Bristol Swim Club 

Privacy Notice

Who we are

Bristol Swim Club is a trading name of Townsend Digital Ltd. Townsend Digital Ltd is responsible for the personal information described in this notice.

You can contact us about privacy, your information or withdrawing consent through our website’s Contact Us form, or write to:

Townsend Digital Ltd - Bristol Swim Club

Gable Leisure Private Pool

Gable Farm

Bristol Road

Wraxall

BS48 1NE

Information we collect

Depending on your interaction with us, we collect:

Swimmer names, dates of birth and contact details.Parent, guardian and emergency-contact information.Membership, booking, attendance, credit and payment records.Relevant medical conditions, allergies and support needs.Signed agreements and communication preferences.Enquiries and correspondence.Photographs, video and audio recordings where permission has been given.Technical information generated when you use our website and online services.

For children, information is normally provided by their parent or guardian.

How and why we use information

We use information to arrange lessons, manage memberships and bookings, administer payments and credits, communicate about our services, and respond to enquiries.

We rely on contractual necessity where information is needed to enter into or fulfil our agreement with you. We rely on legal obligations for required accounting and other statutory records.

Where appropriate, we rely on legitimate interests to respond to enquiries, manage our business, support swimmer safety and handle complaints or claims. We consider these interests against your rights, particularly where children’s information is involved.

For child swimmers who are not themselves party to the booking contract, we rely on legitimate interests to administer and deliver their lessons.

Health information

We collect only health information relevant to safe participation and suitable lesson planning.

We rely on explicit consent to store and use this information. Authorised BSC staff, including instructors and pool assistants, may access it where needed to plan and deliver lessons.

You can withdraw consent through Contact Us. Where the information is necessary to provide lessons safely, we may need to pause participation or be unable to continue lessons without it.

Marketing and communication preferences

Marketing emails and text messages are sent with your consent. You can choose your preferences at sign-up and change them through Edit Profile in the members portal or by contacting us.

We also use contact details to administer lessons and memberships, including booking and billing notifications.

Photography and video

Promotional photography and recording are voluntary. We use identifiable content only for the channels and period authorised in the applicable consent form. These may include our website, social media, paid advertising and printed promotional materials.

You can withdraw permission for all or particular uses through Contact Us without affecting ordinary lessons or membership.

We will stop the affected promotional use and take reasonable steps to remove content from channels we control. Copies already distributed or shared by others may remain outside our control.

Service providers and access

We use:

Gymdesk for registration, member records, forms, schedules and bookings.Stripe for payment processing.IONOS for website and video hosting.Google Drive and Dropbox for cloud storage.

Authorised staff have access where needed for their work. We may give external suppliers limited access for specific tasks, such as editing promotional content.

Information may also be disclosed to professional advisers, insurers, emergency services or authorities where necessary and lawful.

How long we keep information

We normally retain membership, booking, payment and signed agreement records for six years from the end of the company financial year to which they relate.

Relevant records may be retained longer where necessary for legal obligations, insurer requirements, incidents, complaints or legal claims.

Health information and routine enquiries are reviewed separately and deleted when no longer needed. Promotional content follows the period in its consent agreement.

At the end of the applicable period, information is securely deleted or anonymised.

Your rights

Depending on the circumstances, you may request access, correction, deletion, restriction or transfer of your information, and object to certain uses.

Where we rely on consent, you can withdraw it at any time. This does not affect lawful use before withdrawal.

Contact us using the details above to exercise your rights or raise a concern. You can also complain to the Information Commissioner’s Office at https://ico.org.uk/make-a-complaint/.

Changes to this notice

We will update this notice when our services or information-handling practices change.

Website analytics and cookies

If you accept analytics cookies, we use Google Analytics to understand how visitors find and use our public website. This helps us improve our pages and the information we provide. Google provides this analytics service.

Analytics is off until you accept. You can reject analytics cookies and continue using the website, or change your choice at any time using the Cookie settings button. We remember your choice for six months.

We use this setup to understand website use, not for advertising.