Privacy Policy

1. Who we are

Leatherhead Swimming Club ("LSC", "we", "us") is a not-for-profit members' club affiliated to Swim England, based in Leatherhead, Surrey. This policy explains how we handle personal information belonging to our members, parents/guardians, coaches, teachers and volunteers.

For any privacy questions, contact lscswimmingclub@gmail.com.

2. What information we collect

Depending on how you interact with the club, we may collect:

• Contact details — name, email address, phone number, postal address
• Swimmer details — name, date of birth, gender, swimming stage/ability, squad membership
• Membership records — Swim England registration number, joining date, fee payment status
• Emergency contact information
• Attendance and progress records — session attendance, skill assessments, stage movements (via the Academy Portal)
• Account login details — email address and password (encrypted) for Academy Portal access
• Communications — messages sent via our contact and enquiry forms

We do not collect financial card details directly — kit and membership payments are processed through Swim England's Sports Engine platform or in person, not stored on this website.

3. Why we collect it

We use personal information to:

• Respond to membership enquiries and arrange swim trials
• Administer club membership, squad placement and Swim England registration
• Run the Academy Portal — registers, progress tracking, and class communication between teachers, parents and admin
• Contact parents/guardians about their child's swimming, including stage progress and squad moves
• Meet our safeguarding responsibilities under Swim England's Wavepower guidance
• Send essential club communications such as gala dates, fee reminders and important notices

We do not use personal data for marketing purposes, and we do not sell or rent personal information to third parties.

4. Information about children

Most of our members are under 18. Where we collect information about a child, this is provided by, and consented to by, their parent or guardian — most commonly via our membership enquiry form or when creating an Academy Portal account.

We only collect the minimum information needed to run training safely and effectively: name, date of birth, swimming stage, attendance, and progress notes. We do not collect medical information via the website — any medical or welfare information needed for safe training is handled directly between parents and coaches, not stored in our online systems.

5. Who we share data with

We share personal data only where necessary:

• Swim England — for membership registration, competition entry and safeguarding compliance
• Coaches and teachers — swimmer names, stage and attendance, so they can run safe, effective sessions
• Gala/competition organisers — swimmer name, age and club affiliation when entering competitions
• Our website and database providers — Supabase (database hosting) and our email delivery provider, who process data on our behalf under their own data protection obligations

We never share personal data with third parties for their own marketing purposes.

6. How long we keep it

We keep membership and swimmer records for as long as someone is an active member, plus a reasonable period afterwards for administrative and safeguarding purposes. Academy Portal accounts and associated data are removed when a swimmer leaves the club and the family requests deletion, or at the club's discretion after a period of inactivity.

7. Keeping data secure

Academy Portal data is stored with Supabase, a secure cloud database provider, with access restricted by role (admin, teacher, parent) so people only see what's relevant to them. Passwords are encrypted and never visible to club administrators. We take reasonable technical and organisational steps to protect personal data against unauthorised access, loss or misuse.

8. Your rights

Under UK GDPR, you have the right to:

• Ask what personal data we hold about you or your child
• Ask us to correct inaccurate information
• Ask us to delete your data, where we're not required to keep it for legal or safeguarding reasons
• Object to how we use your data, or ask us to restrict processing
• Withdraw consent at any time where we rely on consent (e.g. membership enquiry forms)

To exercise any of these rights, contact lscswimmingclub@gmail.com. You also have the right to complain to the Information Commissioner's Office (ICO) if you believe we've mishandled your data.

9. Cookies

Our website uses only essential technical cookies and similar technologies needed to make the site and Academy Portal work — for example, keeping you logged in. We don't use advertising or tracking cookies. See our Cookie Notice for full details.

10. Contact us

If you have any questions about this policy or how we handle personal data, please get in touch:

Email: lscswimmingclub@gmail.com

For safeguarding-specific concerns, please contact our Welfare Officers directly via our Safeguarding page.