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Privacy Policy

Rewild Swim Club Ltd (“RWSC”, “we”, “us” or “our”) is committed to protecting your personal information and being transparent about what we do with it, however you interact with us. We are therefore committed to using your personal information in accordance with our responsibilities. As part of this, we are required to provide you with the information in this Privacy Policy under applicable data privacy laws, including the United Kingdom General Data Protection Regulation, the Data Protection Act 2018 and the Privacy and Electronic Communications (EC Directive) Regulations 2003 (the “Data Protection Laws”).

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We won’t do anything with your personal information that you wouldn’t reasonably expect. This Privacy Policy explains how and what we do with your personal information, why we use it and how we store it.

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In this Privacy Policy when we refer to Rewild Swim Club Ltd (‘RWSC’), we are referring to Rewild Swim Club Ltd (a private limited company, company no. 13783332).  

If you have any queries about our Privacy Policy, please contact us by email at sarah@rewildswimclub.com 

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  1. How and when we collect information about you

We may collect and store personal information about you whenever you interact with us. Examples of this include:

  • When you register for an account or become a member via our website at https://www.rewildswimclub.com  (the “Website”).

  • When you sign up for our online newsletter.

  • When you make a booking.

  • When you sign up for one of our events.

  • When you contact us with a query, whether via email, telephone or social media.

  • When you send us a direct message on a social media platform (e.g. Facebook, Twitter, Instagram).

  • When you post or comment on a post on one of our social media groups or pages.

  • If you apply for a job with RWSC.

 

2.  What personal information do we collect?

The types of information that we collect will be determined according to the nature of your interactions with RWSC, as described more fully within section 3 below. The majority of this information will be personal information, such as your name, email address, postal address, telephone number, age, gender, social media account information, bank account details and any other personal information that you may choose to provide. In all cases we will only seek to collect information that we need.

Some of the personal information that we collect may be data that is classified as ‘special category personal data’ under the Data Protection Laws, due to its sensitivity. For instance, RWSC may collect health data from you, specifically in relation to any medical conditions. Special category personal data will only be collected where necessary and where such data is needed for safety reasons. For example, we need to know of any medical conditions you have for events, so that our safety team can provide the correct care for you during an event.

 

3.  Why we collect your personal information, how it is stored and our lawful bases for processing

We use and store your personal information in the following ways and in reliance upon the lawful bases described below, in accordance with the Data Protection Laws:

Direct Marketing

  • When you sign up to our newsletter or for certain events we will collect your email address, following which we will send you the newsletter and information about swimming events that we think you might be interested in. Your email address is stored in a mailing list using the online program, Mailchimp. For more information on how Mailchimp use and store personal information, please see Mailchimp’s privacy policy. You can unsubscribe from our mailing list using the unsubscribe link at the bottom of any email .

  • When you send us a direct message on a social media platform (e.g. Facebook, Twitter or Instagram) we use any personal information provided to respond to your message. On occasion, we may contact you via direct message on a social media platform in order to notify you that you have won a competition, to ask whether we can use a photo you have uploaded to the page or group, or because we are interested in a story you have posted.

  • In accordance with the Data Protection Laws, our lawful basis for processing your personal information in this manner is that:

  1. you have provided your consent to receive direct electronic marketing from RWSC in the form of our newsletter and information on related swimming events, or

  2. the processing is necessary for the purpose of our legitimate interest in keeping RWSC members appraised of our activities.

General Processing Activities

  • When you register for an account via the Website, we will collect personal information including your email address, username, first name, last name, postal address and any other information that you may choose to provide should you contact us in respect of any issues faced in accessing your account.

  • When you enter an event, your personal details are collected and used to pay for your event ticket. These data are stored securely within our Website on the eCommerce platform, Wix.com Ltd. The information collected and stored includes your name, email address, postal address, telephone number and credit/debit card details, and your transaction is processed using Wix Payments. We never have access to your full credit/debit card details when payment is taken in this way. Any additional personal and sensitive personal information provided when signing up for an event (e.g  any medical conditions) is collected by the events manager who is in charge of the event you have registered for, who stores your data in documents that can only be accessed by the events manager and our administrators. Financial transaction data, excluding your credit/debit card details, are held for as long as the law requires for tax or accounting purposes, which may be up to six years from the transaction date.

