What we need – what information we collect about you/our members
Forfar Amateur Swimming Club, will be a “controller” of the personal information that you/our members provide to the club.
When you become a new member or renew membership (including if you are the parent(s) registering or renewing on behalf of a child under the age of 18), we will ask you/our members for the following personal information:
FASC membership application form
Contact details - name, address, date of birth, gender, email address (for children under the age of 18 the email address is that of the parent), doctor/gps contact details (necessary for emergency use only).
Membership criteria – swimming / non-swimming member/ coach or other poolside helper or volunteer / parent
Nominated club details – name of 1st and 2nd club, sasa membership number
FASC desk duty rota form
Contact details – name of member/swimmer(s); name of person nominated for desk duty, telephone number(s) and email address for person undertaking desk duty. Details of communicating desk duty eg facebook/email. Details of when you/your child/children swim and times person nominated for desk duty prefers to be included on the desk duty rota.
Emergency contact details form
Names and dates of birth for member/swimmers, emergency contact details – name, address, telephone numbers, email address, relationship to member/swimmer. Contact details for doctor/gp – name, telephone number.
FASC code of conduct form
Name of member/swimmer.
Mobile phone policy form
Name and signature of member/swimmer and/or parents name and signature if required, relevant mobile phone number.
Confidential information form – (equalities information)
Name of member/swimmer, date of birth, details of any health and/or disabilities including allergies, learning/behavioural issues.
Why we need your personal information – contractual purposes
FASC need to collect your/our members’ personal information so that we can manage club memberships. We will use your/members’ personal information as noted above, and to:
- Provide all members with insurance (via scottish amateur swimming association), pvg checks where necessary, administer your membership to the club, send your membership and committee information by post or email as preferred including, but not limited to membership renewals and information on membership changes/ benefits.
If you do not provide the club with all of the information requested this may affect the information/club support offered to you.
Club volunteers may require to provide additional information when being booked on cpd courses and other training events and the information held on record may be shared with third parties including training providers and other clubs hosting events/training.
If you/member volunteers do not provide all of the personal information requested this may affect the clubs’ ability to book you/member volunteers on events.
Why we need your personal information – legitimate
FASC will also process members’ personal information in connection with our legitimate interests to:
- Promote and encourage participation in swimming galas and other aquatic events by sending members’ communications and booking information for upcoming competitions and events. Our competitions and events may be filmed or photographed and members personal information used in images captured from competitions and events which the club uses for promotional, education and development purposes).
- Accepting and managing entries for competitions and events to ensure members are entered into the correct categories.
- Inform and invite members to upcoming courses, renewal requirements, mandatory training and pvg/child protection requirements.
- Respond and communicate with you regarding your questions, comments, support needs or complaints, concerns or allegations in relation to FASC members.
If we agree and comply with your objection, this may affect you’re the clubs’ ability to undertake the tasks above for the benefit of your membership.
- PVG – protection of vulnerable groups
As required, we will need to collect personal information in relation to criminal convictions or alleged commission of criminal offences where you are required to complete a PVG check under the Protection of Vulnerable Groups (Scotland) act 2007. This information will include your PVG certificate number, PVG membership number, date of issue and any relevant information in relation to your membership of the PVG scheme.
If an individuals’ PVG certificate is not clear, we will have a legitimate interest to collect references and any other applicable information to allow us to consider whether or not that individual can volunteer in a regulated role with children or vulnerable adults.
Who we share your personal information with
FASC will share your personal information with coaches and club officials as required, other swimming clubs as required for participation in and at swimming galas and events. This privacy notice applies to FASC’s own website only. Should you link to other websites (via the FASC website) you should read the relevant privacy notice of any linked pages, as this will differ to our clubs.
Club competition results and promotional ‘news’ is publicised on the clubs’ website this includes names, ages and results/prize winners and club achievers.
Keeping your information accurate & how we protect your personal information
If you believe that any of your personal information is inaccurate or incomplete, you have a right to request that we correct or complete your personal information.
If you wish your information to be deleted this can only be actioned if you or your child/children no longer wish to be members.
Your personal information will not be transferred outwith the eu unless there are appropriate safeguards in place as set out in the general data protection regulations.
How long we keep your personal information
FASC will only keep your personal information for as long as necessary to provide you with member services. This is likely to be for the period you remain a member of FASC. Should you leave FASC as a member your details will be deleted after six months.
How to contact us