{"id":4351,"date":"2018-06-22T12:55:52","date_gmt":"2018-06-22T11:55:52","guid":{"rendered":"http:\/\/surreyswimming.org\/?p=4351"},"modified":"2024-12-15T09:36:41","modified_gmt":"2024-12-15T09:36:41","slug":"surrey-county-asa-privacy-notice","status":"publish","type":"post","link":"https:\/\/surreyswimming.org\/?p=4351","title":{"rendered":"Surrey County ASA privacy notice"},"content":{"rendered":"<p><span style=\"font-family: georgia, palatino, serif;\"><strong>Privacy Notice (How we use personal information)<\/strong><\/span><\/p>\n<p><span style=\"font-family: georgia, palatino, serif;\">Surrey County Amateur Swimming Association is affiliated to Swim England through its South East Region. At Surrey County ASA we collect and hold personal information relating to our volunteers (committee members, our technical officials, our non-technical swim meet helpers) and the athletes entering our competitions. We aim to ensure that all data collected about our volunteers and athletes is collected, stored and processed in accordance with the General Data Protection Regulation (GDPR). This policy applies to all data, regardless of whether it is in paper or electronic format.<\/span><\/p>\n<p><span style=\"font-family: georgia, palatino, serif;\"><strong>The categories of information that we collect, hold and share include<\/strong><\/span><\/p>\n<ul>\n<li><span style=\"font-family: georgia, palatino, serif;\">Personal information (such as name, unique Swim England membership number, email address and\/or phone number)<\/span><\/li>\n<li><span style=\"font-family: georgia, palatino, serif;\">Characteristics (such as nationality and disability classification)<\/span><\/li>\n<li><span style=\"font-family: georgia, palatino, serif;\">Attendance information (such as competition session and committee meeting attendance information)<\/span><\/li>\n<li><span style=\"font-family: georgia, palatino, serif;\">Individual performance results (e.g. competition results, qualifications, achievement or honorary awards)<\/span><\/li>\n<\/ul>\n<p><span style=\"font-family: georgia, palatino, serif;\">Additionally, for welfare purposes, we may collect information about any person nominated by a volunteer as their emergency contact to enable us to communicate with them to facilitate the welfare of that volunteer.<\/span><\/p>\n<p><span style=\"font-family: georgia, palatino, serif;\"><strong>Why we collect and use this information<\/strong><\/span><\/p>\n<ul>\n<li><span style=\"font-family: georgia, palatino, serif;\">to support volunteer training<\/span><\/li>\n<li><span style=\"font-family: georgia, palatino, serif;\">to enable the participation of athletes or officials in competitions<\/span><\/li>\n<li><span style=\"font-family: georgia, palatino, serif;\">to provide Swim England with performance and welfare information relating to registered athletes taking part in licensed competitions or licensed officials<\/span><\/li>\n<li><span style=\"font-family: georgia, palatino, serif;\">to comply with reporting requirements of Swim England child protection and welfare policies and procedures<\/span><\/li>\n<li><span style=\"font-family: georgia, palatino, serif;\">to inform clubs and volunteers about upcoming events<\/span><\/li>\n<li><span style=\"font-family: georgia, palatino, serif;\">to maintain finance, accounts and records<\/span><\/li>\n<li><span style=\"font-family: georgia, palatino, serif;\">to administer grants in support of member club development<\/span><\/li>\n<\/ul>\n<p><span style=\"font-family: georgia, palatino, serif;\"><strong>The lawful basis on which we use this information<\/strong><\/span><\/p>\n<p><span style=\"font-family: georgia, palatino, serif;\">We will only process personal data where we have one of 6 lawful bases (legal reasons) to do so under Article 6 of the General Data Protection Regulation (GDPR). Most commonly we process data under the following lawful basis:<\/span><\/p>\n<ul>\n<li><span style=\"font-family: georgia, palatino, serif;\">We need to comply with a Swim England policy or procedure obligation or a legal obligation<\/span><\/li>\n<li><span style=\"font-family: