About this policy
This policy describes how we use your personal data when you use our website (miniswimming.co.uk) or when we provide goods or services to you, or if you contact us to make an enquiry about our goods and services or about a job opportunity with us. We have provided this policy to ensure that you understand what personal data we may collect and hold about you, what we may use it for and how we keep it safe. You have legal rights to access the personal data that we hold about you and to control how we use it which are also explained.
Who we are and how you can contact us
We are Mini Swimming Franchising Ltd Our registered address is 24 Lexden Road, Colchester, Essex, CO3 3NH.
Please refer to the sections on Your rights to know what personal data we hold and to control how we use it and How to make a complaint for further contact information.
What personal data we collect about you
- Personal data that you provide to us. There are lots of ways in which you may share your personal data with us, for example, you may contact us via the form on our website, post on social media sites that we run, or contact us by email, telephone or in person in connection with goods and/or services that you would like to buy, or have already bought, from us, or to enquire about joining our team. The personal data that you provide to us may include your name, address, email address, phone number, child’s name and date of birth.
What we use your personal data for
We use your personal data in the following ways:
- Personal data that you provide to us is used to:
- Process and respond to any enquiries you make
- Provide you with the information, products and services that you request from us
- Provide you with marketing information in accordance with your marketing preferences (see How we use your personal data for marketing)
- Manage and administer our business
- Review and improve our goods and services
- If you are applying for a job with us, we will use your personal data to access your suitability for the role
- Personal data that we receive from third parties is combined with the personal data that you provide to us and used for the purposes described above.
When we need your consent to use your personal data
Whilst we always want you to be aware of how we are using your personal data, this does not necessarily mean that we are required to ask for your consent before we can use it. In the day to day running of our business we may use your personal data without asking for your consent because:
- We are entering into and carrying out our obligations under a contract with you
- We need to use your personal data for our own legitimate purposes (such as the
administration and management of our business and the improvement of our services) and our doing so will not interfere with your privacy rights.
In exceptional circumstances we may wish to use your personal data for a difference purpose which does require your consent. In these circumstances we will contact you to explain how we wish to use your data and ask for your consent. You are not required to give consent just because we ask for it. If you do give consent you can change your mind and withdraw it at a later date.
Please refer to the section on How we use your personal data for marketing to read about marketing consents.
Personal data you are legally obliged to provide
You are not under a legal obligations to provide us with any of your personal data but please note that if you elect not to provide us with your personal data we may be unable to provide our goods and services to you.
Your rights to know what personal data we hold and to control how we use it
You have a legal right to know what personal data we hold about you – this is called the right of subject access. You can exercise this right by sending us a written request at any time. Please mark your letter “Subject Access Request” and send it to us by post or email using the details in the Who we are and how you can contact us section.
You also have rights to:
- Prevent your personal data being used for marketing purposes (see How we use your personal data for marketing for further details)
- Have inaccurate personal data corrected, blocked or erased
- Object to decisions being made about you by automated means or to your personal data being used for profiling purposes
- Object to our using your personal data in ways that are likely to cause damage or distress
- Restrict our use of your personal data
- Require that we delete your personal data
- Require that we provide you, or anyone that you nominate, with a copy of any personal data
you have given us in a structured electronic form such as a CSV file.
You can find full details of your personal data rights on the Information Commissioner’s Office website at http://www.ico.org.uk
Automated decision making and profiling
We do not make use of automated decision making or profiling
When we will share your personal data with others
We do not share your personal data with others except on a one-off basis, for example, if:
- We sell or buy any business or assets (including our own), in which case we will disclose your personal data to the prospective seller or buyer of such business or assets
How we keep your personal data safe
We take every care to ensure that your personal data is kept secure. The security measures we take include:
- Only storing your personal data on our secure servers
- Keeping paper records to a minimum and ensuring that those we do have are stored in locked filing cabinets on our office premises
- Maintaining up to date firewalls and anti-virus software to minimise the risk of unauthorised access to our systems.
- Enforcing a strict policy on the use of mobile devices and our of office working
Unfortunately, sending information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of personal data sent on our website; you send us personal data at your own risk. Once we have received your personal data, we will use struct procedures and security features (some of which are described above) to try and prevent unauthorised access.
How we use your personal data for marketing
We will add your details to our marketing database if:
- You make an enquiry about our goods or services
- You buy our goods or services
- You have told a third party that you would like them to pass us your contact details so that we can send updates about our goods or services
We may send you marketing communications by email, telephone, automated calls, text message, post.
You can ask us to only send you marketing communications by particular methods (for example, you may be happy to receive emails from us but not telephone calls), about specific subjects (for example photo shoots or you may ask us not to send you any marketing communications at all.
You can check and update your current marketing preferences at any time by calling or emailing us using the details set out in the Who we are and how you can contact us section above.
We never share your personal data with third parties for marketing purposes
How long we keep your personal data
We only keep your personal data for as long as we actually need it. In practice this means that we will keep:
- Your name, address, telephone number and email address. Your child’s name, date of birth and any medical information for the duration that you swim with us/are on the waiting list and up to 24 months after you have stopped swimming/left the waiting list.
- Your name, address, telephone number and email address. Your child’s name, date of birth and any medical information that you supplied during your enquiry for up to 12 months after your enquiry was made if you do not then begin swimming with us or join the waiting list.
- A record of classes attended and skill levels attained during that time for up to 24 months after you have stopped swimming/left the waiting list.
Please note that we may anonymise your personal data or use it for statistical purposes. We keep anonymised and statistical data indefinitely but we take care to ensure that such data can no longer identify or be connected to any individual.
How to make a complaint
If you are unhappy with the way we have used your personal data please contact us to discuss this using the contact details set out in the Who we are and how you can contact us section above.
You are also entitled to make a complaint to the Information Commissioner’s Office which you can do by visiting http://www.ico.org.uk. Whilst you are not required to do so, we encourage you to contact us
directly to discuss any concerns that you may have and to allow us an opportunity to address these before you contact the Information Commissioner’s Office.
How we keep this policy up to date
We will review and update this policy from time to time. This may be to reflect a change in the goods or services we offer or to our internal procedures or it may be to reflect a change in the law.
The easiest way to check for updates is by looking for the latest version of this policy on our website (http://www.miniswimming.co.uk) or you can contact us (see Who we are and how to contact us) to ask us to send you the latest version of our policy.
Each time we update our policy we will update the policy version number shown at the end of the policy and the date on which that version of the policy came into force.
This is policy version 1 which came into force on 23rd of May 2018.