Privacy Policy
Swimming Matters | Last updated: June 2026
Overview
This privacy policy is designed to give you further information on:
- Who we are
- The types of information we collect, process and how we store it
- The security procedures in place to protect your information
- Who we share your information with
- Your rights
- How to make a complaint
- Who you can contact if you have an issue
About Us
Swimming Matters (UK) started in 2009 and our aim is to provide adults with a top notch service to help them get the most from their swimming, whatever their swimming aims might be.
We will only provide this privacy notice to you once, generally at the start of our relationship with you. However, if our privacy notice is updated substantially, we may provide you with details of the updated version. You are encouraged to check back regularly for updates.
Types of Data We Collect and Process
Signing up to be kept up to date with one of our services
For example, signing up to our front crawl technique waiting/mailing list. We collect your name, email address and telephone number so that we can:
- Keep you up to date with any availability
- Share information about our other related services we think you might be interested in — for example, if you sign up to our front crawl technique sessions waiting list, we might send you information about our 1-2-1s which will also help improve your front crawl
This is collected under the legal basis of consent and legitimate interest. Unless you ask us to remove you, we will keep it for 1 year after we last received contact from you. For example, if you signed up to the mailing list on 1st January 2026 and your last contact with us was 1st June 2026, we would delete your data on 1st June 2027.
Joining us as a swimmer
We collect your name, contact details, date of birth, emergency contact details, and anything that might affect your ability to swim (e.g. medical conditions). This is so we can:
- Develop a comprehensive picture of you as a swimmer to help you progress in a safe and appropriate manner
- Keep in touch with you — for example, if we needed to cancel or rearrange a session
- Send you information that will help your learning — for example, a front crawl video
- Send you information about our other services that we think you might find useful
This is processed under the legal basis of contract, consent, and legitimate interest.
The duration for which we retain your personal information will differ depending on the type of information and the reason why it was collected. In some cases, personal information may be retained on a long-term basis — for example, personal information that we need to retain for legal purposes will normally be retained for at least six years in accordance with usual commercial practice and regulatory requirements.
Security
We take your data security very seriously and we employ a variety of technical and organisational measures to keep your personal information safe and to prevent unauthorised access to, or use or disclosure of it.
Unfortunately, no information transmission over the Internet is guaranteed 100% secure, nor is any storage of information always 100% secure, but we do take all appropriate steps to protect the security of your personal information.
In the event of a personal data breach that is likely to result in a risk to your rights and freedoms, we will notify the Information Commissioner’s Office (ICO) within 72 hours of becoming aware of it, as required by law. Where a breach is likely to result in a high risk to you personally, we will also notify you directly without undue delay.
Sub-Contract Processing
Swimming Matters uses the following organisations, who process your personal data in order for us to enhance the level of service we offer to you. All organisations we work with comply with the relevant legislation, including the UK General Data Protection Regulation (UK GDPR), and are monitored and audited regularly.
For statistical analysis of your interactions with Swimming Matters products and services.
Read the Google Privacy Policy
Wellness Living
Operates, hosts and provides the functionality required for our customers to make secure online credit/debit card payments, book sessions, and amend their data.
View the Wellness Living Privacy Policy
Mailchimp
Operates, hosts and provides the functionality enabling Swimming Matters to send marketing and transactional email communications to our swimmers and prospective swimmers.
View the Mailchimp Privacy Policy
Your Rights
The Right to Be Informed
You have the right to be informed about the collection and use of your personal data. This information is communicated via this privacy policy and you will be notified whenever any substantial changes are made to it.
The Right of Access
You have the right to access your personal data and supplementary information. In most cases there is no charge for accessing your personal data. In exceptional circumstances — for example, if a request is manifestly unfounded, vexatious or excessive, or if you request further copies of data we’ve already provided — we may charge a reasonable fee to cover administrative costs.
The Right to Rectification
You have the right to have inaccurate personal data rectified, or completed if it is incomplete.
The Right to Erasure
You have the right to have your personal data erased if, for instance, the personal data we hold for you is no longer necessary for the purpose for which it was originally collected or processed. This is also known as the ‘right to be forgotten’. The right is not absolute and only applies in certain circumstances.
