Privacy Policy

Privacy and cookies

Swim Maison is committed to respecting the privacy of all visitor, members and customers to its website (the ‘website’).

Please read the following privacy policy to understand how we use and protect the information that you provide to us or that we obtain or hold about you and to understand what your rights are in relation to information that we hold. This policy applies to information about living identifiable individuals only.

What information does Swim Maison process?

From our general website

You may choose to provide personal information to us when you register with the website e.g. to register for online booking, sign up for a newsletter or ask us to contact you. You may be asked to provide certain information about yourself including your name, title, postal address, telephone number and/or email address. If you are registering for online booking, joining as a member or booking any classes you may also be asked to provide information about your health.

Automatically

We may also collect information automatically about your usage of our websites using cookies and other technology (for full details of what we use see the section below on “Cookies”). To that effect, we use your IP address (a series of numbers that identifies a computer on the internet) to collect, among other things, internet traffic data and data regarding your browser type and computer. If you do not want to receive cookies, you may reject them by using your browser settings provided they are not necessary for delivery of our website or services to visitors (for help with how to do this see the section below on “Cookies”).

For Registration

If you seek to register with us for lessons, we will need information to confirm your identity e.g. your name, your date of birth, your address, as well as contact details for you and your next of kin. Advice on the information that we need to hold on you can be explained to you by a member of staff when you join.

From third parties

We may also receive information about you from third parties such as our direct debit provider, through a medical referral from your GP or through our employment portal on the website.

From CCTV

Swim Maison has CCTV cameras for the purposes of crime prevention, lesson viewing and health and safety and as such we may view or use CCTV footage in this way should a crime take place in or around our facility. This footage can be shared with appropriate authorities should they request it.

How does Swim Maison use this information?

We will use your information for the specific purpose(s) for which it has been provided or collected by us e.g.:

· to provide information that you may request regarding the services that we offer.

· to contact you regarding our current promotions.

· to comply with our statutory and regulatory obligations.

· to book you onto a course or event.

· to administer your application for a vacancy.

· to deal with your feedback, query or complaint.

· to contact you for your views on our services.

We also use your information to administer, support, improve and develop our business generally and to enforce our legal rights and will only be used if you positively choose to opt in to receiving these communications.

We may also use the information that we collect about you for marketing and hospitality purposes e.g.:

· to provide communications about us and other services we provide that may be of interest to you e.g. sending you newsletters

· to provide you with updates on relevant areas of interest within the business

· to contact you about other activities and events that we may undertake

Information gathered through cookies and similar technologies are used to measure and analyse information on visits to our websites, to tailor the websites to make them better for visitors and to improve technical performance. We will not use the data to identify you personally or to make any decisions about you.

Processing grounds

We must have a lawful basis for processing your information; this will vary on the circumstances of how and why we have your information but typical examples include:

· the activities are within our legitimate interests as a sport, leisure and play provider to engage with and provide services to prospective and current customers and personnel

· you have given consent for us to process your information e.g. in relation to certain marketing activities

· to protect your vital interests e.g. if you were unfortunate enough to fall ill or suffer an injury on our premises

Marketing

If you become a client of Swim Maison, we may use your personal information to invite you to promotional events or other in-centre promotions for customers and/or to send you information that we think may be of interest to you. This is within our legitimate interests to use your information in this way if you have consented to opt into receiving these types of communication at the time of joining.

If you do not wish to receive any direct marketing material or communications after you submit or provide your details, please contact us using the details below (stating UNSUBSCRIBE in the heading of any email message) indicating if you do not wish to be contacted for one or more of these marketing purposes and/or via particular forms of communication e.g. email or telephone. Please note that the preferences that you state will override any registrations you or your organisation may have with the relevant preference organisations (such as the telephone preference services).

If you change your mind about being contacted by us in the future, or change address, or if any information that we hold about you is inaccurate or out-of-date, please let us know by: emailing: info@swim-maison.co.uk, or by writing to us at Unit 2, 24 Palmers Road, Emsworth, PO10 7DL.

Automated Processing/Profiling

We may tailor our marketing and hospitality communications to the interests of particular customers and contacts to ensure we provide information and invitations of interest and relevance to them.

Disclosure of your information

Some of the information you provide to Swim Maison will be held on our computers in the UK and will only be accessed by or given to our staff working in the UK. Some of the information you provide Swim Maison may be transferred to, stored and processed by third party organisations which process data for us and on our behalf. These third parties may be based (or store or process information) in the UK or elsewhere including outside of the EEA. As with many companies, these third parties may include third party IT platforms (including cloud based platforms), suppliers of administrative and support services and suppliers of other specialist products.