georgia, palatino, serif;\">We have gained consent from the volunteer or the parent\/guardian of an athlete<\/span><\/li>\n<\/ul>\n<p><span style=\"font-family: georgia, palatino, serif;\">When processing special category data, as well as one of the lawful basis for processing, we will ensure one of the following conditions for processing (as set out in Article 9 of GDPR) applies:<\/span><\/p>\n<ul>\n<li><span style=\"font-family: georgia, palatino, serif;\">Explicit consent has been given<\/span><\/li>\n<li><span style=\"font-family: georgia, palatino, serif;\">Processing is necessary to protect the vital interests of the athlete or volunteer<\/span><\/li>\n<\/ul>\n<p><span style=\"font-family: georgia, palatino, serif;\">Where we have obtained consent to use personal data, this consent can be withdrawn at any time. We will make this clear when we ask for consent, and explain how consent can be withdrawn. Some of the reasons listed above for collecting and using personal data overlap, and there may be several grounds which justify our use of this data.<\/span><\/p>\n<p><span style=\"font-family: georgia, palatino, serif;\"><strong>Collecting personal information<\/strong><\/span><\/p>\n<p><span style=\"font-family: georgia, palatino, serif;\">Whilst the majority of information you provide to us either directly or via your swimming club is mandatory, some of it may be provided to us on a voluntary basis. In order to comply with the General Data Protection Regulation, we will inform you whether you are required to provide us with certain information or if you have a choice in this.<\/span><\/p>\n<p><span style=\"font-family: georgia, palatino, serif;\"><strong>Storing athlete or officials\u2019 data<\/strong><\/span><\/p>\n<p><span style=\"font-family: georgia, palatino, serif;\">We hold athlete data for each competition only for the period between when entries open through to completion of the processing and reporting of the official confirmed results to Swim England (or for non-licensed meets, until the performance results are published on our website). We hold volunteer and officials\u2019 data for the duration of their service to the county.<\/span><\/p>\n<p><span style=\"font-family: georgia, palatino, serif;\"><strong>Who we share information with<\/strong><\/span><\/p>\n<p><span style=\"font-family: georgia, palatino, serif;\">We routinely process information with<\/span><\/p>\n<ul>\n<li><span style=\"font-family: georgia, palatino, serif;\">Swim England<\/span><\/li>\n<li><span style=\"font-family: georgia, palatino, serif;\">Clubs affiliated by Swim England to our county<\/span><\/li>\n<\/ul>\n<p><span style=\"font-family: georgia, palatino, serif;\">We use the following software to process personal data<\/span><\/p>\n<ul>\n<li><span style=\"font-family: georgia, palatino, serif;\">HY-TEK swim meet software<\/span><\/li>\n<\/ul>\n<p><span style=\"font-family: georgia, palatino, serif;\"><strong>Why we share information<\/strong><\/span><\/p>\n<p><span style=\"font-family: georgia, palatino, serif;\">We do not share information about our athletes and volunteers with anyone without consent unless the law and our policies allow us to do so.<\/span><br \/>\n<span style=\"font-family: georgia, palatino, serif;\">We are required to share athlete and officials\u2019 data with Swim England, the national governing body, to which we are affiliated. This data sharing underpins the administration of our sport and the monitoring of progression of athletes and officials.<\/span><br \/>\n<span style=\"font-family: georgia, palatino, serif;\">We do not share information about our athletes and volunteers for marketing or any other purpose.