Privacy Policy

1. Who We Are

Splash Aquatics Ltd is a private swimming school providing swimming lessons and aquatic activities for children and adults.

For the purposes of data protection law, Splash Aquatics Ltd is the data controller.

2. Information We Collect

We may collect and process the following personal information:

• Swimmer's full name and date of birth
• Parent or guardian's name and contact details
• Home address and postcode
• Emergency contact information
• Relevant medical conditions, disabilities or additional support needs
• Swimming ability, class level and progression records
• Booking, membership and attendance records
• Payment and transaction information
• Communications through email, telephone or website forms
• Website usage and technical information where applicable

We only collect information reasonably necessary to provide our services.

3. How We Collect Information

We collect information when you:

• Enquire about or book swimming lessons
• Join our priority list
• Create or update a member profile
• Complete registration or booking forms
• Make payments or establish a Direct Debit
• Contact us by telephone, email or through our website
• Interact with our website or social media accounts

4. How We Use Your Information

We use personal information to:

• Manage swimming lesson bookings and class schedules
• Create and maintain member profiles
• Allocate swimmers to suitable classes
• Monitor attendance and swimming progression
• Communicate important information about lessons and memberships
• Process payments and maintain financial records
• Support swimmer safety and wellbeing
• Meet legal and regulatory obligations
• Improve our services and customer experience

We will only process personal information where we have an appropriate lawful basis.

5. Lawful Basis for Processing

Our lawful bases for processing personal information include:

• Performance of a contract: To provide swimming lessons, manage memberships and process bookings.
• Legal obligations: To comply with applicable financial, accounting and other legal requirements.
• Legitimate interests: To manage our business, maintain security and improve our services where appropriate.
• Consent: For optional marketing, promotional photography and other activities requiring consent.

6. Medical and Sensitive Information

Medical conditions, disabilities or additional support needs may be collected where reasonably necessary to support swimmer safety and appropriate lesson delivery.

This information is treated as confidential and only made available to authorised staff who require it for their responsibilities.

Health information is special category personal data. Where it is processed, Splash Aquatics will identify an appropriate additional legal condition under Article 9 of the UK GDPR.

7. Children's Personal Information

As many of our swimmers are children, we take additional care when handling their personal information.

Parents or authorised guardians are responsible for providing the necessary registration information for children.

Children's information is used only for legitimate purposes relating to swimming lessons, safety, attendance, progression and membership administration.

8. Data Sharing

We do not sell, rent or trade your personal information.

Information may be shared where necessary with:

• Authorised Splash Aquatics staff and swimming instructors
• Secure booking and database service providers
• Payment processors and Direct Debit providers
• Website hosting and communication providers
• Regulatory or legal authorities where required by law

Where external providers process personal information on our behalf, appropriate data protection safeguards will be maintained.

9. Data Storage and Security

We take appropriate technical and organisational measures to protect personal information from loss, misuse, unauthorised access or disclosure.

Personal information is stored securely and access is restricted to authorised personnel.

10. Data Retention

We retain personal information only for as long as necessary to:

• Provide and administer our services
• Maintain relevant financial and accounting records
• Meet legal and safeguarding obligations
• Resolve complaints or disputes

Information will be securely deleted or anonymised when it is no longer required, subject to applicable retention requirements.

11. Your Rights

Under UK data protection law, you may have the right to:

• Access your personal information
• Request correction of inaccurate information
• Request deletion of information where applicable
• Object to or restrict certain processing
• Request data portability where applicable
• Withdraw consent where consent is the lawful basis

Requests can be made by contacting Splash Aquatics.

You also have the right to raise a complaint with the Information Commissioner's Office (ICO) at https://ico.org.uk.

12. Marketing Communications

We may contact you with important information relating to your swimming lessons, bookings or membership.

Optional marketing communications will only be sent where permitted by applicable law.

You can opt out of marketing communications at any time.

13. Photography and Media

Photographs or videos may occasionally be taken for promotional purposes.

Appropriate consent will be obtained before identifiable photographs or videos of children are used for marketing.

Consent for promotional photography is separate from agreeing to our booking Terms and Conditions.

You may withdraw consent for future use by contacting us.

14. Cookies and Website Use

Our website may use cookies and similar technologies to support functionality, security and user experience.

Essential cookies may be required for the website and member portal to operate.

Where non-essential cookies are used, we will request consent where legally required.

15. International Data Transfers

Some of our technology providers may process information outside the United Kingdom.

Where international transfers occur, we will ensure appropriate safeguards are in place in accordance with applicable UK data protection law.

16. Changes to This Policy

Splash Aquatics Ltd may update this Privacy Policy to reflect changes in our services, technology or legal requirements.

The latest version will be available on our website.

17. Contact Us

If you have any questions or concerns about this Privacy Policy or how your information is handled, please contact Splash Aquatics Ltd directly.