1. Who We Are

Moors Swim Squad (MSS) is the governing body for the Moors League of Swimming Clubs, consisting of affiliated member clubs.
We are affiliated to Swim England North East Region and bound by the Swim England Regulations, Wavepower safeguarding policy, and all relevant codes of ethics and conduct.
Our website: https://moorsswimsquad.co.uk | Email: via contact form on website

2. Purpose & Scope

This policy explains how MSS collects, uses, and protects personal data for:

  • Governance & compliance (as required under our Constitution and Swim England affiliation)

  • Administration of Moors League competitions, championships, and time trials

  • Volunteer, committee, and official administration

  • Website functionality and communications

  • Compliance with lawful requirements

3. Data We Collect

3.1 Governance & Compliance:
Chair, Secretary, Treasurer, Membership Secretary, Welfare Officer, Head Coach, Competitions Secretary, other relevant roles.

3.2 Volunteer and Committee Data:
Personal contact details (name, title, address, phone, email), emergency contacts, date of birth, gender, volunteer history, referee details, performance feedback, identification documents, IT access details, images and recordings, marketing preferences.

3.3 Competition Data:
Swimmer name, date of birth, Swim England number, club affiliation, eligibility status, event entries, results, rankings, awards, age group category, ineligibility declarations.

3.4 Special Category Data:
Health data (medical conditions, disability status, injury history), ethnicity, religion, sexual orientation, biometric data if required, criminal convictions (only where legally required for safeguarding roles).

3.5 Website & Interaction Data:
Contact form submissions, comments, cookies, media uploads (no location data), analytics.

4. Lawful Basis for Processing

We process data under:

  • Legal obligation – to meet Swim England, regional, and safeguarding requirements

  • Contractual necessity – to manage competition entries, results, and governance

  • Legitimate interest – to organise and promote Moors League activities

  • Consent – for photographs, livestreaming, sensitive information

  • Substantial public interest – for safeguarding and equal opportunities monitoring

5. Purposes and Lawful Basis Table

Examples include:

  • Appointment and management of volunteers (contractual necessity)

  • Payment of expenses (contractual necessity)

  • Competition entries and results publication (legitimate interest, legal obligation for licensed meets)

  • Safeguarding and criminal records checks (legal obligation, explicit consent where needed)

  • Equal opportunities monitoring (legitimate interest, legal obligation)

  • Marketing communications (consent)

6. How We Use Data

Maintain OMS records, manage competition entries, publish results, manage volunteer and committee records, communicate updates, meet AGM-agreed transparency and financial requirements.

7. Data Sharing

We may share with:

  • Swim England, regional bodies, affiliated clubs

  • Meet organisers, rankings systems

  • Service providers (IT, hosting, meet entry software)

  • Regulators, law enforcement, safeguarding bodies

  • Commercial partners (only with explicit consent)

8. International Transfers

If data is transferred outside the UK, MSS will ensure appropriate safeguards are in place (e.g., standard contractual clauses).

9. Retention & Storage

  • Governance and volunteer records: 4 years unless legal requirement for longer

  • Accident/incident logs: 6 years (or until child reaches 24)

  • Competition results: retained indefinitely unless removal requested

  • Data for safeguarding/injury claims: retained until limitation periods expire

  • Website form data: up to 12 months unless required longer

10. Data Security

Password-protected systems, role-based access, secure hosting, regular updates, encrypted storage where appropriate.

11. Your Rights

Under UK GDPR, you have the right to:

  • Be informed about processing

  • Access your data

  • Rectify inaccuracies

  • Erasure (where lawful)

  • Restrict processing (where conditions met)

  • Data portability

  • Object to processing (including absolute right to withdraw consent for marketing)

  • Object to automated decision-making (MSS does not use automated decision-making)

Complaints can be made to the ICO: https://ico.org.uk

12. Marketing Communications

No marketing is sent without consent. Consent can be withdrawn at any time via the contact page.

13. Photography & Livestreaming

Photography and livestreaming will follow Swim England guidance, with consent obtained where required and notices displayed.

14. Collection of Data

Data is collected directly from individuals, their clubs, third-party agencies, and during activities (e.g., competitions, meetings).

15. Data Breach Procedure

MSS will follow Swim England’s breach notification protocol and notify the ICO within 72 hours where required.

16. Policy Review

Reviewed annually after the AGM or if Swim England or UK law changes.

17. Contact

Data Protection Lead – Moors Swim Squad
https://moorsswimsquad.co.uk/contact