Terms and Conditions

You understand that you participate at your own risk and release Swimming Matters, its owners and instructors of all liability regarding any injury to self to any loss or damage to personal property.

All services purchased from Swimming Matters must be preceded by a swimmer answering questions about their readiness to exercise i.e. that they have no conditions that may affect their ability to exercise.

It is part of our professional duty of care to check this with new swimmers prior to starting with us. Swimmers will also bring any required medication with them when swimming and will inform Swimming Matters of any changes.

To register or purchase from the online booking system, you must be over 18 +. It is your responsibility to check that the details provided by you at the time of registration or at any time are correct and up to date.

Swimmers also agree to abide by the rules and regulations of Swimming Matters and acknowledges that these rules and regulations may change from time to time. We will communicate with you any changes to these.

Swimmers will not enter or remain in the water when an instructor is not present

Privacy

Overview

This privacy policy is designed to give further clarification on:

• Who we are
• The types of information we collect, process and how we store it
• The security procedures in place used to protect your information
• Who we share your information with
• Your rights
• Who you can contact if you have an issue.

About Us

Swimming Matters (UK) started in 2009 and our aim is to provide adults with a top notch service to help them get the most from their swimming, whatever their  swimming aims might be.

We will only provide this privacy notice to you once, generally at the start of our relationship with you.  However if the our privacy notice is updated substantially, then we may provide you with details of the updated version.  You are encouraged to check back regularly for updates.

Types of Data we collect and process

Signing up to be kept up to date with one of our services e.g. our front crawl technique waiting/mailing list?

We collect your name, email address and telephone number so that we can:

– Keep you up to date with any availability

– Any of our other related services we think you might be interested in e.g. if you sign up to our front crawl technique sessions waiting list, we might send you information about our 1-2-1s which will also help improve your front crawl

This is collected under the legal basis of consent and legitimate interest. Unless you ask us to remove you, we will keep it for 1 year after we last received a contact from you e.g. if you signed up to the mailing list on 1^stJanuary 2018 and then your last contact with us was 1^stJune 2018, it would be 1^stJune 2019 that we delete your data.

Joining us as a swimmer?

We collect your name, contact details, date of birth, emergency contact details, and anything that might affect your ability to swim e.g. medical conditions,

This is so we can:

– develop a comprehensive picture of you as swimmer to help you progress in a safe and appropriate manner.

– keep in touch with you e.g. if we needed to cancel or rearrange a session.

– send you information that will help your learning e.g. a front crawl video

– Send you information about our other services that we think you might find useful

This is processed under the legal basis of contract, consent, and legitimate interest

The duration for which we retain your personal information will differ depending on the type of information and the reason why it was collected. However, in some cases personal information may be retained on a long term basis: for example, personal information that we need to retain for legal purposes will normally be retained for at least six years in accordance with usual commercial practice and regulatory requirements.

Security

We take your data security very seriously and we employ a variety of technical and organisational measures to keep your personal information safe and to prevent unauthorised access to, or use, or disclosure of it.

Unfortunately, no information transmission over the Internet is guaranteed 100% secure nor is any storage of information always 100% secure, but we do take all appropriate steps to protect the security of your personal information.

Sub-Contract Processing

Swimming Matters uses the following organisations, who process your personal data, in order for us to be able to enhance the level of service we offer to you. All organisations which Swimming Matters work with comply to the relevant legislation, including the General Data Protection Regulations (GDPR), and are monitored and audited frequently. For information on their privacy polices see each of the links below

Google

For statistical analysis of your interactions with Swimming Matters products and services.

Read the Google Privacy policy here

Wellness Living

Operate, host and provide the functionality required for our customers to:

–  make secure online credit/debit card payments,

– book sessions

– amend their data

View the Wellness Living privacy policy here

MailChimp

Operate, host and provide the functionality enabling Swimming Matters to send marketing and transactional email communications to our swimmers and prospective swimmers. View the MailChimp privacy policy here

Your Rights

The Right to Be Informed

You have the right to be informed about the collection and use of your personal data. This information is communicated via this privacy policy and you will be notified whenever any substantial changes are made to it.

The Right of Access

You have the right to access your personal data and supplementary information. You may be charged a fee if your request is manifestly unfounded or excessive.

The Right to Rectification

You have the right to have inaccurate personal data rectified or completed if it is incomplete

The Right to Erasure

The GDPR introduces a right for you to have your personal data erased if, for instance, the personal data we hold for you is no longer necessary for the purpose for which it was originally collected or processed. The right to erasure is also known as ‘the right to be forgotten’. The right is not absolute and only applies in certain circumstances where applicable.

The Right to Restrict Processing

You have the right to request the restriction or suppression of your personal data in order to limit the way that we use your data; this is an alternative to requesting the erasure of your data. This is not an absolute right and only applies in certain circumstances. You can make a request for restriction verbally or in writing.

The Right to Data Portability

The right to data portability gives you the right to receive your personal data you have provided to us in a structured, commonly used and machine-readable format. It also gives you the right to request that we transmit this data directly to another data controller. This right only applies to data collected by us using automated means (i.e. excluding paper files).

The Right to Object

You have the right to object to your information being processing based on:

• Legitimate interests or the performance of a task in the public interest/exercise of official authority (including profiling)
• Direct marketing (including profiling)
• Processing for purposes of scientific/historical research and statistics.

Rights in Relation to Automated Decision-Making and Profiling

Swimming Matters does not undergo automated decision-making on your personal data.

You can read more about these rights at https://ico.org.uk/for-the-public/is-my-information-being-handled-correctly/.

