Privacy Policy

Introduction

East Invicta Amateur Swimming Association ("East Invicta ASA", "we", "us", or "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website or participate in our events and activities.

We are registered with the Information Commissioner's Office (ICO) and comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Information We Collect

We may collect the following types of information:

• Personal Identification Information: Name, date of birth, contact details (email address, telephone number)
• Membership Information: Club affiliation, Swim England membership number, competitive times
• Event Registration Data: Entry times, event preferences, emergency contact information
• Medical Information: Medical conditions and special requirements relevant to participation in swimming events (provided voluntarily)
• Photographs and Videos: Images taken at events for promotional purposes

How We Use Your Information

We use the information we collect to:

• Administer swimming competitions and events
• Process event entries and registrations
• Publish results and records
• Communicate with swimmers, coaches, and clubs
• Ensure the safety and welfare of participants
• Comply with Swim England regulations and requirements
• Promote swimming in the East Kent area
• Fulfill our obligations as the governing body for amateur swimming in East Kent

Legal Basis for Processing

We process your personal data under the following legal bases:

• Consent: You have given clear consent for us to process your personal data for specific purposes
• Contract: Processing is necessary for a contract with you (event entries)
• Legal Obligation: Processing is necessary to comply with the law (safeguarding, health and safety)
• Legitimate Interests: Processing is necessary for our legitimate interests in administering swimming competitions

Data Sharing

We may share your information with:

• Swim England: As our governing body, for membership verification and competition management
• Swimming Clubs: Your affiliated club for coordination purposes
• Event Officials: To facilitate the running of competitions
• Results Services: For publication of competition results
• Timekeeping Systems: For recording and processing race times

We do not sell, trade, or otherwise transfer your personal information to outside parties except as described above or where required by law.

Data Retention

We retain your personal data only for as long as necessary to fulfill the purposes for which it was collected, including legal, accounting, or reporting requirements. Competition results and records may be retained indefinitely for historical purposes.

Your Rights

Under UK GDPR, you have the following rights:

• Right of Access: You can request copies of your personal data
• Right to Rectification: You can request correction of inaccurate or incomplete data
• Right to Erasure: You can request deletion of your personal data in certain circumstances
• Right to Restrict Processing: You can request that we limit how we use your data
• Right to Data Portability: You can request transfer of your data to another organization
• Right to Object: You can object to processing of your personal data
• Rights Related to Automated Decision Making: You have rights relating to automated decision making and profiling

Photography and Video

Photographs and videos may be taken at our events for promotional purposes. If you do not wish to be photographed or filmed, please notify event officials. Parents and guardians should be aware that we cannot control images taken by spectators at public events.

Children's Privacy

We take special care with the personal data of children under 16. For swimmers under 16, we require consent from a parent or guardian before collecting personal data. We follow Swim England's Wavepower safeguarding guidelines at all times.

Security

We implement appropriate technical and organizational measures to protect your personal data against unauthorized access, alteration, disclosure, or destruction. However, no internet transmission is completely secure, and we cannot guarantee absolute security.

Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the "Last Updated" date below.

Contact Us

If you have questions about this Privacy Policy, wish to exercise your data protection rights, or have concerns about how we handle your personal data, please contact us:

You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) if you believe we have not handled your personal data properly. Visit ico.org.uk for more information.