The type of personal information we collect

We currently collect and process the following information:

• AQUATIC ACTIVITIES: Name, address, postcode, contact telephone numbers, email addresses, date of birth, contact information of your emergency contact, medical / disability / learning conditions and requirements
• TRAINING COURSES: Name, address, postcode, contact telephone numbers, email addresses, date of birth, awarding organisation reference, contact information of your emergency contact, medical / disability / learning conditions and requirements and copies of your current qualifications and training records

How we get the personal information and why we have it

Most of the personal information we process is provided to us directly by you for one of the following reasons:

• To enrol on to one of our activities, for example, training courses or our swimming lesson programme
• To send communications which includes general information, updates and invoices
• To contact your emergency contact in the event of an emergency

We use the information that you have given us in order to organise the above statements for you.

We may share this information with the awarding organisation, for example STA or RLSS UK, but this is for training courses only but a separate enrolment form will also be given to you to complete and their privacy notice will also come in to action.

Under the UK General Data Protection Regulation (UK GDPR), the lawful bases we rely on for processing this information are:

• Your consent. You are able to remove your consent at any time. You can do this by contacting LAC Training & Academy or Water Creatures by using the contact information above

How we store your personal information

Your information is securely stored with LAC Training & Academy and Water Creatures.

AQUATIC ACTIVITIES:

We keep the information on your enrolment form in our GDPR secure database provided by ThinkSmart Software. Enrolment Forms when received electronically are also stored in our secure email account provided by IONOS. We keep this information for the duration of your enrolment with us and then up to 12 months once your enrolment has finished. The information is erased securely using the ThinkSmart Software and IONOS.

Any paper-based enrolments are securely stored in our office and are shredded in line with the information above.

TRAINING ACTIVITIES:

Enrolment Forms when received electronically are stored in our secure email account provided by IONOS and on our Company IT system.

Any paper-based enrolments are securely stored in our office and are shredded.

These are required to be kept for two years by the awarding body.

Learner details are kept on the Company’s database to inform them of updates and renewal courses.

A register of those attending will be taken for training to ensure the required content and hours are covered.

Vocational qualifications:

These are required to be kept for seven years by the awarding body.

These awards necessitate proof of identification documents such as passport and identity cards to be seen by Tutors / Assessors. No copies are made or held.

These awards also require emergency contact details.

A register of those attending will be taken for training to ensure the required content and hours are covered.

Learner details are kept on the Company’s database to inform them of updates and renewal courses.

Your data protection rights

Under data protection law, you have rights including:

Your right of access - You have the right to ask us for copies of your personal information.

Your right to rectification - You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.

Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances.

Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal information in certain circumstances.

Your right to object to processing - You have the the right to object to the processing of your personal information in certain circumstances.

Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

Please contact us at LAC Training & Academy and Water Creatures if you wish to make a request.

How to complain

If you have any concerns about our use of your personal information, you can make a complaint to us at LAC Training and Academy or Water Creatures by contacting us using the information provided at the beginning of this policy.

You can also complain to the ICO if you are unhappy with how we have used your data.

The ICO’s address:         

Information Commissioner’s Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

Helpline number: 0303 123 1113

ICO website: https://www.ico.org.uk

Monitoring and Review

This policy and its procedures will be reviewed regularly for improvements as part of our Quality Assurance requirements. This will ensure it is fit for purpose, reflects the services we deliver to our customers and we provide services which are relevant to the requirements of individual needs.

Contact Details

If you would like to discuss this policy or find that a member of the LAC Training & Academy and Water Creatures’ is not adhering to the policy and the standards that we expect then please let us know by contacting us using the contact information found at the beginning of this policy.

Policy Version

Version 1 – May 2018

Version 2 – December 2022

Next Review

December 2023