You should note that some of your rights may not apply as they have specific requirements and exemptions which apply to them and they may not also apply to personal information recorded and stored by us.  However your right to withdraw consent or object to processing for direct marketing are absolute rights.

If you are unhappy with the way we are using your personal information you can complain to the UK Information Commissioner’s Office or your local data protection regulator. More information about your legal rights can be found on the Information Commissioner’s website at https://ico.org.uk/for-the-public/.  However, we are here to help and would encourage you to contact us to resolve your complaint first.

To exercise any of your rights, or if you have any questions relating to your rights, please contact us by using the details set out in the “Contact” section below. You can also unsubscribe from any direct marketing by clicking on the unsubscribe link in the marketing messages we send to you.

Further Information

Marketing

When you fill in a form or provide your details on our websites or online services, you may see one or more tick boxes allowing you to:

• Opt-in to receive marketing communication from us by email or by phone

If you have agreed that we can use your data for marketing purposes, you can change your mind easily, via one of these methods:

• Through your sign up email – you change your opt-in settings
• Send an email to theteam@swimmingmatters.co.uk
• Write to us at: 
Swimming Matters, Bannatyne’s Health Club, Sunlight House, Quay St, M3 3JU

We will never lease, distribute or sell your personal data to third parties unless we have your permission, or the law requires us to so.

External Links

Our websites and online services may contain links to other websites E.g. commercial partner, regional bodies, advertisers and clubs.

Please note that we have no control of websites outside the following domain:

Swimmingmatters.co.uk

If you provide data to a website to which we link, we are not responsible for its protection and privacy.

Always be wary when submitting data to websites—read the site’s data protection and privacy statement fully.

Contact Us:

To make a request for your personal information, if you have any questions, complaints, or would like further information about any information in this privacy notice please contact:

FAO Data Protection Compliance Manager

Swimming Matters

Bannatyne’s Health Club

Sunlight House

Quay St

Manchester

M3 3JU

Telephone: +44 (0)777 278 2884

Email:theteam@swimmingmatters.co.uk

Cookies

Cookies and how they Benefit You

Our website uses cookies, as almost all websites do, to help provide you with the best experience we can. Cookies are small text files that are placed on your computer or mobile phone when you browse websites

Our cookies help us:

• Make our website work as you’d expect
• Improve the speed/security of the site
• Allow you to share pages with social networks like Facebook
• Continuously improve our website for you
• Make our marketing more efficient (ultimately helping us to offer the service we do at the price we do)

We do not use cookies to:

• Collect any personally identifiable information (without your express permission)
• Collect any sensitive information (without your express permission)
• Pass data to advertising networks
• Pass personally identifiable data to third parties
• Pay sales commissions

You can learn more about all the cookies we use below

Granting us permission to use cookies

If the settings on your software that you are using to view this website (your browser) are adjusted to accept cookies we take this, and your continued use of our website, to mean that you are fine with this. Should you wish to remove or not use cookies from our site you can learn how to do this below, however doing so will likely mean that our site will not work as you would expect.

More about our Cookies

Website Function Cookies

Our own cookies

We use cookies to make our website work including:

There is no way to prevent these cookies being set other than to not use our site.

Third party functions

Our site, like most websites, includes functionality provided by third parties. A common example is an embedded YouTube video. Our site includes the following which use cookies:

YouTube, Mindbody, Google maps, Mailchimp

Disabling these cookies will likely break the functions offered by these third parties

Social Website Cookies

So you can easily “Like” or share our content on the likes of Facebook and Twitter we have included sharing buttons on our site.

Cookies are set by: Facebook, Instagram and Twitter

The privacy implications on this will vary from social network to social network and will be dependent on the privacy settings you have chosen on these networks.

Visitor Statistics Cookies

We use cookies to compile visitor statistics such as how many people have visited our website, what type of technology they are using (e.g. Mac or Windows which helps to identify when our site isn’t working as it should for particular technologies), how long they spend on the site, what page they look at etc. This helps us to continuously improve our website. These so called “analytics” programs also tell us if how people reached this site (e.g. from a search engine) and whether they have been here before helping us to put more money into developing our services for you instead of marketing spend.

We use: Google analytics

Turning Cookies Off

You can usually switch cookies off by adjusting your browser settings to stop it from accepting cookies (Learn how here). Doing so however will likely limit the functionality of our’s and a large proportion of the world’s websites as cookies are a standard part of most modern websites

It may be that you concerns around cookies relate to so called “spyware”. Rather than switching off cookies in your browser you may find that anti-spyware software achieves the same objective by automatically deleting cookies considered to be invasive. Learn more about managing cookies with antispyware software.

The cookie information text on this site was derived from content provided by Attacat Internet Marketing http://www.attacat.co.uk/, a marketing agency based in Edinburgh. If you need similar information for your own website you can use their free cookie audit tool.

Cancellation Policies 

These are different for each session type, so please read carefully

For our 1-2-1s (classic or video analysis): A session can be rearranged without charge, 24 hours before the start of the session. If you cancel after this you will be charged the full amount for the session.

In the unlikely event that Swimming Matters have to cancel a session with less than 24 hours notice then we will give you a credit for the missed session.

For our pool based squad sessions: a credit will be taken if you cancel with less than 12 hours notice. If you cancel with more than 12 hours notice, no credit will be taken for the session.

In the unlikely event that Swimming Matters have to cancel a session with less than 12 hours notice then we will give you a credit for the missed session.

For our front crawl technique courses:

This is a block booking. Please note that there will be no credits/refunds for if you have to miss a session. In the unlikely event that we, Swimming Matters, need to cancel a session with less than 24 hours notice, we will refund/credit you for the missed session.

Refunds

We like to keep it simple – in the unlikely event you are unhappy with our services, we will refund you.