as of
13th December 2024
Who is responsible for your data
The Swim-Meet website ("Site") is owned and operated by Pelican Computing (referred to as "Swim-Meet.com" herein).
Swim-Meet.com has created this Privacy Policy in order to disclose its use of data collected about you.
We are the data controller of the data we collect from you (the Swim Club). It is our responsibility to control the way your personal data is collected and the purposes for which your personal data is used.
We also act as the data processor for the data that you (the Swim Club) collect from officials, volunteers, club contacts, coaches, swimmers when using the site.
Each Swim Club is the data controller for the subset of the data stored in Swim-Meet's systems that relates to their meets.
This Privacy Policy is effective as of 13th December 2024. Any questions regarding this policy should be directed by email to admin@Swim-Meet.com.
How we use your personal data
The purpose of this site is to provide software to assist in the runnning of Swim Meets.
- Official coordinators and referees can organise officials for their swim meets and or training sessions.
- Volunteer coordinators can organise volunteers for their swim meets.
- Coaches and key club contacts can withdraw their swimmers from swim meets and the swim meet host club can process those withdrawals.
- Swimmers can enter swim meets and the swim meet host club can process those entries.
A swim officials coordinator, volunteer coordinator, referee or meet promotor (all known as an administrator) can be added to our site when they request to use the site for their club for their meets or are added by another administrator at their club.
A swim official or volunteer can be added to our site when they register their availability for a meet or an administrator adds them. Their information is only available to the administrators of the meets they register for.
A swim coach or club contact may be added to our site when an administrator from the swim meet host club adds them to withdraw their swimmers or they are added by another contact at their club to withdraw their swimmers. Their information is only available to their club and the club hosting the meet.
The swimmers at a meet may be added to our site by a swim club hosting a meet so they can be withdrawn. Their information is only available to their own club and the club hosting the meet.
Swimmers may add themselves when they wish to enter a swim meet. Their information is only available to the club hosting the meet.
| Person |
Their data |
How is it collected? |
Legal basis for processing |
What we do with it |
Where is it stored? |
| Administrator
|
Email address
|
At sign up and In App
|
Legitimate interest and with your consent.
|
- To create a secure log-in to access your account.
- To send an email when an official/volunteer signs-up.
- So that officials/volunteers may contact you regarding your meet.
- To provide support and answer questions via email.
|
The data is hosted by https://www.123-reg.co.uk/. |
| Name, Club |
At sign up and In App |
Legitimate interest |
- So that the official/volunteer knows who is the contact for your meets
|
| IP and browser information |
Via usage |
|
|
| Official/Volunteer
|
Registration number with their National Swimming Body (e.g. their Swim England Number)
|
At sign up and In App or entered by the administrator.
|
Legitimate interest and with your consent.
|
- To identify you with the National Swimming body.
|
| Email address
|
At sign up and In App or entered by the administrator.
|
Legitimate interest and with your consent.
|
- To email you a confirmation of your sign-up
- So that the coordinator of the meet you register for or adds you can contact you.
|
| Mobile (optional) |
At sign up and In App or entered by the administrator |
Legitimate interest |
- An extra way for the administrator to contact the official/volunteer.
|
| Name, Club |
At sign up and In App or entered by the administrator |
Legitimate interest |
- So that the administrator knows who you are
|
| Qualifications, DBS, Safeguarding expiry dates |
At sign up and In App or entered by the administrator |
Legitimate interest |
- So that the administrator knows which jobs you may be assigned
|
| Polo shirt size, dietary requirements, car registration number, accommodation requests, linked swimmer name(s). |
At sign up and In App or entered by the administrator |
Legitimate interest |
- Required by the administrator to provide polo shirt, lunch, subsidised/free parking, accommodation, to support future voluntary incentives.
|
| Address details and DoB (optional) |
At sign up and In App or entered by the administrator |
Legitimate interest |
- Only required for some training courses to pass on to Swim England, Scottish Swimming or Swim Wales as required for the course.
