TASC Privacy Policy

Last updated: June 2026

1. Who we are

Trowbridge Amateur Swimming Club (“TASC”, “we”, “us”) is a community swim club run by volunteers. We are committed to protecting the privacy of all swimmers, parents/guardians, volunteers, and coaches.

We follow UK GDPR, the Data Protection Act 2018, and Swim England’s Wavepower safeguarding policy.

If you have any questions, you can contact us at: 📧 secretary@swimtrowbridge.co.uk

2. What personal data we collect

We only collect information needed to run the club safely and effectively. This includes:

Swimmer name, date of birth, gender
Parent/guardian contact details
Emergency contact information
Medical information relevant to safe training
Membership details (Swim England number, squad, attendance)
Competition entries and results
Payment information (handled securely by GoCardless)
Photos or videos (only with consent)
Communications sent through Swim Club Manager

We do not collect more information than we need.

3. Why we collect your data

We use your information to:

Manage club membership
Register swimmers with Swim England
Organise training sessions and competitions
Keep swimmers safe and meet safeguarding requirements
Communicate with members
Process payments for membership and training fees
Maintain accurate competition records
Respond to emergencies

We do not use your data for marketing outside the club.

4. Who we share your data with

We only share data with trusted organisations that help us run the club. These are:

Swim England – for membership, insurance, and competition entry
Swim Club Manager – for membership management and email communication
HyTek – for gala entries and results
GoCardless – for secure payment processing

These organisations act as data processors and must follow GDPR.

We never sell your data.

5. Children’s data & safeguarding

As a children’s sports club, we take privacy extremely seriously.

We follow Swim England Wavepower, which sets out how children’s personal data must be handled, stored, and protected.

For all swimmers under 18, parent/guardian consent is required for:

Membership
Medical information
Photography/video
Competition entry

Safeguarding records are handled securely and only by authorised Welfare Officers.

6. How long we keep your data

We keep information only for as long as necessary:

Membership data: up to 3 years after leaving the club
Financial records: 6 years (HMRC requirement)
Competition results: kept indefinitely as part of sporting history
Safeguarding records: kept according to Wavepower guidance

After this, data is securely deleted.

7. Your rights

You have the right to:

Access your data
Correct inaccurate information
Request deletion (where legally possible)
Withdraw consent (e.g., for photos)
Ask how your data is used

To make a request, contact us at secretary@swimtrowbridge.co.uk

8. How we protect your data

We use secure systems and follow Swim England and GDPR requirements to keep your information safe. Access is limited to volunteers who need it to run the club.

9. Cookies

Our website may use basic cookies to improve browsing. You can control cookies through your browser settings.

10. Updates to this policy

We may update this policy occasionally. Any changes will be posted on our website.