This Policy explains what personal information Swimming Events and its group companies (known in this Policy as "we" or "Swimming Events") collect and how we use it. Please read it carefully.
Generally, we collect information about you if you create an account, from your purchase of tickets, event entries, when you email or call us, or from box office purchases operated or administered by us, and when you use our websites, apps and social media. We use that and other information to provide better services, marketing and support to you and our other customers (including by analysing your information to provide you with a personalised experience).
When you, for example, create an account, purchase tickets or event entries, download one of our apps or contact us on the phone, we may ask your consent to use your information for certain purposes. Your choices about how we use information are described here.
Swimming Events is responsible for the processing of your personal information in accordance with the Data Protection Act 2018 and GDPR regulation.
We collect your information in different ways
Directly from you. For example, if you register for a promotion, create an account, enter a competition or free prize draw, download an app or buy tickets, post a comment on our websites, ask us a question or email us.
From third parties. For example, if you choose to use an integrated social media feature on our websites or apps, the third-party social media site will give us certain information about you. This could include your name and email address. Your activities on our sites and apps may be posted to the social media platforms.
Information we may hold about you
We use the following information for the purposes described in this Policy:
We may use your information in the following ways and for the following purposes
If you provide Personal Data in order to obtain access to or use of the Services or any functionality thereof, we will use your Personal Data to provide you with access to or use of the Services or functionality and to analyse your use of such Services or functionality. For instance, if you supply Personal Data relating to your identity or qualifications to use certain portions of the Services, we will use that information to make a decision as to granting you access to use such Services and to assess your ongoing qualification to use such Services.
To provide you with products, services, account information and support. For example, we might use your information to confirm your registration for an event. If you give us your friend's information, we will use it to provide services you request from us. Before you give us a friend's information, please do make sure that you have your friend's permission to share that information with us.
To send you communications in connection with your transaction and events you attend. For example, we might send you emails about your account or a ticket purchase. We might also contact you about this Policy or any of our other policies or terms.
To identify trends and interests. We use your information to get to know what your preferences might be so we can improve our offering to you and so that your experience with us is more relevant and personal. We may combine information we get from you with information about you we get from third parties, including to analyse customer behaviour.
To monitor and improve our products, services, and websites. We analyse your information to improve our understanding of you and our customer base in general. We do this so that we can make better decisions about our services, advertising, products and content, based on a more informed picture of how our customers use our current services, and to provide you with a more customised experience.
For security purposes. We may use your information to protect the security of our company, employees, our customers, third parties and/or our/their property (including any events you may attend and our websites) as permitted by law.
For market research purposes. We may contact you as part of market research we are carrying out. You may choose not to participate.
For marketing purposes. Where you've agreed, you may be contacted by us by email, text message, telephone or other means with information or offers regarding our upcoming events, products or services (including newsletters). We may also send you information or offers on behalf of other businesses or other partners in the Sailfish Systems Limited family, but when we do this, we do not give those businesses your name and address.
As otherwise permitted by law. In limited circumstances, we may also use your information for other purposes where permitted by law.
You have certain choices about how we use your information
When you create an account, purchase tickets or download our apps, we may ask for your consent in order to collect, process or use your personal information for specified purposes.
You understand that if you choose not to give us consents, or if you withdraw consents, you may not be able to take advantage of one or more features we offer.
In addition to contacting us, you can opt in or out in the following ways:
You can opt in or out of receiving marketing communications including newsletters. To stop receiving marketing communications, you can log into your account and change your preference or follow the instructions in any promotional message you get. It may take about ten days to process your request. Don't worry! Even if you opt out of getting marketing messages, we will still be sure to send you transactional messages. For example, we may still contact you about your orders.
How You Can Access, Update, Correct or Delete Your Personal Data.
You can request access to some of your Personal Data being stored by us. You can also ask us to correct, update or delete any inaccurate Personal Data that we process about them.
If you are a registered User, you can exercise these rights by logging in and visiting the My Account page. Both registered and unregistered Users may also exercise these rights by contacting us directly by email.
If a Consumer initiates a data deletion request, Swimming Events is authorised to delete or anonymise Personal Data of the requesting Consumer from the Services even if that means removing its availability to the Organiser through the Services. However, if you are a Consumer, you understand that even if you or Swimming Events deletes or anonymises your Personal Data upon your request or pursuant to this Policy, your Personal Data may still be available in the Organiser's own databases if transmitted to the Organiser prior to Swimming Events receiving or taking action on any deletion or anonymization activity.
You can control and opt out of us using tools on your devices. For example, you can turn off the GPS locator or push notifications by using the settings on your phone.
How Long We Retain Your Personal Data.
We may retain your Personal Data as long as you are registered to use the Services. You may close your account by contacting us. However, we may retain Personal Data for an additional period as is permitted or required under applicable laws. Even if we delete your Personal Data it may persist on backup or archival media for an additional period of time for legal, tax or regulatory reasons or for legitimate and lawful business purposes.
How We Disclose And Transfer Your Personal Data.
We are not in the business of selling your Personal Data. We consider this information to be a vital part of our relationship with you. Therefore, we will not give nor sell your Personal Data to third parties, including third party advertisers. There are, however, certain circumstances in which we may disclose, transfer or share your Personal Data with certain third parties without further notice to you, as set forth below.
Parent Companies, Subsidiaries and Affiliates.
Agents, Consultants and Service Providers.