The Right to Restrict Processing
You have the right to request the restriction or suppression of your personal data in order to limit the way that we use it. This is an alternative to requesting erasure. This is not an absolute right and only applies in certain circumstances. You can make a request for restriction verbally or in writing.
The Right to Data Portability
You have the right to receive your personal data in a structured, commonly used and machine-readable format. You also have the right to request that we transmit this data directly to another data controller. This right only applies to data collected by us using automated means.
The Right to Object
You have the right to object to your information being processed based on:
- Legitimate interests or the performance of a task in the public interest (including profiling)
- Direct marketing (including profiling)
- Processing for purposes of scientific/historical research and statistics
Rights in Relation to Automated Decision-Making and Profiling
Swimming Matters does notcarry out automated decision-making on your personal data.
You can read more about your rights at ico.org.uk/for-the-public
How to Make a Complaint
We take complaints about our use of your personal data seriously. If you are unhappy with how we are handling your information, please follow the process below.
Step 1 — Contact us directly. In the first instance, please raise your concern with us so we have the opportunity to put things right.You can contact us using any of the details in the Contact section below — including by phone, email, post, or via our social media channels. We will acknowledge your complaint within 30 days of receiving it. We will keep you informed of progress during our investigation and will provide you with the outcome of your complaint without undue delay
Step 2 — Contact the ICO.If you are not satisfied with our response, or if you do not wish to contact us directly, you have the right to make a complaint to the UK Information Commissioner’s Office (ICO).
ICO website: ico.org.uk/make-a-complaint
ICO helpline:0303 123 1113
Further Information
Marketing
When you fill in a form or provide your details on our website or online services, you may see one or more tick boxes allowing you to opt in to receive marketing communications from us by email or by phone.
If you have agreed that we can use your data for marketing purposes, you can change your mind at any time via one of these methods:
- Through your sign-up email — you can change your opt-in settings
- Send an email to theteam@swimmingmatters.co.uk
- Write to us at: Swimming Matters, C/O Wright Robinson Leisure, Off Falmer Close
Abbey Hey Lane, M18 8RL
We will never lease, distribute or sell your personal data to third parties unless we have your permission, or the law requires us to do so.
External Links
Our website and online services may contain links to other websites, such as commercial partners, regional bodies, advertisers and clubs. Please note that we have no control of websites outside the domain swimmingmatters.co.uk.
If you provide data to a website to which we link, we are not responsible for its protection and privacy. Always be wary when submitting data to websites and read the site’s data protection and privacy statement carefully.
Cookies
What are cookies and how do we use them?
Our website uses cookies, as almost all websites do, to help provide you with the best experience we can. Cookies are small text files that are placed on your computer or mobile phone when you browse websites.
Our cookies help us to:
- Make our website work as you’d expect
- Improve the speed and security of the site
- Allow you to share pages with social networks like Facebook
- Continuously improve our website for you
- Make our marketing more efficient
We do not use cookies to:
- Collect any personally identifiable information without your express permission
- Collect any sensitive information without your express permission
- Pass data to advertising networks
- Pass personally identifiable data to third parties
- Pay sales commissions
Cookie consent and your choices
Under updated UK rules (the Data (Use and Access) Act 2025), some cookies no longer require your explicit consent but you still have the right to opt out easily.
Strictly necessary cookies —these are essential for the website to function and cannot be switched off. No consent is required for these.
Analytics cookies —we use Google Analytics to understand how visitors use our website. Under updated UK rules, these can operate without prior consent, but you have the right to opt out at any time. You can do this via our cookie preferences tool on this website.
Functional and social media cookies —set by third-party services such as YouTube, Wellness Living, Google Maps, Mailchimp, Facebook, Instagram and X (Twitter). These may require your consent depending on their purpose.
You can update your cookie preferences at any time using the cookie settings tool on our website, or by adjusting your browser settings. Please note that disabling certain cookies may affect the functionality of our website and third-party services.
Contact Us
To make a request for your personal information, or if you have any questions, complaints, or would like further information about anything in this privacy notice, please contact:
FAO: Data Protection Compliance Manager, Swimming Matters, C/O Wright Robinson Leisure, Off Falmer Close, Abbey Hey Lane, M18 8RL
Telephone: +44 (0)777 278 2884