parent, volunteer;
• payment details – bank account number, sort code, card details, - this will only be asked for where a payment has to be made back to a volunteer or parent;
• participation details – parent, athlete ;
• equality information – disability;
Volunteers’ personal data:
When you volunteer with Larkhall Avondale ASC, we will ask you for the following personal information:
• contact details – name, address, email address, date of birth, telephone number;
• participation details – parent, committee;
• equality information – disability;
• PVG membership.
Why we need your personal information – contractual purposes
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;
• set up your online membership account and swimming gala entries, forthcoming galas;
• send you membership communications by email in relation to essential membership services, including but not limited to, general meeting notices, membership renewals, membership fees’ information,
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.
Why we need your personal information – legitimate purposes
Members’ personal data:
We also process our members’ personal information in pursuit of our legitimate interests to:
• promote and encourage participation in Swimming Events and Training sessions by sending members’ communications and booking information for upcoming competitions and events. Our competitions and events may be filmed or photographed and your personal information may also be used in images captured from our competitions and events, which we use for promotional, education and development purposes;
• provide competition in Swimming by accepting and managing entries for our competitions and checking your personal information to ensure you are entered into the correct category;
• monitor and develop participation in Swimming by monitoring members’ engagement and participation through results and inviting our members to participate in surveys for researching and development purposes;
• invite our members as award winners or guests to our annual awards ceremony
• develop and maintain our members’ qualifications, including sending email communications to members to inform you of upcoming courses, renewal requirements and verify that you have completed any mandatory training and PVG / child protection requirements;
• respond to and communicate with members regarding your questions, comments, support needs or complaints, concerns or allegations in relation to Swimming. Any complaints will be fully investigated under current Larkhall Avondale ASC procedures and those adopted from Scottish Amateur Swimming Association.
Where we process your personal information in pursuit of our legitimate interests, you have the right to object to us using your personal information for the above purposes. If you wish to object to any of the above processing, please contact us on secretary@larkhallavondale.co.uk. If we agree and comply with your objection, this may affect our ability to undertake the tasks above for the benefit of you as a member.
Volunteers’ personal 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 any other applicable information to allow us to consider whether or not you can volunteer in a regulated role with children and/or vulnerable adults.
Where we process your personal information in pursuit of our legitimate interests, you have the right to object to us using your personal information for the above purposes. If you wish to object to any of the above processing, please contact us on [insert details]. If we comply with your objection, this may affect our ability to undertake the tasks above for the benefit of you as a volunteer.
Why we need your personal information – legal obligations
We are under a legal obligation to process certain personal information relating to our members, volunteers, participants, and athletes for the purposes of complying with our obligations under:
• the Companies Act 2006 / Charities and Trustee Investment (Scotland) Act 2005] to maintain a register of our members, which includes our members’ name, address, the date they were admitted to membership and the date on which they ceased to be our member, and hold general meetings, including issuing notices and voting arrangements;
• the Protection of Vulnerable Groups (Scotland) Act 2007 to check that our coaches and volunteers are able to undertake regulated work with children and vulnerable adults;
• the Equality Act 2010, which requires us to process personal information to make reasonable adjustments where necessary.
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 Amateur Swimming Association for promotional and/or journalistic purposes. Your information may be used on our social media page or website page where a first name only will be used.
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.
In the event that we do 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 shall only process the disclosed personal information in accordance with those purposes.
SGB members’ personal data
As an affiliated club of Scottish Amateur Swimming Association we are required to ensure that all of our members are members of Scottish Amateur Swimming Association as a condition of our affiliation.
We will share members personal data with Scottish Amateur Swimming Association who will become a controller of your personal information when they receive it. Scottish Amateur Swimming Association’s privacy notice explains how they use your personal information and can be accessed here www.scottishswimming.com
Athletes’ / Participants’ personal data
We publish the results of our competitions on our website. This sometimes includes competitors’ name, age, result.
How we protect your personal information
Your personal information is stored on our electronic filing system and our servers based in the [UK / EU],[FC1] and is accessed by our volunteers for the purposes set out above.
We are required to transfer your personal information outwith the EU for the purposes of [insert details – for example, entering athletes into competitions, booking travel arrangements for training camps, etc.]. Where your personal information is transferred outwith the EU, we will provide you with information regarding the safeguards that we have put in place with the recipient country to protect your personal information. [FC2]
How long we keep your personal information
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 1 year.
We will keep certain personal information of members for longer in order to confirm your identity, when you were a member of Larkhall Avondale 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 Larkhall Avondale ASC.
Athletes’ personal data
We keep our athletes’ personal information for a period of up to 1 year unless leaving where they are lapsed and removed by Scottish swimming from our membership list.
We have a data retention policy that sets out the periods for retaining and reviewing all information that we hold. This sets out different retention periods and you can request a copy by contacting us at developmentofficer@larkhallavondale.co.uk
Your rights
You can exercise any of the following rights by writing to us at secretary@larkhallavondale.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; and
• if you wish us to delete your personal information, you may request that we do so.
Any requests received by Larkhall Avondale ASC will be considered under applicable data protection legislation. If you remain dissatisfied, you have a right to raise a complaint with the Information Commissioner’s Office at www.ico.org.uk
[FC1]Where is it based?
[FC2]This has not been completed