Privacy Policy

Who we are

Our website address is: https://swimswimswim.co.uk

Overview

SwimSwimSwim is committed to protecting the personal data of all swimmers, clients, and participants. This policy outlines what information we collect, how it is used, how it is stored, and your rights regarding that data, in line with UK Data Protection Regulations.

What information we collect

To ensure the safety and effective delivery of our open water swim sessions and events, we require participants to complete a registration form. This form may include the following personal information:

  • Full name
  • Address
  • Date of birth and/or age
  • Contact details (email, telephone number)
  • Relevant medical conditions and medications
  • Emergency contact information (name, relationship, contact number)

How your information is used

Your information is used solely for the safe and effective running of SwimSwimSwim sessions. Specifically, we may use your data:

  • To provide emergency services with essential medical and contact information in the event of an incident
  • To communicate changes or cancellations to sessions you are booked onto
  • To manage your bookings and participation in SwimSwimSwim sessions
  • With your explicit consent, to share updates or future event information

We will never use your data for marketing purposes unless you have given us clear permission.

It is your responsibility to inform us of any changes to your details before your next session. SwimSwimSwim cannot be held liable for outdated or inaccurate information not provided by the participant.

Images and Media

Photographs and short videos may occasionally be taken during SwimSwimSwim sessions for use in:

  • SwimSwimSwim marketing (e.g. website, social media, printed materials)
  • Celebrating achievements and promoting the sport of open water swimming
  • Internal education and training purposes

We will:

  • Always seek your permission to use identifiable images of you in any public-facing material
  • Provide an opportunity to opt out of photography at the time of registration
  • Never tag or name individuals publicly without their explicit consent
  • Remove any image on request—simply email helloSwimSwimSwim@gmail.com

If the swimmer is under 18, written consent from a parent or legal guardian will be required for any image use.

Data storage and access

  • Your personal information is stored securely and handled in accordance with data protection laws
  • Only authorised SwimSwimSwim personnel have access to your data
  • At least one authorised individual will be present at all sessions where your data might be required
  • We will never sell, share, or give your information to any third party without your consent, unless legally required to do so

Data will be retained for up to two years following your last session or course with us. After that, it will be permanently deleted, and a new registration form will be required should you wish to participate again.

Your rights

You have the right to access any personal data we hold about you. You can submit a Data Subject Access Request (DSAR) at any time.

  • This request is free of charge
  • We will respond within one calendar month
  • To request access, please contact us at helloSwimSwimSwim@gmail.com

Policy review

SwimSwimSwim reviews this policy annually to ensure it remains up to date, compliant with current legislation, and reflective of the services we provide.

Policy Effective Date: 18/06/2025
Next Review Date: 18/06/2026

Comments

When visitors leave comments on the site we collect the data shown in the comments form, and also the visitor’s IP address and browser user agent string to help spam detection.

An anonymized string created from your email address (also called a hash) may be provided to the Gravatar service to see if you are using it. The Gravatar service privacy policy is available here: https://automattic.com/privacy/. After approval of your comment, your profile picture is visible to the public in the context of your comment.

Media

If you upload images to the website, you should avoid uploading images with embedded location data (EXIF GPS) included. Visitors to the website can download and extract any location data from images on the website.

Cookies

If you leave a comment on our site you may opt-in to saving your name, email address and website in cookies. These are for your convenience so that you do not have to fill in your details again when you leave another comment. These cookies will last for one year.

If you visit our login page, we will set a temporary cookie to determine if your browser accepts cookies. This cookie contains no personal data and is discarded when you close your browser.

When you log in, we will also set up several cookies to save your login information and your screen display choices. Login cookies last for two days, and screen options cookies last for a year. If you select “Remember Me”, your login will persist for two weeks. If you log out of your account, the login cookies will be removed.

If you edit or publish an article, an additional cookie will be saved in your browser. This cookie includes no personal data and simply indicates the post ID of the article you just edited. It expires after 1 day.

Embedded content from other websites

Articles on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.

These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracking your interaction with the embedded content if you have an account and are logged in to that website.