Customer Privacy Notice

This privacy notice tells you what we do with your personal information.

What information we collect, use, and why

We collect or use the following information to provide services and goods, including delivery:
Names and contact details
Addresses
Date of birth
Purchase or account history
Payment details (including card or bank information for transfers and direct debits)
Health information (including dietary requirements, allergies and health conditions)
Health and safety information
Account information
Website user information (including user journeys and cookie tracking)
Photographs or video recordings
Call recordings
Records of meetings and decisions
Information relating to compliments or complaints

We also collect or use the following information to provide services and goods, including delivery:

Health information

We collect or use the following information for service updates or marketing purposes:

Names and contact details
Addresses
Marketing preferences
Location data
Recorded images, such as photos or videos
Call recordings
Purchase or viewing history
IP addresses
Website and app user journey information
Records of consent, where appropriate

We also collect or use the following information for service updates or marketing purposes:

Health information

We collect or use the following information to comply with legal requirements:

Health and safety information

We also collect or use the following information to comply with legal requirements:

Health information

Lawful bases

Our lawful bases for collecting or using personal information to provide services and goods are:

Consent
Contract
Legal obligation
Legitimate interest: We keep customers’ data to ensure their safety and security during outdoor swimming and physical exercise activities.
Vital interests

Our lawful bases for collecting or using personal information for service updates or marketing purposes are:

Consent

Our lawful bases for collecting or using personal information for legal requirements are:

Consent
Contract
Legal obligation
Vital interests

Where do we get personal information from

People directly
Video, photos or other recorded images
Health care providers
Schools, colleges, universities, or other education organisations

Third parties:

Wild Open Water Watersports Community & Booking Platform wildopenwater.com
Stripe Express stripe.com
Website and Email ionos.co.uk

How long do we keep information for

Your data is retained with your consent for the purposefor which it was collected and used.
We will only keep your personal information for as long as necessary for the purposes set out in this privacy notice unless a more extended retention period is required or permitted by law.
Your data could be retained for legal or regulatory reasonsto keep specific data. For example, for tax or healthcare purposes. Specific minimum retention periods are sometimes imposed.
Your data could be retained for any standards or guidelines required for data retention for the activities undertaken.
Your data is retained if the business must navigate or protect against potential future legal disputes.
No purpose in this notice will require us to keep your personal information longer than six years.
We will delete or anonymise such information when we have no ongoing legitimate business need to process your personal information.
When personal data is removed, it will be permanently deleted or destroyed using appropriate security protocols so that it cannot be reconstructed or read.

Who do we share information with

Insurance companies (where necessary)
Organisations we need to share information with for safeguarding reasons
Emergency services (where necessary)
Publicly on our website, social media or other marketing and information media (where appropriate with consent)

Your data protection rights

Under data protection law, you have rights including:

Your right of access

– You can ask us for copies of your data.

Your right to rectification

– You have the right to ask us to rectify personal data you think is inaccurate and to complete information you think is incomplete.

Your right to deletion

– You can ask us to erase your data in certain circumstances.

Your right to restriction of processing

– You have the right to ask us to restrict the processing of your data in certain circumstances.

Your right to object to processing

– You can object to processing your data in certain circumstances.

Your right to data portability

– You have the right to ask that we transfer the personal data you gave us to another organisation or you in certain circumstances.

Your right to withdraw consent

– When we use consent legally, you have the right to withdraw your consent. You don’t usually need to pay a fee to exercise your rights. If you request, we have one calendar month to respond to you.

To make a data protection rights request

– Please get in touch with us using the contact details at the end of this privacy notice.

Safety

Your data will be stored safely with restricted access, password/pin protection and lockable storage.

How to complain

If you have any concerns about how we use your data, you can contact us using the contact details at the end of this privacy notice.

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113

Website: https://www.ico.org.uk/make-a-complaint

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Cookie Policy

This Cookie Policy outlines how Swim Wild Breathe Free (“us”, “we”, or “our”) uses cookies and similar technologies to recognise you when you visit our website at https://swimwildbreathefree.com (“website”). It explains these technologies, why we use them, and your rights to control our use.

What are cookies?

Cookies are small text files sent to and stored on your computer, smartphone or other devices for accessing the internet whenever you visit a website. Cookies are functional because they allow a website to recognise a user’s device.

Understanding how and why we use cookies

Website owners widely use cookies to make their websites work more efficiently and provide reporting information. The Swim Wild Breathe Free website and online environments use cookies for various reasons, such as to determine preferences, let users navigate between pages efficiently, verify data, and carry out other essential checks to ensure the data you interact with is accurate and relevant.

How cookies make our website safer and easier to use

Cookies are used for various reasons, such as safeguarding your privacy when browsing. We use analytics cookies to help us make our website better for those who visit it regularly. They help us determine what users like and don’t like and how we can improve things for you. These collect information anonymously.

What types of cookies do we use?

Cookies set by the website owner (in this case, Swim Wild Breathe Free) are called “first-party cookies.”

Cookies set by parties other than the website owner are called “third-party cookies”.

Third-party cookies enable third-party features or functionality on or through the website. The parties that set these cookies can recognise your computer when it visits the website in question and certain other websites.

