Data Protection

Scottish Swimming respects your privacy and is committed to protecting your personal data. This privacy policy will inform you as to how we look after your personal data when you sign up for our newsletter, book onto events and visit our website (regardless of where you visit it from). It will also tell you about your privacy rights and how the law protects you.

Members of Scottish Swimming can see a copy of a Member Specific Privacy Policy HERE

Our Privacy Policy 

The Scottish Amateur Swimming Association, trading as Scottish Swimming, is a company registered in Scotland (collectively referred to as ‘Scottish Swimming’, ‘we’, ‘us’ or ‘our’ in this policy).

The safety of your personal information is something that we take very seriously and we are committed to protecting and respecting your privacy. You may have heard of the General Data Protection Regulation (or GDPR); if you haven’t, it is a change in the legislation regarding how personal data can be stored and used and is effective from 25th May 2018. This updated Privacy Policy has been written in accordance with GDPR.

This Privacy Policy explains how we use, process and protect your personal information for the purposes of communications and marketing. This includes data which we gather from you for email updates that we send, the use of our website and at events run by us which you attend. Please read the following carefully to understand our views and practices regarding your personal information and how we will treat it. 

If you have any questions about what we have set out below then please contact us at  marketing@scottishswimming.com

How do we collect your personal information?

Personal information is anything that can identify you, for example your name, email address, how you found out about our services, or how you’ve accessed our websites. We collect information about you if you have: 

  • Signed up to our newsletters
  • Attended one of our events
  • Taken part in research, evaluation or a survey 

If you have consented to newsletters

When you subscribe to newsletters or emails from us, we require:

  • your full name
  • your email address 

We will collect this information as part of your subscription to our mailing lists. A subscription to our mailing lists means that you will receive email updates about Scottish Swimming activities. We will not email you unnecessarily or for a purpose that you have not agreed to. 

Our use and storage of personal information for email marketing and communications is based on your consent for us to do so. Therefore you will only receive emails and other information that you have consented to receive. You may withdraw your consent at any time by using the ‘unsubscribe’ link on any of our newsletters or by contacting us at marketing@scottishswimming.com

If you unsubscribe from our emails or withdraw your consent for us to use your personal information we will remove your personal information from our database within 28 days.

We use external platforms to manage our email marketing and communications and the details of MailChimp and Campaign Monitor, the two platforms that we use, can be found at the links above.

Your emails may, from time to time, contain links to and from the websites of third parties. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to these websites.

 

If you have accessed our websites

For security purposes we do collect some personal information about you, for example your IP address. This is so that we can block someone, only if needed, if they act or comment inappropriately. 

Browsing our website

Whilst using our websites we collect anonymous information about your browsing session to help us improve our websites. We are committed to ensuring that this information is collected, stored and used in an ethical way which observes UK data protection legislation. 

We use a tool called Google Analytics to collect this data. All of the data is stored securely on Google's servers. In order to track your browsing across sessions, Google analytics will place a 'cookie' on your machine (a small text file that websites use to track and remember information across several browsing sessions). You can tell your web browser not to accept cookies if you don't your data to be collected in this way (refer to your web browser's help file for more information).

For further details on Google Analytics, and the Google Analytics privacy policy, please visit the Google Analytics website.

You can read our cookie policy here.

The kind of data we collect includes the pages that you visit on Scottish Swimming websites, the number of times that you visit them, your operating system, your screen resolution, the version of your web browser and the country you're visiting from. 

This data helps us to:

  • plan for future site developments
  • identify and better promote our most popular content, and likewise, our less popular content
  • gauge the success of our campaigns and resources
  • identify periods of heavy site usage, to help forecast when is best to perform maintenance work on our server.

Giving us your information via our website

Sometimes we may ask you to provide us your personal information on our websites if you are subscribing to services advertised via our websites, completing surveys or evaluation via our websites, posting material or requesting further services. When you use these elements of our websites, we may require:

  • your name
  • your email address
  • in some cases, your postal address
  • in some cases, information about your role at an event

We will use this information:

  • to carry out our obligations arising from any contracts entered into between you and us
  • to notify you of changes to our services, and to provide you with support in using our services. If you contact us for support in using our website, and we may keep records of such contact.
  • to provide you with information or services that you may have requested

The use and storage of any personal information within our websites will be based on legitimate interests. The legitimate interests we are pursuing are the operation of our websites and provision of our services.  You may object to us using your personal information for these purposes at any time by contacting us at marketing@scottishswimming.com

We will retain this information only for as long as we require it for these purposes.

