As data controllers of member/swimmer, parent, and coach personal information, GDPR requires Swimming Clubs to explain to those individuals how they use that information. This is typically done through a privacy notice, a website privacy policy, just-in-time notices, or a combination of the three.

For the convenience of our customers, we have prepared a summary of the processing that Clubs can carry out specifically through the TeamUnify software and services. The text below is a template that Clubs can adapt and incorporate into their existing privacy policies and/or present to members, parents, and coaches during the account registration process, as most appropriate. However, note that this template notice is not a substitute for a comprehensive privacy notice or policy, as it does not include all the issues that GDPR requires Clubs to explain to individuals whose personal data they collect and use (e.g., third parties they share the data with, retention periods, etc). See detailed guidance on this topic from the UK Information Commissioner's Office (the ICO) here: https://ico.org.uk/for-organisations/.

The types of personal information collected through the TeamUnify platform may vary depending on the software product or services a Club has purchased. For example, Clubs that are not using the payment-processing functionality will not be collecting credit card and other payment data through the TeamUnify platform. Therefore, Swimming Clubs should carefully review and update the below privacy notice before presenting it to individuals. We further encourage you to seek specialist privacy legal advice to ensure your Club meets all transparency and other applicable GDPR requirements.

DRAFT PRIVACY NOTICE—PLEASE REVIEW AND UPDATE FOR YOUR CLUB’S NEEDS

What personal information does Swimming Club collect about you?

Swimming Club collects and/or processes—through the TeamUnify platform—the following personal information about swimmers and their parents/guardians:

  • Athlete/swimmer name, date of birth, gender, sportswear size and other measurements, physician name and contact details, medical information (if relevant and with parental consent), information about club membership and membership in sports bodies and associations, ability group, attendance history, competition results, medical insurance information, emergency contact, physician’s name and contact details, videos, photos, any additional comments, notes or information about an Athlete submitted by any End User.
  • Parent/legal guardian name, date of birth, and contact details, such as address, email, and phone number.
  • Billing information and payment details, such as credit card and purchase history.
  • Videos and photos.
  • Athlete/swimmer meet results.
  • Swim England registration data for athletes/swimmers and the club workforce.
  • Background and criminal record checks results for club workforce, with consent.

How does Swimming Club use swimmer and parent/legal guardian personal information?

A Swimming Club uses this information for the following purposes:

  • To operate the club and allow swimmers and their parents / guardians with [to easily register for and attend swim meets, sign up for jobs, access swim time histories and swimming practice photos and videos, practice management, for event management, communication, billing and collection of fees, and other services they request.]
  • For internal club record keeping.
  • To comply with national and regional sports bodies’ (e.g., Swim England) registration and membership requirements.

Does Swimming Club share your personal information with third parties?

Swimming Club will not share personal information without consent, except:

  • Where it is necessary to share with a service provider, such as TeamUnify or SportsEngine (TeamUnify’s parent company), in order to provide members, their parents, and coaches with services they have requested (e.g., to easily register for and attend swim meets, sign up for jobs, access swim time histories and swimming practice photos and videos); for practice management; event management; communication; billing and collection of fees; and other services they request.
  • Where Swimming Club has a legal obligation to disclose the information (such as responding to a court order), to protect Swimming Club’s legal rights or to prevent fraud or illegal activity.

DRAFT PRIVACY NOTICE—PLEASE REVIEW AND UPDATE FOR YOUR CLUB’S NEEDS

Disclaimer: This Template Privacy Notice does not constitute legal advice and its content is for general information purposes only. The Swimming Club should seek specialist legal advice in relation to the particular subject matter and for their own specific circumstances.

__________
See Also
Complying with the General Data Protection Regulation GDPR