  • When you make a booking we need to collect your personal details (name, email address, postal address, telephone number) and credit/debit card information, to take payment for your goods and to deliver the goods to you. These personal details are held within our Website on the eCommerce platform, Wix.com Ltd  and transactions are processed using Wix Payments. RWSC never have access to your full credit/debit card details when payment is taken in this way. Financial transaction data, excluding credit/debit card details, is held for as long as the law requires us to for tax or accounting purposes, which may be up to six years from the transaction date.

  • When you contact us with a query of any kind by email (e.g. regarding our newsletter, a booking, an event, our Website or our bookings services) we use the information you have provided to respond to your initial message. We then delete any emails considered to be solved and will not hold any information (emails or email addresses) we deem to be no longer needed.

  • You may interact with us via a page, group or account on a social media platform (e.g. Facebook, Twitter or Instagram). In these cases, your interaction with us is stored on that page, group or account on which it was posted.  Such interactions may involve the processing of personal information such as your name. If you would like any such interactions to be removed please either delete the interaction yourself, send us a message on the platform in question, or email us at sarah@rewildswimclub.com. The personal information stored will be determined by your privacy settings on the social media platform in question.

  • We may use your personal information to record and deal with a complaint, to record a request not to receive further information and for other essential, internal record keeping purposes. Following completion of any such tasks your personal details will be removed from the records.

  • When you use our Website, user details will be collected to enable development of the Website and for usage tracking, which is undertaken by Google Analytics. Further details of this type of data collection can be found in the Cookies section below (Section 11).

  • We may use your personal information to prevent crime and to keep our team and the public safe.

  • We may use your personal information where we reasonably think that there is a risk of serious harm or abuse to you or someone else.

  • We may be required to process your personal information to fulfil a legal, regulatory or tax obligation.

In accordance with the Data Protection Laws, we rely upon the following lawful bases for processing your personal information where carrying out the processing activities described above:

  • you have given your consent to the processing of your personal information for one or more of the specific purposes described above; or

  • the processing is necessary for the performance of a contract to which you and RWSC are party; or

  • the processing is necessary for the purposes of our legitimate interests in operating RWSC, managing RWSC events and/ or ensuring the safety of all participants in RWSC events.

  • In accordance with the Data Protection Laws, where we process your special category personal data our lawful basis for doing so is that you have provided your explicit consent to the processing of your special category personal data for one or more specified purposes as described above, namely to ensure that we are aware of any medical conditions so that we can keep you safe during our events or in your role with RWSC.

 

4.  How long we store your information

Please refer to section 3 above for further information on how long we may store your personal information within specific contexts. In addition, please note that:

  • We will keep any personal information which we have collected for processing financial transactions, excluding your credit/debit card details, for as long as the law requires for tax or accounting purposes (which may be up to six years after a particular transaction).

  • When you unsubscribe from our newsletter your personal information is archived by our mailing list database software, Mailchimp. If you wish to rejoin the mailing list at any point you will need to do this via our website sign up page.

  • In respect of any other personal information, we will retain it for no longer than necessary for the purposes for which it was collected, taking into account guidance issued by the Information Commissioner’s Office.

 

5. When we share your personal information

As described in section 3 above, we may need to share your information with data hosting providers or service providers, such as our website developer, who help us to deliver our services. These providers will only act under our instruction and are subject to universal strict data protection clauses.

We may also share your personal information with selected third parties including:

  • Analytics and search engine providers that assist us in the improvement and optimisation of the Website, as described in section 11 (Cookies) below.

  • If Rewild Swim Club Ltd were to merge with another organisation, or be acquired by another organisation or form a new entity, in which case we may share your personal information with the relevant organisations (including third party purchasers).

We will disclose your personal information to third parties such as courts, regulatory or law enforcement bodies, or our professional advisors if this is permitted by law and is necessary in order to:

  • Comply with any court order or other legal obligation or when data is requested by our regulators or by government agencies or law enforcement agencies.

  • Enforce or apply any agreement to which we are party.

  • Protect the rights, property, or safety of us, our employees, our clients or others.

 

6. Protecting your personal information

We use standard organisational safeguards to ensure that your personal information is secure. We limit access to information on a strictly need-to-know basis and will continue to ensure that our team are aware that such information is only used in accordance with this Privacy Policy.