<\/span><\/p>\n<p><span style=\"font-family: georgia, palatino, serif;\"><strong>Data collection requirements<\/strong><\/span><\/p>\n<p><span style=\"font-family: georgia, palatino, serif;\">You can obtain details of the data collection requirements placed on us by Swim England from their website<\/span><\/p>\n<p><span style=\"font-family: georgia, palatino, serif;\"><strong>Requesting access to your personal data<\/strong><\/span><\/p>\n<p><span style=\"font-family: georgia, palatino, serif;\">Under data protection legislation, volunteers and athletes have the right to request access to information about them that we hold. To make a request for your personal information you may contact us via <span style=\"color: #ff0000;\">secretary@surreyasa.co.uk<\/span><\/span><\/p>\n<p><span style=\"font-family: georgia, palatino, serif;\">You also have the right to:<\/span><\/p>\n<ul>\n<li><span style=\"font-family: georgia, palatino, serif;\">object to processing of personal data that is likely to cause, or is causing, damage or distress<\/span><\/li>\n<li><span style=\"font-family: georgia, palatino, serif;\">prevent processing for the purpose of direct marketing<\/span><\/li>\n<li><span style=\"font-family: georgia, palatino, serif;\">object to decisions being taken by automated means<\/span><\/li>\n<li><span style=\"font-family: georgia, palatino, serif;\">in certain circumstances, have inaccurate personal data rectified, blocked, erased or destroyed; and<\/span><\/li>\n<li><span style=\"font-family: georgia, palatino, serif;\">claim compensation for damages caused by a breach of the Data Protection Regulations<\/span><\/li>\n<\/ul>\n<p><span style=\"font-family: georgia, palatino, serif;\">If you have a concern about the way we are collecting or using your personal data, please raise your concern with us in the first instance. Alternatively you can contact the Information Commissioner\u2019s office <span style=\"color: #ff0000;\"><a style=\"color: #ff0000;\" href=\"https:\/\/ico.org.uk\/make-a-complaint\/\" target=\"_blank\" rel=\"noopener\">here<\/a><\/span>.<\/span><\/p>\n<p><span style=\"font-family: georgia, palatino, serif;\"><strong>JC &#8211; June 2018<\/strong><\/span><\/p>\n<p><span style=\"font-family: georgia, palatino, serif;\">Click\u00a0<a href=\"https:\/\/surreyswimming.org\/web\/wp-content\/uploads\/Surrey-County-ASA-privacy-notice-June-2018.pdf\" target=\"_blank\" rel=\"noopener\">here<\/a> for the privacy notice in PDF.<\/span><\/p>\n","protected":false},"excerpt":{"rendered":"<p>Privacy notice update following The General Data Protection Regulation (GDPR), which came into force on 25 May 2018.<\/p>\n","protected":false},"author":6,"featured_media":71,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"_genesis_hide_title":false,"_genesis_hide_breadcrumbs":false,"_genesis_hide_singular_image":false,"_genesis_hide_footer_widgets":false,"_genesis_custom_body_class":"","_genesis_custom_post_class":"","_genesis_layout":"","footnotes":"","_links_to":"","_links_to_target":""},"categories":[13,23],"tags":[],"class_list":{"0":"post-4351","1":"post","2":"type-post","3":"status-publish","4":"format-standard","5":"has-post-thumbnail","7":"category-executive","8":"category-policies","9":"entry"},"_links":{"self":[{"href":"https:\/\/surreyswimming.org\/index.php?rest_route=\/wp\/v2\/posts\/4351","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/surreyswimming.org\/index.php?rest_route=\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/surreyswimming.org\/index.php?rest_route=\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/surreyswimming.org\/index.php?rest_route=\/wp\/v2\/users\/6"}],"replies":[{"embeddable":true,"href":"https:\/\/surreyswimming.org\/index.php?rest_route=%2Fwp%2Fv2%2Fcomments&post=4351"}],"version-history":[{"count":20,"href":"https:\/\/surreyswimming.org\/index.php?rest_route=\/wp\/v2\/posts\/4351\/revisions"}],"predecessor-version":[{"id":11391,"href":"https:\/\/surreyswimming.org\/index.php?rest_route=\/wp\/v2\/posts\/4351\/revisions\/11391"}],"wp:featuredmedia":[{"embeddable":true,"href":"https:\/\/surreyswimming.org\/index.php?rest_route=\/wp\/v2\/media\/71"}],"wp:attachment":[{"href":"https:\/\/surreyswimming.org\/index.php?rest_route=%2Fwp%2Fv2%2Fmedia&parent=4351"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/surreyswimming.org\/index.php?rest_route=%2Fwp%2Fv2%2Fcategories&post=4351"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/surreyswimming.org\/index.php?rest_route=%2Fwp%2Fv2%2Ftags&post=4351"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}