We are committed to protecting your personal information. This section explains how we collect, use, and protect your data and your rights regarding it in compliance with UK data protection laws, including UK GDPR (General Data Protection Regulation).

1. Data We Collect and How We Use It

We collect personal information about you for a variety of reasons related to your participation in the club. This includes:

• Personal contact details, Such as your name, address, email, and phone number.
• Emergency contact information: In case we need to get in touch quickly due to an emergency.
• Medical conditions and medication: To ensure your health and safety during training and events.
• Performance and training data: To track your progress and event participation.

We use your information to:

• Maintain your club records.
• Respond to any enquiries you make.
• Administer events in which you participate.
• Create a profile to track your progress and understand your training requirements.
• Contact you about upcoming swimming and social events.
• Handle any incidents that may arise.

2. Recording Images

We may take images during events or training sessions to assist with coaching, education, and swimming analysis. These images help coaches develop swimming plans for you and other members. We may also use images for publicity purposes, such as in:

• Newspapers and broadcast media
• Online platforms, including the Blackpool Polar Bears website
• Social media channels such as facebook and instagram. 

As part of your membership application, you will be able to complete a consent or refusal form regarding the use of your images. If you'd like to change your preferences, feel free to contact us anytime.  When you participate in events, external organisers or third parties may also take images, over which we have no formal control; and they may request individual consent confirmations.

3. Keeping Your Records Confidential

Everyone involved in the club has a legal duty to keep your information confidential. You can only share your personal information when necessary to support your training or event participation. We will not disclose your information to third parties without your explicit consent unless:

• There are exceptional circumstances, such as risks to your health and safety.
• We are legally required to share the information.

All individuals and organisations we share information with are legally obligated to keep your data confidential.

4. Data Retention Policy

We retain your personal information for as long as necessary to fulfil the purposes for which it was collected or as required by law. After your membership ends, we will securely delete or anonymise your data. However, we may need to retain some information for legal or administrative purposes.

5. Data Sharing with Third Parties

Sometimes, we may need to share your data with trusted third parties, such as event organisers, governing bodies (e.g., Special Olympics Great Britain), or insurers. We only share the information you need, which is always in line with your consent. We will notify you if your data is shared with third parties outside of these groups.

6. Data Breach Procedure

In a data breach, Blackpool Polar Bears will take immediate steps to mitigate the impact. If the breach risks your rights or freedoms, we will inform you immediately and report the incident to the Information Commissioner’s Office (ICO) within 72 hours, if required. We will keep you informed of the actions taken to resolve the breach.

7. Legal Rights of Members

You have the following rights about your data under UK data protection law:

• Right to Access: You can request access to the personal data we hold about you.
• Right to Rectification: You can ask us to correct any inaccuracies in your data.
• Right to Erasure: You can request that we delete your data under certain circumstances.
• Right to Restrict Processing: You can request that we limit the use of your data in certain situations.
• Right to Object: You have the right to object to processing your personal data, including for marketing purposes.

To exercise any of these rights, please get in touch with the Secretary.

8. Consent and Withdrawal of Consent

We require your consent to process certain types of personal data, such as images used for publicity purposes. Please feel free to withdraw your consent at any time by contacting us. Withdrawing consent will not affect the lawfulness of any data processing that has already occurred based on prior consent.

9. Cookies and Online Data Collection

Our website may use cookies to improve your browsing experience and collect information on how the site is used. You can control your cookie preferences through your browser settings.

10. Complaints Procedure

You can raise a complaint if you believe we need to handle your data by the law. Please get in touch with the Secretary in the first instance. If dissatisfied with our response, you may also escalate the matter to the Information Commissioner’s Office (ICO).

11. How to Access Your Records

Under the Data Protection Act 1998 (DPA) and the UK General Data Protection Regulation (GDPR), you have the right to know what information is held about you, whether in electronic or paper form. This "right of subject access" applies to your club records. If you would like to access your records, please get in touch with the Secretary. You are also entitled to receive a copy of your data upon request.

Contact Us

If you have any questions or concerns about how we handle your data, or if you wish to exercise any of your legal rights, please get in touch with us:

Email: Polar Bears 
Phone: 07948 208765
Address: Blackpool Polar Bears, 7 Granville Road, Blackpool, FY1 3NP