Third parties serve cookies through our website for advertising, analytics, and other purposes.

Essential website cookies: These cookies are strictly necessary to provide you with services available through our website and to use some of its features, such as access to secure areas.
Analytics and customisation cookies: These cookies collect information that is used in aggregate form to help us understand how our website is being used and how effective our marketing campaigns are or to help us customise our website for you.
Advertising cookies: These cookies make advertising messages more relevant to you. They perform functions like preventing the same ad from continuously reappearing, ensuring that ads are correctly displayed for advertisers, and, in some cases, selecting advertisements based on your interests.

The specific types of first and third-party cookies served through our website are listed below.

PHPSESSID
YSC
VISITOR_INFO1_LIVE
VISITOR_PRIVACY_METADATA
PREF
wpEmojiSettingsSupports

How to restrict cookies

You have the right to decide whether to accept or reject cookies. Essential cookies cannot be dismissed as they are strictly necessary to provide services.
You can set your browser to accept or reject all specific cookies and to alert you each time a cookie is presented to your computer.
You can delete cookies that have been stored on your computer, but remember, if you prevent us from placing cookies on your computer during your visit or delete a cookie placed, you will not be able to use our website effectively.
By disabling cookies from your browser settings, you will restrict the cookies Swim Wild Breathe Free uses to manage its website, impacting how the website functions. Once cookies are disabled via your browser settings, this will apply to all websites.
If you want to restrict or block cookies that we and other websites set, you can do this through your web browser settings. Please refer to your browser’s help section for further information.

Where can I get further information?

More information about cookies can be found at allaboutcookies.org.
If you have any questions about our use of cookies or other technologies, please email us at wave@swimwildbreathefree.com.

Data Retention Schedule

Type of Personal Data	Lawful basis for processing it	What we do with it	Where can it be used and stored	Data retention schedule
Names	Essential for providing services requested.	For service provision and communication purposes	Wild Booking System What’s App Business/Socials Email/Website Provider – Ionos Google Drive	Only as long as necessary. Data Reviewed Yearly. As long as an account with Wild Booking System is active.
Date of Birth	Essential for providing services requested.	Assist in risk assessment and session safety.	Wild Booking System Google Drive	Only as long as necessary. Data Reviewed Yearly. As long as an account with Wild Booking System is active.
Phone Number	Essential for providing services requested.	Contact regarding requested services and marketing.	Wild Booking System What’s App Business Email/Website Provider-Ionos Google Drive	Only as long as necessary. Data Reviewed Yearly. Active Wild Booking System account
Gender	N/A for my services	Wild booking system request.	Wild Booking System	Only as long as necessary. Active Wild Booking System account
Email Address	Essential for providing services requested.	Contact regarding requested services and marketing.	Wild Booking System Email/Website Provider-Ionos Google Drive	Only as long as necessary. Data Reviewed Yearly. Active Wild Booking System account
Emergency Contact Details	Essential for providing services requested	Contact in an emergency. Share with emergency services.	Wild Booking System Google Drive	Only as long as necessary. Data Reviewed Yearly. Active Wild Booking System account
Medical Info	Essential for providing services requested.	To be able to risk assess for the services requested. Provide relevant safety information.	Wild Booking System Google Drive	Only as long as necessary. Data Reviewed Yearly. Active Wild Booking System account
Photos	With consent	To track progress, send to client, social media, website & marketing materials.	Social Media/ What’s App Website/Marketing Google Drive Go Pro + Video Software.	Only as long as necessary. Data Reviewed Yearly. Data is deleted from Go Pro immediately after upload to Google Drive.
Videos	With consent	Send to clients, social media, website & marketing materials to track progress.	Social Media/What’s App Website/Marketing Google Drive Go Pro + Video Software.	Only as long as necessary. Data Reviewed Yearly. Data is deleted from Go Pro immediately after upload to Google Drive.
Date of Sessions	Essential for providing services requested	Financial obligations: accounting and tax.	Wild Booking System Stripe Express Google Drive	Active Wild Booking System account. Six years for accounts
Amount Paid	Accounting and tax legal obligations	Financial obligations: accounting and tax.	Wild Booking System Stripe Express Google Drive	Active Wild Booking System account. Six years for accounts
Coaching Notes	Essential for providing services requested	To track client progress	Wild Booking System What’s App Business Google Drive	Only as long as necessary. Active Wild Booking System account
Signed Waiver	Essential for providing services requested	Legal obligations	Wild Booking System	Only as long as necessary. Active Wild Booking System account
Incident Forms	Health & safety reporting	Health and safety legal obligations.	Google Drive	Only as long as necessary. Up to five years.
Safeguarding Forms	Safety reporting	Legal obligations	Google Drive	Only as long as necessary.

Our contact details:

Name: Sarah Patrick

Phone: 07355389453

Email: wave@swimwildbreathefree.com

Reviews and changes

The Privacy Policy is reviewed annually and can be updated at any time to reflect operational, legal, or regulatory changes. Please revisit this policy regularly to stay informed about our privacy policy, use of cookies, and related technologies.

If changes are made to this Privacy Policy, an updated version will be available on the website www.swimwildbreathefree.com with a revised date below.

Reviewed and updated – May 2024