Total Swimming Academies Ltd is the data controller of the personal information you provide to us. This means the company determines the purposes for which, and the manner in which, any personal data relating to you and your child is to be processed.
What information do we collect about you?
We collect information about you when you register with us or book a place on to one of our courses or events. We also collect information when you voluntarily complete customer surveys, provide feedback and participate in competitions. Website usage information is collected using cookies. Read our Cookies Policy here.
When booking on to a course, the categories of information that we collect, and hold include the following;
- Personal information – e.g. names, contact numbers and addresses
- Relevant medical information
- Attendance information
- Assessment information – our teachers record the progress of each participant and the award history is saved on the booking.
Basic payment information – payment amounts, and date of payments are recorded on the booking. No card or bank account information is stored by us.
How information about you will be used?
- to be able to provide our service to you.
- to inform you of any changes to the service we provide. Such as a change of teacher, a cancelled lesson etc. We will deliver information on these changes by SMS/text to ensure you get the message as soon as possible.
- for us to be able to identify you when you contact us, or we contact you.
medical information for health and safety of the participant in sessions.
To add value to your experience with Total Swimming Academies, we may often run competitions, events, or send newsletters out to keep you informed of everything we feel you would want to know. To make sure you’re in complete control, we’ve built a User Preferences Centre, which you can update on your online account. Unless you update your preferences, you’ll miss out on all of these updates.
We sometimes use your personal data to create a profile of the kind of people we feel would benefit from our service. We do this, so we can ensure that our social media ads are reaching relevant people, who like yourself, may have an interest in our business. It’s important to us that we only promote relevant ads to an online audience. It is not stored anywhere or shared with any third party.
We upload personal data to the email marketing platform, MailChimp. This means we're able to email you all communications, such as information on your child's lessons, or anything marketing-related that you've opted into.
Harlands Group Ltd are controller of direct debit agreements and information is given to them at the point of sign up and card payment through SNAPDD on our website or over the phone.
For shop orders and some courses, payments are taken in full by card. For these transactions, Worldpay Ltd are the controller of the card and payment details and information is given to them at the point of entering card details.
Information is shared with
We do not sell any personal data, but to be able to provide our service there are the below partner companies who we need to share your data with.
SAD Holdings ltd: Total Swimming Academies is part of the SAD Holdings Ltd Group who provide shared services such as customer service and finance departments. Customer service department deal with all bookings and customer enquires across the group. The data is accessed through our CRM system via secure logins.
The Marketing Team export customer data and send out marketing emails on behalf of Total Swimming Academies, such as newletters, competitions, offers, or anything else that will add value to the customers experience with Total Swimming Academies.
We share postcode data with our partner Peak Business Insight Ltd. to analyse our customer demographics and where they live, so we can plan suitable locations for new sites to deliver our services.
Venues: only participant name, class day and time are passed on to the venue you attend. This will only be for the purpose for you to gain entry at the venue.
Formara Print+ distribute swimmer awards on our behalf. We send them details of the swimmer’s name, award issued and address details.
Teachers/coaches delivering your child’s session will receive registers for their classes via our CRM system where teachers/coaches have their own unique login to gain access to their registers. Medical information is passed to teachers via the registers.
Cleversteam are our website and CRM system developers and therefore they do sometimes need to access customer accounts when errors occur. They do not process any data but need access to our systems to enable continuous development and to resolve any issues. They only access accounts with our consent to do so.
How long will data be stored for?
In accordance with the GDPR, we do not store personal data indefinitely; data is only stored for as long as is necessary to complete the task for which it was originally collected.
Booking information including participant’s name, class information and any accidents are kept until the participant is 21 years old, this is to comply with Health & Safety regulations.
What are your rights?
Account holders and participants have the following rights in relation to the processing of their personal data.
You have the right to:
- Be informed about how Total Swimming Academies use your personal data.
- Request access to the personal data that Total Swimming Academies holds.
- Request that your personal data is amended if it is inaccurate or incomplete.
- Request that your personal data is erased where there is no compelling reason for its continued processing.
- Request that the processing of your data is restricted.
Object to your personal data being processed.
Data Protection Officer
For any/all enquiries relating to this policy or any data privacy practices carried out by Total Swimming Academies please contact our appointed Data Protection Officer, which is Satswana Ltd. Their contact details are;
telephone number; 01252 516898,
address; Pembroke House, St Christopher’s Place, Farnborough, Hampshire, GU14 0NH.