Privacy Policy

Last updated: 23rd June 2026

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Kingston Upon Hull Swimming Club is committed to protecting your privacy and handling your personal information safely, fairly and transparently.

This Privacy Policy explains how we collect, use, store and share personal information when you use our website, contact the club, submit an enquiry, register interest in joining, take part in club activities or interact with us online.

For the purposes of data protection law, KUHSC is the data controller for the personal information we collect and use.

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1. Who we are

Club name: Kingston Upon Hull Swimming Club (KUHSC)
Website: www.kuhsc.co.uk
Contact email: kuhsctrustees@outlook.com
Welfare contact: kuhsc.welfare@gmail.com
Data protection contact: kuhsc.website@gmail.com

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2. What information we collect

Depending on how you interact with us, we may collect and use the following types of personal information:

• Name

• Parent, guardian or carer name

• Swimmer/member name

• Date of birth or age group

• Contact details, including email address and telephone number

• Address or local area, where needed for membership or club administration

• Emergency contact details

• Medical, disability, allergy or accessibility information, where relevant to safe participation

• Swimming ability, squad, attendance or trial information

• Membership, payment or subscription information

• Competition, gala or event information

• Photographs, video footage or social media content

• Website enquiry messages

• Volunteer, coach or committee role information

• Safeguarding, welfare or incident information, where relevant

• Technical information about how you use our website, such as cookies, IP address, browser type and pages visited

We only collect the information we need for the relevant purpose.

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3. How we collect information

We may collect personal information when you:

• Visit our website

• Complete an enquiry, trial, membership or contact form

• Email or message the club

• Register as a swimmer, parent, volunteer, coach or official

• Attend training, galas, events or club activities

• Take part in competitions or club communications

• Raise a welfare, safeguarding, complaint or incident matter

• Consent to photographs or videos being used

• Interact with our social media pages

We may also receive information from Swim England, coaches, volunteers, parents, guardians, gala organisers, schools, venues, local authorities or safeguarding bodies where this is relevant and appropriate.

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4. Why we use your information

We use personal information to:

• Respond to enquiries

• Manage membership, trials, squads and training

• Communicate with swimmers, parents, guardians, volunteers and officials

• Administer galas, events, competitions and club activities

• Keep swimmers safe and support welfare and safeguarding responsibilities

• Maintain attendance, emergency contact and medical information

• Process payments, subscriptions or refunds

• Manage club records, governance, complaints and incident reporting

• Recruit, manage and support volunteers, coaches and committee members

• Share news, updates, achievements and club information

• Maintain and improve our website

• Meet legal, safeguarding, regulatory and insurance obligations

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5. Our lawful basis for using your information

We only use personal information where we have a lawful basis to do so. Depending on the situation, we may rely on:

• Consent – for example, where you agree to receive certain communications or consent to the use of photographs.

• Contract – where we need information to provide membership, training or club services.

• Legal obligation – where we must keep or share information to comply with the law.

• Legitimate interests – where we need to run the club properly, communicate with members, manage records, promote club activity or maintain website security, provided this does not override your rights.

• Vital interests – where information is needed in an emergency to protect someone’s life or safety.

• Safeguarding and public interest grounds – where necessary to protect children, young people or vulnerable individuals.

Where we use special category information, such as health, disability or medical details, we will only do so where we have an appropriate lawful basis and where it is necessary, proportionate and relevant.

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6. Children and young people

As a swimming club, we may collect and use information about children and young people.

We will handle children’s information with particular care. We will only collect information that is needed to support safe participation, membership, training, competitions, welfare, safeguarding and club administration.

Where appropriate, we will communicate with parents or guardians. We will also try to explain privacy information in a clear and understandable way for young members.

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7. Photographs, videos and social media

We may use photographs, videos or swimmer achievements on our website, social media pages, newsletters or promotional materials.

​We will only use images of children and young people in line with club photography, consent, welfare and safeguarding procedures. We will avoid publishing unnecessary personal details alongside images.

You can withdraw consent for future use of photographs or videos at any time by contacting us. Please note that we may not always be able to remove images that have already been printed, shared or published by third parties.

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8. Who we share information with

We may share personal information where necessary with:

• Swim England or relevant aquatic governing bodies

• Coaches, teachers, team managers, welfare officers and authorised volunteers

• Gala organisers, officials and event providers

• Pool operators, venues or facility providers

• Website, email, membership, payment or IT service providers

• Insurance providers, professional advisers or auditors

• DBS or safeguarding organisations, where relevant

• Local authorities, police, social care or other safeguarding bodies, where required

• Other organisations where we are legally required to do so

We do not sell personal information.

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9. Website cookies and analytics

Our website may use cookies or similar technologies to help it work properly, improve user experience, understand visitor behaviour and support website security.

Some cookies may be essential for the website to function. Others, such as analytics or marketing cookies, should only be used where appropriate consent has been obtained.

You can usually manage or disable cookies through your browser settings. Some parts of the website may not work properly if essential cookies are disabled.

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10. How long we keep information

We will only keep personal information for as long as necessary for the purpose it was collected.

Retention periods may vary depending on the type of information.

For example:

• Enquiry information may be kept for a limited period after the enquiry is resolved.

• Membership and attendance records may be kept while someone is a member and for a reasonable period afterwards.

• Financial records may be kept for accounting and legal purposes.

• Welfare, safeguarding or incident records may need to be kept for longer in line with safeguarding guidance, legal requirements or insurance purposes.

• Photograph consent records may be kept for as long as the image is used.

When information is no longer needed, we will delete it securely or anonymise it where appropriate.

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11. How we protect information

We take reasonable steps to protect personal information from loss, misuse, unauthorised access, disclosure, alteration or destruction.

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This may include limiting access to authorised people, using password protection, secure systems, appropriate record keeping and only sharing information where there is a legitimate need to do so.

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12. International transfers

Some of our website, email, cloud, membership or IT providers may store or process information outside the UK.

Where this happens, we will take reasonable steps to ensure appropriate safeguards are in place to protect personal information in line with data protection law.

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13. Your rights

Under data protection law, you may have the right to:

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• Ask for a copy of the personal information we hold about you

• Ask us to correct inaccurate or incomplete information

• Ask us to delete information in certain circumstances

• Ask us to restrict how we use your information

• Object to certain uses of your information

• Withdraw consent, where we rely on consent

• Ask for information to be transferred to another organisation in certain circumstances

• Complain about how we use your information

 

Some rights may not apply in every situation, particularly where we need to keep information for legal, safeguarding, insurance or legitimate club purposes.

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To exercise your rights, please contact us at: kuhsctrustees@outlook.com

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14. Complaints

If you have concerns about how we use your personal information, please contact us first so we can try to resolve the issue.

You also have the right to complain to the Information Commissioner’s Office, which is the UK regulator for data protection.

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15. Changes to this Privacy Policy

We may update this Privacy Policy from time to time. The latest version will be published on our website with the date it was last updated.

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