|
| IP and browser information |
Via usage |
|
|
| Coach / Club contact for withdrawals
|
Email address
|
In App or entered by the administrator.
|
Legitimate interest.
|
- To email you your secure swimmer withdrawal link and confirmation of your swimmer withdrawals.
|
| Swimmer for withdrawals
|
Swimmer name, club, age group, gender, swim events entered, best swim times.
|
By the administrator.
|
Legitimate interest.
|
- So your club can withdraw you from swim events.
|
| Swim events withdrawn and refund request.
|
In App or entered by the administrator.
|
Legitimate interest.
|
- To track withdrawals and refunds.
|
| Swimmer for entries
|
Swimmer name, club, date of birth (required by HyTek swim software to enter the correct results age group), gender (for results), swim events, best swim times, contact details, payment details.
|
At sign up by the swimmer.
|
Legitimate interest and with your consent.
|
- So you can be entered into swim events and be contacted regarding your entry.
|
| IP and browser information |
Via usage |
|
|
Swim-Meet processes data directly or where it is part of a contractual agreement (as a data processor) or where it is in Swim-Meet's legitimate interest to do so. This includes:
- storing, retrieving and recovering data on request
- responding to Helpdesk enquiries
- fault reporting
- investigating use or misuse of its products
Who we share your data with and why
We do not display your contact information publicly on our site or disclose it to third parties except to a sub-processor (see below) or when the disclosure is necessary for the purpose for which the information was obtained
(e.g. as a swim official the information you provide to the organiser of the meet may be passed to Swim England, Scottish Swimming or Swim Wales to meet the swim meet regulations).
To provide our service we use a sub-processor (listed below). We make sure they adhere to the same standards of data protection that we do. Personal data is never sold to third parties.
| Sub-processor |
Why |
| Postmark (https://postmarkapp.com) | Postmark can be used to send our emails - any notifications / confirmations from Swim-Meet. |
| QuickChart (https://quickchart.io) | QuickChart is used to produce QR codes for clubs to withdraw their swimmers. |
Administrators can choose to register using their Google account. This information is collected by Google and is provided to us under the terms of Google's privacy policy.
Cookies
A cookie is a string of information that a website stores on a visitor's computer, and that the visitor's browser provides to the website each time the visitor returns. Swim-Meet uses cookies to help Swim-Meet identify and track visitors, their usage of the Swim-Meet website, their website access preferences and to facilitate logged in sessions. Swim-Meet visitors who do not wish to have cookies placed on their computers should set their browsers to refuse cookies before using the Swim-Meet website, with the drawback that certain features of Swim-Meet website may not function properly without the aid of cookies.
Security
Swim-Meet.com uses industry-standard technologies to help ensure its security. Passwords are encrypted, the data is transmitted using https.
We will report any breach of Personal Data, and do so as fast as we can; we aim to let people know within 48 hours.
How long we hold your data
We keep your data only for as long as we need it. How long we need data depends on what we are using it for, whether that is to provide services to you, for our own legitimate interests (described above) or so that we can comply with the law. We will actively review the information we hold and when there is no longer a customer, legal or business need for us to hold it, we will either delete it securely or in some cases anonymise it.
Your rights
You are entitled to see copies of all personal data held by us and to amend, correct or delete such data. You can also limit, restrict or object to the processing of your data.
If you gave us your consent to use your data you can withdraw your consent.
You can object to our use of your data where we rely on our legitimate interests to do so. We explained the legitimate interests we rely under the heading ‘How we use your personal data’.
To raise any objections or to exercise any of your rights, you can send an email to us at admin@Swim-Meet.com. We may also ask you to verify your identity before we provide any information to you.
If Swim-Meet decides to change this privacy policy, the changes will be posted on this page.
Concerns or complaints
If you have any complaints concerning Swim-Meet’s processing of your personal data please email us at admin@Swim-Meet.com.