We may share your Personal Data with our contractors and service providers who process Personal Data on behalf of Swimming Events to perform certain business-related functions. These companies include our marketing agencies, database service providers, backup and disaster recovery service providers, email service providers and others. When we engage another company to perform such functions, we may provide them with information, including Personal Data, in connection with their performance of such functions.
When you purchase tickets to, register for or donate to an event through the event page, we provide the Personal Data entered on the applicable event page to the Organisers of such event or related fundraising page. We are not responsible for the actions of these Organisers with respect to your Personal Data. It is important that you review the applicable policies of the Organisers before providing Personal Data or other information in connection with that event.
Facebook and Other Third Party Connections.
We may disclose your Personal Data if required to do so by law in order to (for example) respond to a subpoena or request from law enforcement, a court or a government agency (including in response to public authorities to meet national security or law enforcement requirements), or in the good faith belief that such action is necessary to (a) comply with a legal obligation, (b) protect or defend our rights, interests or property or that of third parties, (c) prevent or investigate possible wrongdoing in connection with the Services, (d) act in urgent circumstances to protect the personal safety of Users of the Services or the public, or (e) protect against legal liability.
Our sites and apps are not intended for children.
Our sites and apps are meant for adults. We do not knowingly collect personal information from children. If you are a parent or legal guardian and think your child has given us information, you can contact us.
How We Store Your Personal Data
You can deal with us anonymously in certain circumstances
When creating an account we ask you to provide your name, an email addresses and a password. To create an account you do not have to provide us with your real name or an email address that identifies you but if you wish to use that account to buy or sell tickets we will need to know your real name and billing details so we can process your transaction.
If you contact us with a general query you can also do so anonymously but if you wish to discuss your account with us we will ask for information to identify and verify your account.
Personal Data Provided to Others.
We may link to third party sites or services we don't control
The EU General Data Protection Regulation (GDPR)
In May 2018, a new data privacy law known as the EU General Data Protection Regulation (or the "GDPR") becomes effective. The GDPR requires Swimming Events and Organisers using the Service to provide Users with more information about the processing of their Personal Data.
Here is what you need to know:
Legal grounds for processing your Personal Data
The GDPR requires us to tell you about the legal ground we're relying on to process any Personal Data about you. The legal grounds for us processing your Personal Data for the purposes set out above will typically be because:
Personal Data retention
We retain your Personal Data for as long as necessary to provide you with our Services, or for other important purposes such as complying with legal obligations, resolving disputes, and enforcing our agreements.
If you have an account with us, we will typically retain your Personal Data for a period of 90 days after you have requested that your account is closed or if it's been inactive for 7 years.
Data protection law provides you with rights in respect of Personal Data that we hold about you, including the right to request a copy of the Personal Data, request that we rectify, restrict or delete your Personal Data, object to profiling and unsubscribe from marketing communications.
For the most part, you can you can exercise these rights by logging in and visiting the My Account page or changing the "cookie settings" in your browser (see our Cookies Policy for more information). If you can't find what you're looking for in the My Account page, please contact us via email at firstname.lastname@example.org. Please note that requests to exercise data protection rights will be assessed by us on a case-by-case basis. There may be circumstances where we are not legally required to comply with your request because of the laws in your jurisdiction or because of exemptions provided for in data protection legislation.
If you have a complaint about how we handle your Personal Data, please get in touch with us to explain. If you are not happy with how we have attempted to resolve your complaint, you may contact the relevant data protection authority.
Swimming Events as a data controller and a data processor
EU data protection law makes a distinction between organisations that process Personal Data for their own purposes (known as "data controllers") and organisations that process personal data on behalf of other organisations (known as "data processors"). If you have a question or complaint about how your Personal Data is handled, these should always be directed to the relevant data controller since they are the ones with primary responsibility for your Personal Data.
Swimming Events may act as either a data controller or a data processor in respect of your Personal Data, depending on the circumstances.
For example, if you create an account with us to organise your events, Swimming Events will be a data controller in respect of the Personal Data that you provide as part of your account. We will also be a data controller of the Personal Data that we have obtained about the use of the Applications or Swimming Events Properties, which could relate to Organisers or Consumers. We use this to conduct research and analysis to help better understand and serve Users of the Services as well as to improve our platform and provide you with more targeted recommendations about events we think may be of interest to you.
However, if you register for an event as a Consumer, we will process your Personal Data to help administer that event on behalf of the Organiser (for example, sending confirmation, promotional and feedback emails, processing payments, etc.) and to help the Organiser target, and understand the success of, their event and event planning (for example, providing event reports, using analytics to gain insights into the effectiveness of various sales channels, etc.). In these circumstances, Swimming Events merely provides the "tools" for Organisers; Swimming Events does not decide what Personal Data to request on registration forms, nor is it responsible for the continued accuracy any Personal Data provided. Any questions that you may have relating to your Personal Data and your rights under data protection law should therefore be directed to the Organiser as the data controller, not to Swimming Events.
Feel free to contact us if you have any questions, complaints or require a copy of information we hold about you.
If you have any questions or complaints about this Policy or any privacy concerns, or would like to request copies of the information we hold about you, please contact us. Please do not include your credit card number or other financial or sensitive information in your email.
What we will do if there is an update to this policy
From time to time we may change our privacy practices. We will notify you of any changes to this Policy as required by law. We will also post an updated copy on our website. It will have a different date and version number from the one set out below. Please check our site periodically for updates.