Privacy Policy

This Privacy Policy explains how The Swim Co (“we”, “us”, or “our”) collects, uses, and protects your personal data.

We are committed to safeguarding your privacy and complying with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Who We Are

The Swim Co
The Springs,
Edburton Road,
Henfield,
United Kingdom
BN5 9LN

We act as the “Data Controller” for the personal information we process.

The Personal Data We Collect

We may collect the following information:

Contact Information

Name
Address
Email address
Telephone number

Booking and Payment Information

Session bookings
Payment details (processed securely by third-party payment processors; we do not store full card details)

Health and Safety Information

Relevant medical or health information provided to ensure your safety during swimming activities
Emergency contact details

Website or Social Media

Basic website analytics (IP address, browser type, cookies)
Photos or videos only with explicit consent

Children’s Data

For children under 18, we only collect information with parent or guardian consent.

How We Use Your Personal Data

We use your information to:

Manage bookings and class registrations
Provide swimming lessons and training sessions
Ensure safety in the pool environment
Communicate important updates, cancellations, or changes to schedules
Process payments and issue invoices
Maintain attendance and safeguarding records
Comply with legal and regulatory obligations

We do not use your personal data for marketing unless you opt in.

Legal Basis for Processing

We process your personal data under the following lawful bases:

Contract – to provide the swimming services you have booked
Consent – for optional activities such as marketing or photography
Legal Obligation – compliance with health & safety and accounting requirements
Vital Interests – in emergency situations
Legitimate Interests – for day-to-day operation and service improvement

Sharing Your Information

We may share limited personal data with:

Payment processors for secure payment handling
Emergency services when necessary
Qualified instructors or staff who require access to deliver services
Professional advisors (such as accountants) when legally required

We never sell or trade your personal information.

Data Retention

We retain personal data only for as long as needed:

Booking and attendance records: up to 6 years
Health and safety information: as long as necessary for risk management
Photo/video consent information: until consent is withdrawn
Financial and invoicing data: 6 years for tax and accounting requirements

Your Rights

Under UK GDPR, you have the right to:

Access your personal data
Correct inaccurate or incomplete information
Request deletion of your data (in certain circumstances)
Restrict or object to certain types of processing
Transfer your data to another provider
Withdraw consent at any time

Children’s Privacy

We take special care when handling children’s data. Personal information for anyone under 18 is only collected and processed with parental or guardian consent.

How We Protect Your Data

We use appropriate technical and organisational security measures, including:

Secure, password-protected systems
Limited access to personal data for authorised staff only
Encrypted payment processing
Regular reviews of data security practices

Cookies

If our website uses cookies, we will display a Cookie Notice explaining:

What cookies we use
Why we use them
How you can manage or disable them

Complaints

If you have concerns about how we handle your personal data, please contact us first.
You also have the right to complain to the Information Commissioner’s Office (ICO):
https://ico.org.uk/

Contact Us

If you have any questions about this Privacy Policy or would like to exercise your rights, please contact:

The Swim Co
The Springs,
Edburton Road,
Henfield,
United Kingdom
BN5 9LN