We may also be obliged to disclose data under certain laws or by order of court or other competent regulatory body or may be permitted to disclose it under applicable data protection laws.

A list of our third parties can be supplied by asking a customer services representative or emailing info@swim-maison.co.uk and requesting a list of relevant third parties.

We will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this privacy policy; please see section “Protection of your information” below.

Protection of your information

We have in place administrative, technical and physical measures designed to guard against and minimise the risk of loss, misuse or unauthorised processing or disclosure of the personal information that we hold.

Where we transfer information to third parties to enable them to process it on our behalf, we ensure that the providers meet or exceed the relevant legal or regulatory requirements for transferring data to them and keeping it secure.

We will also ensure that where information is transferred to a country or international organisation outside of the UK / EEA, we will comply with the relevant legal rules governing such transfers.

We keep your personal information no longer than is necessary for the purpose for which it was collected. Information on our document retention policy is available upon written request.

Where we store your data

All information you provide to us is stored on our secure servers and is protected using industry standard secure (SSL) encryption technology. All servers owned and maintained by Swim Maison are based within the EU.

Your rights

You have certain rights in relation to your personal information, although those rights will not apply in all cases or to all information that we hold about you. For example, we may need to continue to hold and process information to establish, exercise or defend our legal rights. Alternatively, the rights may not be enforceable until the General Data Protection Regulation comes into force on 25 May 2018. We will tell you if this is the case when you contact us.

You have the right to request that we:

· Provide you with a copy of your personal information that we hold

· Update your personal information where it is out-of-date or incorrect

· Delete personal information that we hold

· Restrict the way in which we process your information

· Consider any valid objections to our processing of your personal information

· Provide information you have given to us to a third party provider of services (where our lawful basis for processing is consent and where processing is automated)

We will respond to your request (including providing information on whether the rights apply in the particular circumstances) within the applicable statutory time period, if the request warrants, Swim-Maison reserve the right to charge an administration fee to cover the costs to the business to facilitate the request. If we are not sure of your identity, we may require you to provide further information in order for us to confirm who you are.

Changes to this policy

We may make changes to this policy from time to time as our business and internal practices and/or applicable laws change. We will not make any use of your personal information that is inconsistent with the original purpose(s) for which it was collected or obtained (if we intend to do so, we will notify you in advance wherever possible) or otherwise than is permitted by applicable law.

How to contact us

If you would like to get in touch to discuss this policy, how we use your personal information, to exercise your rights to be forgotten, request information under your Rights of Access (also known as Subject Access Request), to provide feedback or make a complaint about use of your information, please contact us as follows:

Mrs Kim Kemp

info@swim-maison.co.uk or by post to Unit2, 24 Palmers Road, Emsworth, PO10 7DL

You can also contact the Information Commissioner’s Office via https://ico.org.uk/ for information, advice or to make a complaint.

Cookies

Cookies, also known as browsers or tracking cookies, are small text files that are added to your computer when you visit a website. They help websites to perform certain functions e.g. to know who you are if you log into a restricted part of a website, for shopping carts, and for tracking purposes.

At Swim-Maison we use the following cookies:

Google analytics. We use Google analytics cookies on the website for tracking purposes. The cookies allow us to understand general traffic to our website for example number of visitors and length of time on site. This process does collect data, but in an anonymous form, to help us make improvements, develop the website and enhance the user experience.

Privacy preferences. We use a tracking cookie, which is added to your computer, to remember your cookie preferences i.e. if you have allowed or disallowed them.

Register for events. We have the ability for you to register for events on the website. If you do so this information goes directly into our database. In order to register our database adds an essential cookie (reaction server) to your computer.

Manage cookies

· Shortly after arriving at our website we have an ‘opt-in’ tracking cookie to your computer unless you specify otherwise. See above for further information on the types of cookies that we use.

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· You can review your cookie settings at any time.

· If you do opt-out then an opt-out preference cookie will be added to your computer, however if you delete all your cookies or use a different device then you will need to set your cookie preference again.

· If this is your first visit and you navigate away from this page without specifying your cookies preference then an ‘opt-in’ tracking cookie with be added to your computer.

· Please note that you cannot opt-out of the deployment of cookies that are necessary for delivery of our website or services to visitors.