Data Privacy Notice – Bovey Tracey Swimming Pool Association (BTSPA)
1. Who we are
Bovey Tracey Swimming Pool Association (BTSPA) is a registered charity that operates Bovey Tracey Swimming Pool and associated activities including swimming sessions, swimming clubs, lifesaving clubs, training courses, and community events.
BTSPA is the data controller for the personal data that we collect and process.
This means we decide how your personal data is used and protected.
2. What personal data we collect
We may collect and process the following information (note this list is not exhaustive):
Participants and members
- Name
- Date of birth
- Contact details (email, phone, address)
- Emergency contact information
- Medical or health information relevant to safety
- Swimming ability / training records
- RLSS UK (or equivalent) training or qualification information
- Attendance records
Parents or guardians
- Name
- Contact details
- Emergency contact details
Staff and volunteers
- Contact details
- Role information
- DBS information where required
- Training and qualification records
- Attendance records
Bookings and payments
- Booking details for sessions or courses
- Payment information processed via third-party booking systems
3. How we use your personal data
We process personal data in order to:
- Comply with legal obligations
- Manage bookings and attendance
- Manage swimming sessions, clubs (including lifesaving and swim school), lessons, and courses
- Communicate important information about sessions and activities
- Manage staff and volunteers
- Manage safeguarding and DBS checks
- Ensure safety of participants
- Maintain charity records and accounts
- Administer lifesaving and lifeguard training
- Maintain training and qualification records
4. Legal basis for processing
We process personal data under the following lawful bases:
Contract
Where data is necessary to provide swimming sessions, clubs (such as lifesaving and swimming school), lessons, courses, or training.
Legitimate interests
To operate the swimming pool safely and manage activities.
Legal obligation
Where we must process data for safeguarding, health and safety, or employment purposes.
Consent
For communications such as newsletters, marketing, or optional photography.
5. Sharing your data
We will treat your personal data as confidential.
We may share your data with:
- Royal Life Saving Society UK (RLSS UK) for training certification and qualification records (for vocational qualifications and lifesaving activity)
- Disclosure and Barring Service (DBS) for safeguarding checks
- Payment or booking providers used by the charity
- Regulatory authorities where required by law
We only share the minimum data necessary.
6. Children’s data
Many of our activities involve children.
Where participants are under 18:
- personal data is normally provided by parents or guardians
- emergency contact and medical information may be collected for safety purposes
We take particular care to protect children’s personal data.
7. How long we keep your data
We retain personal data only as long as necessary.
Typical retention periods include:
Booking records
In line with best practice.
Swimming club and lifesaving participation records
In line with best practice.
Training and qualification records
In line with best practice.
Safeguarding or incident records
In line with safeguarding guidance.
Financial records
In line with accounting requirements.
8. How we store and protect data
Personal data may be stored using:
- secure email accounts
- cloud storage
- booking and membership systems
- limited records held by authorised volunteers
Access to personal data is restricted to volunteers or staff who require it to perform their role.
We take reasonable technical and organisational measures to protect personal data from unauthorised access, loss, or misuse. When an individual is no longer appropriate to hold the data, they will be requested to return or transfer the data to the BTSPA as the data controller and to delete any additional copies or remove any access they hold.
9. Your rights
Under UK GDPR you have the right to:
- access your personal data
- request correction of inaccurate data
- request deletion of data where appropriate
- restrict or object to processing
- request transfer of your data
- withdraw consent where consent is the basis for processing
You also have the right to complain to the Information Commissioner’s Office.
10. Changes to this notice
This privacy notice may be updated from time to time.
The latest version will always be available through the pool or on our website.
11. Contact details
For questions about this policy or to make a data request please contact:
Bovey Tracey Swimming Pool Association
Email: boveypool@gmail.com
You can also contact the Information Commissioner’s Office: