Dumfries ASC is a competitive swimming club, offering Age Group, Masters & Open Water Swimming. Dumfries ASC are affiliated to Scottish Swimming. Dumfries ASC will be a “controller” of the personal information that you provide to us either in this form or through our website, www.dumfriesasc.co.uk unless otherwise stated.
When you register as a member of Dumfries ASC or renew your membership (including if you are registering or renewing on behalf of a child under the age of 16, we will ask you for the following personal information:
When you register as a member of Dumfries ASC or renew your membership (including if you are registering or renewing on behalf of a child under the age of 16, we will ask you for the following personal information:
We need to collect our members’ personal information so that we can manage your membership. We will use our members’ personal information to:
If you do not provide us with all of the personal information that we need to collect then this may affect our ability to offer the above membership services and benefits.
When you book a place with us for and attend a coaching course, competition, event, training course, etc, we need to collect your personal information so that we can honour your booking and to enable you to participate in the course, competition, event, etc. If you do not provide us with all of the personal information that we need to collect then this make affect our ability to book your place.
We also process our members’ personal information in pursuit of our legitimate interests to:
Where we process your personal information in pursuit of our legitimate interests, you have the right to object to us using your personal information for the above purposes. If you wish to object to any of the above processing, please contact us on secretary@dumfriesasc.co.uk If we agree and comply with your objection, this may affect our ability to undertake the tasks above for the benefit of you as a member.
We will need to collect personal information relating 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 your 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 you can volunteer in a regulated role with children and/or vulnerable adults. Where we process your personal information in pursuit of our legitimate interests, you have the right to object to us using your personal information for the above purposes.
If you wish to object to any of the above processing, please contact us on secretary@dumfriesasc.co.uk. If we comply with your objection, this may affect our ability to undertake the tasks above for the benefit of you as a volunteer.
We are under a legal obligation to process certain personal information relating to our members, volunteers, participants, athletes for the purposes of complying with our obligations under: the Protection of Vulnerable Groups (Scotland) Act 2007 to check that our coaches and volunteers are able to undertake regulated work with children and vulnerable adults.
We may ask you if we can process your personal information for additional purposes. Where we do so, we will provide you with an additional privacy notice with information on how we will use your information for these additional purposes.
If your personal information is included in any images or videos taken by us at our competitions and events, we may share this with Scottish Swimming, SASA West District, Local Press, Dumfries ASC Website, Social Media & our Dumfries ASC Notice board for promotional and/or journalistic purposes. If you have any objections to this, please email secretary@dumfriesasc.co.uk
We may be required to share personal information with statutory or regulatory authorities and organisations to comply with statutory obligations. Such organisations include the Health & Safety Executive, Disclosure Scotland, and Police Scotland for the purposes of safeguarding children.
We may also share personal information with our professional and legal advisors for the purposes of taking advice. Dumfries ASC employs third party suppliers to provide services, including transactional services, billing, event entry & membership. These suppliers may process personal information on our behalf as “processors” and are subject to written contractual conditions to only process that personal information under our instructions and protect it.
In the event that we do share personal information with external third parties, we will only share such personal information strictly required for the specific purposes and take reasonable steps to ensure that recipients shall only process the disclosed personal information in accordance with those purposes.
As an affiliated club of Scottish Swimming we are required to ensure that all of our members are members of Scottish Swimming as a condition of our affiliation.
We will share name & membership category with Scottish Swimming who will become a controller of your personal information when they receive it. Scottish Swimming’s privacy notice explains how they use your personal information and can be accessed here:
www.scottishswimming.com/membership/data-protectionWe publish the results of our competitions on our website, www.dumfriesasc.co.uk. This includes competitors’ name and results.
Your personal information is stored on our electronic filing system and our servers based in the UK. This is also the case for our paper files which are kept securely and is accessed by our staff and volunteers for the purposes set out above.
We will only keep your personal information for as long as necessary to provide you with membership services. Unless you ask us not to, we will review and possibly delete your personal information where you have not renewed your membership with us for 6 years.
We will keep certain personal information of members for longer in order to confirm your identity, when you were a member of Dumfries ASC and for how long. We need to do this to comply with the Companies Act 2006, which requires us to keep a register of members or in the event of a claim against Dumfries ASC.
We keep our athletes’ personal information for 6 years with the exception of club records which we keep until records are broken.
You can exercise any of the following rights by writing to us at secretary@dumfriesasc.co.uk. Your rights in relation to your personal information are:
Any requests received by Dumfries ASC will be considered under applicable data protection legislation. If you remain dissatisfied, you have a right to raise a complaint with the Information Commissioner’s Office at www.ico.org.uk
Where you are happy for us to do so, we would like to contact you by email with information about Swimming Disciplines, our latest news and upcoming events / competitions / courses.
You may change your preferences at any time or request that we stop sending you email communications by contacting us at secretary@dumfriesasc.co.uk.
Dumfries ASC’s third-party service provider is currently Active Network - https://activeworks.active.com/