Privacy & Security Policy

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As an organisation driven by providing an honest and transparent service, we are committed to ensuring that your privacy and data security remains paramount.  Here we will explain what data we use, how it is used and your controls and choices surrounding the handling of this data.

Your personally identifiable information is kept secure. Only authorized Directors, employees, agents and contractors (who have agreed to keep information secure and confidential) have access to this information.

Tri Swim Coaching will never sell trade, rent, exchange or otherwise share your personal information with any other person, company or organization.

 

About this Policy

This Policy sets out the essential details relating to your personal data relationship with Tri Swim Coaching. The Policy applies to all services provided to you, by us. For information on our terms and conditions please see ‘Terms of Use’ section.

From time to time, we may develop new or offer additional services. If the introduction of these new or additional services results in any change to the way we collect or process your personal data we will provide you with more information and additional terms or policies. Unless stated otherwise when we introduce these new or additional services, they will be subject to this Policy.

We may approach you regarding services that we feel are relevant to your specific customer account or enquiry or are of legitimate interest.

The aim of this Policy is to:

1. Ensure that you understand what personal data we collect about you, the reasons why we collect and use it, and who we share it with;

2. Explain the way we use the personal data that you share with us in order to give you a great experience

3. Explain your rights and choices in relation to the personal data we collect and process about you and how we will protect your privacy.

 

Your rights and your preferences: Giving you choice and control​

You have the right to ask us to rectify inaccurate data or to complete any incomplete personal data that we hold.

 

You have the right to ask us to erase your personal data without delay where one of the statutory grounds applies, so long as the processing is not necessary. If you request us to erase your personal data, then this means that our business relationship will end as we cannot provide our service without processing your data.

 

You have the right not to be subjected to a decision based solely on automated processing, including profiling. Tri Swim Coaching does not process any personal data in this way.

 

We are confident in the way in which we hold and handle your personal data.  If however you wish to contact us and/or query anything set within this policy or our usage of your data please contact us at info@triswimcoaching.co.uk

 

Following a query, if you are not satisfied with our response, or believe we are processing your data unfairly or unlawfully, you can complain to the Supervisory Authority - Information Commissioner’s Office (ICO), Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF. You can find further information about the ICO and their complaints procedure here: https://ico.org.uk/concerns/

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This notice was last updated on 25 May 2018. We may change this notice by updating this page to reflect changes in the law or our privacy practices. However, we will not use your Personal Data in any new ways without your consent. The most up to date version of the notice can be viewed on our website www.triswimcoaching.co.uk

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How, what and why?

Listed below are examples of how we might collect your data and why;

 

Initial Enquiry – This may be online, telephone or email.  We may request your full name, contact details including address and email and/or any health conditions.  We collect this data to enable us to provide you with an appropriate response.

 

New Customer – As above.  We use this data to keep in touch with you in accordance to enabling us to provide the services that you have agreed to.  We may also request financial information in order to process payments for the agreed services.

 

Any systems and/or software’s that your data is entered into is confirmed to be data protection compliant and we are happy with their privacy policies.

 

Tri Swim Coaching Ltd obtains most of our information through the signing of waivers and completion of Par-Q forms. With your consent we may also obtain personal information about you from third parties. This may include parents, guardian, coaches or whoever is registering you in a program and paying for your registration.  Use of your personal information for any purpose other than those outlined or the release of such information by parties outside of Tri Swim Coaching Ltd or its affiliates will take place if you have given consent.

 

Sensitive Personal Data

It may benefit you to notify us of any health condition or disability you have so that we are aware of these conditions and how they affect you. This will allow us to take any reasonable steps to accommodate specific needs or requirements you have when providing our services to you. This type of information is known under the law as ‘special category information’ (or ‘sensitive personal data’) and we require your explicit consent to process this information.

This data will only be kept as long as it is required for this purpose, or until such time as you notify us you no longer consent to its processing.

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Sharing your personal data​

As part of performing our services, we may share your data with other service providers such as customer Relationship Management System, storage hosts and payment platforms. We only share personal data that enable our Service Providers to provide their associated services and it will always be shared in a secure and appropriate manner.

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To ensure satisfaction of the new Data Protection laws commencing May 2018 we have reviewed all of our supplier / software privacy policies and usage of data to ensure our satisfaction that they adhere to strict processes. We hold records of this documentation should you wish to obtain them.

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We may share personal data with other organisations in the following circumstances:

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• If the law or a public authority says we must share the personal data;

• If we need to share personal data in order to establish, exercise or defend our legal rights (this includes providing personal data to others for the purposes of preventing fraud and reducing credit risk);

• To an organisation we sell or transfer (or enter into negotiations to sell or transfer) any of our businesses or any of our rights or obligations under any agreement we may have with you to. If the transfer or sale goes ahead, the organisation receiving your personal data can use your personal data in the same way as us; or

• To any other successors in title to our business

 

Data retention and deletion

Customer data is held within our controlled systems for 3 months following termination of customer relationship. At which point all data is permanently deleted and any hard copy documents will be returned.

 

Exceptions;

• If there is an unresolved issue relating to your account, such as an outstanding credit on your account or an unresolved claim or dispute we will retain the necessary personal data until the issue is resolved;

• Where we are required to retain the personal data for our legal, tax, audit, and accounting obligations, we will retain the necessary personal data for the period required by applicable law; and/or,

• Where necessary for our legitimate business interests such as fraud prevention or to maintain the security of our users.

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Keeping your data safe

We are committed to protecting our customers personal data. We implement appropriate technical and organisational measures to help protect the security of your personal data; however, please note that no system is ever completely secure. We have implemented various processes and procedures to safeguard against unauthorised access and unnecessary retention of personal data in our systems.

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Children

We are particularly careful when dealing with children’s data and the receipt of consent from both parent (carer) and child.

Any agreements set up for child services with Tri Swim Coaching will be clear and precise and we will ensure that all parties are confident in what they are agreeing to.

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Changes to this Privacy Policy

We may occasionally make changes to this Policy. When we make material changes to this Policy, we’ll provide you with prominent notice as appropriate under the circumstances, e.g., by displaying a prominent notice within our website / documentation or by sending you an email. We may notify you in advance. Please, therefore, make sure you read any such notice carefully.

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How to contact us

Thank you for reading our Privacy Policy. If you have any questions about this Policy, please contact us at info@triswimcoaching.com

 

Securing Your Information
The Tri Swim Coaching Ltd website uses sophisticated security and safeguard measures to protect users' information. One such measure is our use of secure server software (SSL), to ensure that your credit card will be protected against fraudulent use while on our site. 

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Cookie/Tracking Technology
The Site may use cookie and tracking technology depending on the features offered. Cookie and tracking technology are useful for gathering information such as browser type and operating system, tracking the number of visitors to the Site, and understanding how visitors use the Site. Cookies can also help customize the Site for visitors. Personal information cannot be collected via cookies and other tracking technology, however, if you previously provided personally identifiable information, cookies may be tied to such information. Aggregate cookie and tracking information may be shared with third parties such as Google Analytics.