York City Baths Club (YCBC) is committed to respecting the privacy of its members. This notice is to explain how we may use personal information we collect before, during and after membership. It also explains how we comply with the law on data protection, what members rights are, and that YCBC is the controller of the data.
Personal information we may collect
- Member identification details, such as full name, date of birth, age and gender
- Name of parents/carers (for Junior members)
- Contact details, such as address, telephone number and email address
- Emergency contact details
- Membership start and end date
- Records of interaction with us, such as emails and other correspondence
- Records of financial transactions with us
- Bank account details
- Records of attendance
- Records of swimmers times
- Records of swim meet entries and results
- Images in photographic and/or video form
- Any disciplinary and grievance information
Special categories of personal information
We may also collect, store and use the following “special categories” of more sensitive information:
- Information about ethnicity
- Information about health, including any medical conditions
We collect this information based on explicit consent.
When do we collect personal information?
We typically collect personal information about our members when a membership application is made, when an enquiry or complaint is made, when there is general correspondence with us by telephone, email or in some other way, or when goods are purchased from the Club. We also may collect personal information when managing and administering events and swim meets run by the Club and/or other clubs and organisations.
Uses made of the information we collect
The table below gives the main purposes for which we process personal information, the type of information and our lawful basis for being able to do this:
| Purpose | Personal Information Used | Lawful Basis |
| To administer and manage membership, including recording fees due and paid. | All membership and contact details, records of interaction and records of financial transactions. | Properly managing and administering a membership contract with us. |
| To pay refunds. | Membership and contact details, records of interaction and records of financial transactions. Bank account details. | Properly managing and administering a membership contract with us. |
| To send information associated with membership, including details of events and swim meets. | Membership and contact details. | Properly managing and administering a membership contract with us. |
| To administer and manage the purchase of goods. | Membership and contact details, records of interaction and records of financial transactions. | Properly performing and administering any contract for the purchase of goods from us. |
| To use information about health and medical conditions (including injuries) to ensure health and safety when participating in Club activities, events and swim meets. | Health and medical information. | We process special category data on the basis of consent. |
| To comply with health and safety requirements. | Records of attendance. | We have a legal obligation and a legitimate interest to provide members with a safe environment in which to participate. |
| To administer and manage attendance at events and swim meets. | Membership and contact details, records of interaction and records of financial transactions. Records of swimmers times. Records of swim meet entries and results. | This is necessary to enable us to register and enter members for events and swim meets and, where appropriate, to record results and/or submit them to rankings. |
| To arrange for any trip and/or transportation to/from an event or swim meet. | Membership and contact details, records of interaction and records of financial transactions. Emergency contact details. Health and medical information. | This is necessary for us to make any required arrangements for any trip and/or transportation to/from an event or swim meet. We process special category data on the basis of consent. |
| To promote the Club. | Images and photographic and/or video form | Explicit consent. |
| To answer enquiries and complaints. | Membership and contact details and records of interaction. | We have a legitimate interest to provide a complaint handling service in case there are any issues with membership. |
| To gather evidence for possible disciplinary or grievance hearings | All the personal information we collect | We have a legitimate interest in doing so to provide a safe and fair environment for all members and to ensure the effective management of any hearings, appeals and adjudications. We process special category data on the basis of consent. |
| Retention of records. | All the personal information we collect. | We have a legitimate interest to retain records whilst they may be required in relation to complaints or claims. We also need to retain records in order to properly operate the Club and manage and administer a membership contract with us. In some cases we may have legal or regulatory obligations to retain records. We process special category data on the basis of consent. |
Please note that in some cases where personal information is requested but not provided, we may not be able to perform properly a contract with a member. In such circumstances: for new members we may not unable to complete the membership process; for existing members we may have to terminate membership.
Where we have been given consent to use personal information in a particular manner, a member has the right to withdraw that consent at any time, which they may do by contacting us as described in the “Contacting us” section below.
Further processing
If we wish to use personal information for a new purpose not covered by this notice, prior to commencing the processing, we will issue an updated notice explaining this new use and setting out the relevant purposes and processing conditions. Where required by law, we will seek prior consent to changes in the way we use personal information.
Sharing personal information
Your personal data will be treated as strictly confidential and will only be shared with:
- Swim England [membership information, including ethnicity, and swim meet results]
- Yorkshire Swimming [membership information and swim meet entries]
- Swim England North East Region [membership information and swim meet entries]
- British Swimming [swim meet entries]
- Other swimming clubs [swim meet entries]
- Other bodies where we are required to do so by law or in connection with legal proceedings
We will only share personal information with other third parties having been given explicit consent.
Social media presence
YCBC has the following social media presence: Twitter; Facebook; and Instagram. All members are free to join, subject to the provider’s standard terms and conditions. However, please note that each provider will have their own specific privacy policy and YCBC does not accept any responsibility of liability for them. Please check the relevant policy very carefully before submitting any personal information to a given site.
Keeping personal information up to date
It is important to ensure that the personal information held by YCBC is accurate and up to date. Please let us know straight away if anything changes, e.g. a telephone number or an email address. You can contact us by using the details set out in the “Contacting us” section below.
How long do we keep personal information for?
The duration for which we retain personal information will differ depending on the type of information and the reason why we collected it. 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 in accordance with usual commercial practice and regulatory requirements.
Generally, where there is no legal requirement we will keep all physical and electronic records for a period of 12 months after the last contact with us or when membership ended. Exceptions to this rule are:
- Information that may be relevant to personal injury or discrimination claims may be retained until the limitation period for those types of claims has expired. For personal injury or discrimination claims this can be an extended period as the limitation period might not start to run until a long time after the event.
Rights in relation to personal information
A member the following rights in relation to personal information:
- The right to be informed about how personal information is being used
- The right to access the personal information held about them
- The right to request the correction of inaccurate personal information held about them
- The right to request the erasure of personal information in certain limited circumstances
- The right to restrict processing of personal information where certain requirements are met
- The right to object to the processing of personal information
- The right to request the transfer of data either to themselves or another service provider
Please note that some of these rights, for example the right to request the transfer data to another service provider, may not apply as they have specific requirements and exemptions which apply to them and, as such, they may not apply to the personal information recorded and stored by us.
Whilst this privacy notice sets out a general summary of the legal rights in respect of personal information, this is a very complex area of law. More information about legal rights can be found on the Information Commissioner’s website at https://ico.org.uk/for-the-public/.
To exercise any of the above rights, or if there are any questions relating to rights, please contact us by using the details set out in the “Contacting us” section below.
If a member is unhappy with the way we are using their personal information, they can also complain to the UK Information Commissioner’s Office or their local data protection regulator. We are here to help and, in the first instance, encourage members to contact us to try and resolve any problems.
Finally, please note that if we have been provided with emergency contacts, they have a right to know and to be aware of how what personal information we hold about them, how we collect it and how we may use and disclose that information. Please share this privacy notice with them. They have the same rights in relation to information held about them as set out above.
Contacting us
In the event of any query or complaint in connection with the information held by YCBC, please contact the Honorary Secretary: ycbc.secretary@gmail.com
Changes to this privacy notice
We keep our member privacy policy under regular review. This version is dated 25th May 2018.