We will store information you provide to us on our secure servers or on secure servers provided by our service providers. All data will be stored within the EEA, with service providers that are compliant with the EU-U.S. Privacy Shield Framework where they are based in the USA, ensure that the country has been deemed "adequate" by the European Commission or put in place standard data protection clauses approved by the European Commission.

Security of our websites

Our websites were designed, and are maintained by Dog Digital, an independent digital agency who take the security of any personal information processed on their websites seriously. Each member of the partnership is equally committed to information security and is responsible for their own systems to ensure the confidentiality, integrity and security of any personal data they process. 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.

Linking to other websites

Our websites may, from time to time, contain links to and from the websites of third parties. We may also share articles or features of our websites through other sites such as Facebook or Twitter. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to these websites. 

If you have attended one of our events    

When you attend one of our events, we require:

  • your name
  • your email address
  • in some cases, your postal address
  • in some cases, information about your health
  • in some cases, information about a next of kin
  • in some cases, payment information

We will collect this information as part of your confirmation of attending an event. Our use and storage of personal information in relation to events is based on your consent for us to do so.

We use this personal information to effectively organise and administer the event. Personal information will only be shared with other organisations where it is necessary to do so for this purpose. This includes, for example, providing the names of attendees to venues we are using or to companies providing wetsuits.

We will retain this information only for as long as we require it for these purposes.

We may use external platforms to both inform you of and manage our event. These include CampaignMonitor, Mailchimp and GoMembership. If you attend our events as part of the group of presenters, sponsors or speakers, we may note your involvement in our emails relating to the event and on communication platforms, including social media. Such platforms may continue to store and use personal information according to their own processes.

Images of individuals, whether in still photographs or moving film images, will often be caught by the definition of personal data. In many cases consent from the individuals will need to be obtained in order to process (capture and use) the images fairly and lawfully. Scottish Swimming may record the events in which you participate and general images of individuals will form part of the information we hold and use. In addition these recordings and images may be used for the purposes of further promotion and marketing or future events, including the sharing of these on social media platforms and in the press and wider media.

We may also use personal information to contact you for feedback on the events you have attended.  

If you take part in research, evaluation or a survey

We may ask you to evaluate our events, website or activities you have signed up for. This means we may ask you for your personal information such as:

  • Name
  • Address
  • Email address
  • Telephone number
  • Information about your role in the event

We will only contact you about your responses if you have consented to being contacted. All results that we publish will be anonymised unless you consent to be identified for any particularly reason (for example you want to provide a quote in support of our work).

If you have given us permission to contact you, we may pass on your details to third party companies and/or individuals to perform certain functions on our behalf (including delivering events, sending postal mail or email, academic/research projects related to our work, delivering certain aspects of our service, and processing card payments). If they require access to your personal information then we will make sure that:

  • the third party agrees to use it only for the agreed function(s) and not for any other purposes
  • the third party agrees to process the personal information in accordance with this Privacy Policy and as permitted by the UK’s data protection legislation

We may also share your personal information with a third party if:

  • it is required or authorised to do so by law
  • it is necessary to enforce or apply our terms and conditions and/or other agreements; or to protect the rights, property, or safety of Scottish Swimming our customers, or others
  • it is required to arrange attendance at an event or similar benefit
  • we have your consent to do so

Your Rights

Where we use or store personal information relating to you, you have the following rights:

  • the right to be informed how your personal information is being collected, used or stored by us. This Privacy Policy advises you of this.
  • the right to access the personal information we hold which relates to you
  • the right to object to direct marketing by unsubscribing from it
  • the right to object to processing carried out on the basis of legitimate interests
  • the right to erasure of information we use or hold that relates to you
  • the right to data portability, so you can obtain or reuse your personal data for your own purposes across different services from one IT service to another in a safe and secure way
  • the right to have your data changed if its inaccurate or incomplete
  • the right to have your data restricted or blocked from our processing

You can exercise any of the above rights by writing to us at DP@scottishswimming.com

Any requests received by Scottish Swimming 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

Changing this policy

We reserve the right to change this Privacy Notice from time to time and suggest therefore that you review it periodically. We will make sure that if we do change this policy then it will be in accordance with GDPR.

This version of the Privacy Notice was last updated on 23 May 2018.