Effective Date: 11th July 2025
1. Introduction
KC Swim Academy Ltd (“we”, “us”, or “our”) is committed to protecting the privacy and security of personal information. This Privacy Policy outlines how we collect, use, store, and safeguard your and your child’s personal data in compliance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
2. Who We Are
KC Swim Academy Ltd
118 Main Rd, Romford, Essex, RM2 5HS
07841517788
info@kcswimacademy.co.uk
www.kcswimacademy.co.uk
Data Controller: Nicola Miles
We are dedicated to providing high-quality swimming lessons for children and ensuring their safety and well-being. As part of this, we collect and process personal data about children and their parents or guardians.
3. What Information We Collect
We may collect the following types of personal information:
Child’s Details:
Full name
Date of birth
Gender
Medical information (e.g., allergies, medical conditions, physical limitations)
Emergency contact information
Parent/Guardian’s Details:
Full name
Contact details (phone number, email address, address)
Relationship to child
Payment Information:
Payment method and transaction details (processed securely via third-party payment providers)
Photographs and Videos: (Only with prior consent for promotional or educational purposes)
4. How We Use Your Data
We use the personal data collected for the following purposes:
To register your child for swimming lessons and manage your account
To communicate with you regarding bookings, changes, and updates about lessons
To ensure your child’s safety and well-being (e.g., medical conditions, emergency contacts)
To handle payments and billing securely
To share relevant promotional materials or updates (with parental consent)
To comply with safeguarding, health, and safety regulations
5. Legal Basis for Processing
We process personal data under the following lawful bases:
Consent: We obtain explicit consent from parents/guardians for processing sensitive data such as medical conditions, photographs, and videos.
Contract: Processing is necessary for the performance of a contract (e.g., booking swimming lessons).
Legal Obligation: To comply with health and safety laws, safeguarding regulations, and other legal requirements.
Vital Interests: In case of emergencies or safeguarding concerns, we may process data to protect your child’s health and safety.
Legitimate Interests: For purposes like customer communication or processing payments, ensuring these interests do not override your child’s data protection rights.
6. Sharing Your Data
We will not share your data with third parties except in the following circumstances:
With qualified staff and instructors: for the purpose of teaching and looking after your child.
With third-party payment processors: for handling payments securely (e.g., Stripe, PayPal).
With medical professionals: in the event of an emergency.
With regulatory or law enforcement authorities: if required by law.
With service providers: (e.g., email or communication platforms) who assist in running our business and who are bound by confidentiality agreements.
7. Data Security and Storage
We take appropriate technical and organizational measures to safeguard your and your child’s personal data. This includes secure online systems and access restrictions to ensure data is only accessible by authorised personnel.
We retain personal data for as long as necessary to fulfil the purposes set out in this policy, or as required by law. If the data is no longer required, it will be securely deleted.
8. Your Rights
As a parent or guardian, you have the following rights regarding your child’s personal data:
Right to Access: You may request access to the personal data we hold about your child.
Right to Rectification: You can ask us to correct any inaccurate or incomplete data.
Right to Erasure (“Right to be Forgotten”): You may request us to delete your child’s data if we no longer need it.
Right to Restrict Processing: You can request we limit how we process your child’s data in certain circumstances.
Right to Object: You can object to our processing of your child’s data, including for marketing purposes.
Right to Withdraw Consent: You can withdraw any consent you’ve given us, such as consent for photographs or videos.
If you would like to exercise any of these rights, please contact us at [Insert contact email].
9. Cookies and Website Data
Our website may use cookies to improve user experience and functionality. Cookies are small files stored on your device that help us track your activity on our website. For more information, please refer to our [Cookie Policy].
10. Consent for Children
We may collect information about children under 16 years old. In such cases, we require consent from a parent or guardian before collecting sensitive personal information, such as medical details, photographs, or videos. We will ask for this consent during the registration process.
11. Photographs and Videos
We may take photographs or videos during swimming lessons for the purpose of marketing, promotional materials, or educational content. We will only do this with your explicit consent. If you do not wish for your child’s image to be used, please let us know when signing up, or contact us at any time to withdraw consent.
12. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, technologies, or the law. Any updates will be posted on our website, and where appropriate, we will notify you by email.
13. Contact Us
If you have any questions or concerns about how we process your child’s personal data, or if you would like to exercise any of your rights under the UK GDPR, please contact us:
[Privacy Officer Name or Data Protection Contact]
Email: [Insert]
Phone: [Insert]
You also have the right to lodge a complaint with the UK Information Commissioner’s Office (ICO):
Website: https://ico.org.uk