Data Protection Policy

Background

Every member of Buntingford Swimming Club is required to complete a club membership form. The details you provide to us are used solely for the purposes of your club membership and will not be used for commercial or marketing purposes. Your details are securely held by the committee in both hardcopy and electronic form which places a responsibility upon the club committee in relation to the Data Protection Act 1998.

Data Protection Act Principles

The Data Protection Act 1998 puts in place 8 principles to make sure that the information you provide to us is handled properly. These state that data must be:

Fairly and lawfully processed
Processed for limited purposes
Adequate, relevant and not excessive accurate
Not kept for longer than is necessary
Processed in line with your rights
Secure
Not transferred to countries without adequate protection
Club membership records are regularly reviewed by the committee to ensure compliance with these principles (eg when a swimmer ceases to be a member of the club, their membership details are destroyed).

Medical Details

The safety of club members is of prime concern to us. Given the nature of swimming, it is essential that club staff/committee are aware of any health issues that could impact a member's safety, particularly when poolside. The club membership form therefore requires each member to provide us with detail relating to any health issues that in your judgement you feel the club should be made aware of. In addition, we ask that you provide detail of any medication that might be required in relation to the health issue.

Any such medical information you provide to us is also held by us in both hardcopy and electronic form. Under the data protection act we require your explicit consent to hold such information and your signature on the membership form is our means of discharging our responsibility.

The current act also states that parental consent is required for the collection of data for children aged below 12 years of age. The Amateur Swimming Association feel that 12 years of age is too low and have decided that it would be better to obtain parental consent for the collection of data for anyone below 18 years of age.

Changes to membership details (including medical details)

Under the Data Protection Act we have an obligation to ensure the membership details that we hold are accurate - we can only do this if you let us know of relevant changes. Please use the change of membership details form to notify us of any changes (available on any club night from the front desk or download a copy from the club's website.

ASA and the Data Protection Act

The ASA are registered with Data Protection on behalf of all affiliated clubs to hold personal data relating to your membership. This discharges the need for Buntingford Swimming Club to register independently. The data protection notice used by the ASA is provide below for reference:-

Amateur Swimming Federation of Great Britain Ltd (ASFGB Ltd)

Data Protection - Membership Data Collection û Consent

The Data Protection Act 1998 ("the Act") sets out certain requirements for the protection of your personal information (i.e. information about you) against unauthorised use or disclosure. The Act also gives you certain rights. References below to the Amateur Swimming Federation of Great Britain Ltd (ASFGB Ltd) include a reference to the three members of ASFGB Ltd, the Amateur Swimming Association (ASA), Scottish Swimming Association (SASA) and Welsh Swimming Association (WASA). By virtue of your membership direct or indirect to ASA, SASA and WASA you agree to your personal data being made available to ASFGB Ltd and its members, subject always to compliance with the Data Protection legislation. This does not include sensitive personal data such as health or medical conditions, which require the explicit consent of the data subject i.e. a signature for this specific purpose. Except to the extent that your club or ASFGB Ltd is required or permitted by law, (the information which you provide in this form, and any other information obtained or provided during the course of your membership ("the Information") will be used solely for the purposes of processing your application and dealing with you as a member. If you cease to be a member of the ASFGB Ltd, the Information will not be held for longer than is necessary, after which time it will be destroyed. You agree to use all reasonable endeavours to keep your club and ASFGB Ltd informed of any changes to your personal data. So that we may use the Information for the above purposes and on the above terms, we are required under the Act to obtain your consent. Members are therefore requested to sign the consent clause on the reverse of the membership forms or by confirming to their Club Membership Officer that they agree to the above by providing their data for electronic submission to the ASA, SASA or WASA.

Data Protection Policy