This notice explains why information is collected about you and the ways in which this may be used by Blackpool Polar Bears.

Records are kept about your personal contact details, emergency numbers and notes on medical conditions and medication to ensure your health and safety. We also keep information on your performance, training and participation at events.

We use information about you to:

  • Maintain your club records
  • Respond to any enquiries you make
  • Administer events in which you participate
  • Create an individual profile for you so we (and you) can see your progress and understand your training requirements
  • Contact you about swimming and social events
  • Deal with any incidents

Recording images

We may take images at events in which you participate. We may also take images during your training period to assist the coach in education training and swimming analysis that will help swimming plans for you and others in the club. Images may be used for publicity in newspapers, broadcast media and online including the Blackpool Polar Bears website. Blackpool Polar Bears may enter its swimmers into events where images of members may be recorded by the event organiser and/or external third parties. We have no control over these images. A consent or refusal form will have been completed by you/your primary carer as part of the membership application form.

How we keep your records confidential.

Everyone working for the club has a legal duty to keep information about you confidential. We may need to share some information about you so we can all work together for your benefit. We will only ever use or pass on information about you if others involved in your training or events have a genuine need for it. We will not disclose your information to third parties without your permission unless there are exceptional circumstances, such as when your or others health or safety is at risk or where the law requires information to be passed on. Anyone who receives information from us is also under a legal duty to keep it confidential.

How to access your own records

The Data Protection Act 1998, allows you to find out what information is held about you either on computer or in hard copy. This is known as the "right of subject access". It applies to your club records. If you want to see your records, you should make a request to the Secretary. You are entitled to receive a copy.