We undertake at least biennial reviews of those who have access to information that we hold to ensure that your information is only accessible by appropriately trained staff and contractors.

If you use your credit or debit card to buy something or make a booking online, we pass your card details securely using Wix Payments. We never have direct access to your full payment information.

Whilst we take all possible precautions to ensure your personal information is safe, there are always inherent risks in sending information by public networks or using public computers and we cannot 100% guarantee the security of data (including personal information) disclosed or transmitted over public networks.

Where you or we have provided a password enabling you to access parts of our Website or use our services, it is your responsibility to keep this password confidential. Please choose a secure password and do not share it with anyone else.

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7. Your rights to your personal information

You have rights in relation to the personal information we hold about you. These include the right to request access to your personal information, to request that it is erased, that its processing is restricted, or that any inaccurate personal information is rectified. You may also have the right to object to the processing of your personal information, or in some circumstances to obtain a copy of the personal information in machine-readable format. If you wish to exercise these rights, please email sarah@rewildswimclub.com.

When asking for such a procedure, you will need to provide copies of two separate identification documents, such as a passport, driving licence, or utility bill, and any additional information that is relevant to the nature of your contact with us. This information will help us to locate your records. Please send these documents via email to sarah@rewildswimclub.com.

We will respond within one month of receipt of your written request and copies of your identification documents. Where we provide personal information to you (or someone else on your behalf), we will provide it free of charge except in exceptional circumstances.

 

8. External websites and social media platforms

Our Website contains hyperlinks to several of other websites. his Privacy Policy only applies to our Website, so when you follow a link to other websites from ours you should read their own privacy policies. 

This privacy policy only covers the privacy practices of RWSC and how we will use any information collected from our Website, mailing list and social media pages. It does not cover how providers of social media platforms will use your information. You should read the relevant social media site’s privacy policies before adding any content to our social media pages, and use the social media site privacy settings and reporting mechanisms to control the way that your information is handled on that site. 

 

9. Cookies

Cookies are small text files that are placed on your computer by websites that you visit. They are widely used in order to make websites work, or work more efficiently, as well as to provide information to the owners of the site. You can find out more about the use of cookies here. Our Website uses cookies to help provide you with the best possible user experience.

We may use cookies to:

  • identify you when you visit this Website, to keep track of your browsing patterns and build up a demographic profile. Our use of cookies also allows registered users to be presented with a personalised version of the Website, carry out transactions and have access to information about their account.

  • compile visitor statistics such as how many people have visited our Website, what type of technology they are using, how long they spend on the Website and which pages they look at. This information helps us to improve our Website. We use Google Analytics, which informs us, on an anonymous basis, of how people reached this Website (e.g. from a search engine) and whether they have been here before, helping us to develop our services for you.

Our Website, like most websites, includes functionality provided by third parties and we sometimes include content from YouTube or Vimeo, which use cookies. Please consult the relevant privacy notice or cookie notice of YouTube or Vimeo for further information on how they process your cookie data,

You can switch cookies off by adjusting your browser settings to stop it from accepting cookies. Doing this is likely to limit the functionality of ours and a large proportion of the world’s websites as cookies are a standard part of most modern websites. To opt out of being tracked by Google Analytics across all websites visit http://tools.google.com/dlpage/gaoptout.

If the settings on your browser are adjusted to accept cookies we take this, and your continued use of our Website, to mean that you are fine with this. Should you wish to remove or not use cookies from our site you can learn how to do this below, however doing so will likely mean that our site will not work as you would expect.

 

10. How to make a complaint or raise a concern

If you would like more information, have any questions about this Privacy Policy, want to make a formal complaint about our approach to data protection, or raise privacy concerns please contact us by email at sarah@rewildswimclub.com.

If you would like to make a complaint in relation to how we have handled your personal information, please follow our complaints procedure. If you are not happy with the response you receive, then you can raise your concern with the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire. SK9 5AF, or you can submit a complaint via their website. If you are not happy about the handling of your personal information, then we would encourage you to contact us first, so that we can try to resolve matters directly with you.

 

11. Changes to our Privacy Policy

Our Privacy Policy may change from time to time, so please check this page occasionally to see if we have undertaken any updates and that you are happy with them.

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Last updated: 27 December 2021

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