PRIVACY POLICY

RKLSwims Education Ltd
Last Updated: 18/02/2026

1. Who We Are

RKLSwims is a trading name of RKLSwims Education Ltd (Company No: 17044687).

For paid swimming lessons and related services, RKLSwims Education Ltd is the Data Controller responsible for your personal data.

Community or grant-funded programmes may be delivered by RKLSWIMS C.I.C. (Company No: 16203384). Where this applies, the CIC may act as a joint or separate Data Controller depending on the programme. Data sharing between the organisations is governed by a formal data-sharing agreement.

If you have any questions about this policy, contact:

Email: info@rklswims.com

2. What Information We Collect

We may collect the following personal data:

Parent/Guardian Information

Name
Address
Email address
Telephone number

Participant (Swimmer) Information

Name
Date of birth / age
Attendance records
Ability level and progress

Special Category Data (Health & Safety)

To safely deliver lessons, we may collect:

Medical conditions (e.g., asthma, epilepsy, allergies)
Additional needs relevant to water safety
Emergency contact information

This information is required to protect the vital interests and safety of participants.

Booking & Account Data

Booking history
Lesson schedules
Communication records

Payment Data

Payments are processed via secure third-party providers (e.g., Stripe or booking platform providers). We do not store full card details.

Technical Data

When using our website we may collect:

IP address
browser type
usage data
cookies

3. Lawful Bases for Processing (UK GDPR)

We process personal data under the following lawful bases:

Contract
To provide swimming lessons and manage bookings.

Legal Obligation
To comply with safeguarding, insurance, and safety requirements.

Legitimate Interests
To operate and improve our services, manage communication, and maintain records.

Vital Interests
To protect the safety of swimmers in emergency situations.

Consent
For marketing communications and photography.

Health information is processed only where necessary to ensure participant safety during swimming activities.

4. How We Use Your Information

We use personal data to:

deliver swimming lessons
manage bookings and payments
ensure swimmer safety
contact parents/guardians
manage safeguarding responsibilities
respond to incidents
provide customer support
improve our services

We do not sell personal data.

5. Data Sharing

We may share data only where necessary with:

instructors and authorised staff
booking system providers
payment processors
venue operators (where required for safety)
emergency services
safeguarding authorities
insurers in the event of an incident

We never sell your personal data to marketing companies.

6. Data Retention

We retain data only as long as necessary:

Customer records: up to 3 years after leaving lessons
Financial records: 6 years (HMRC requirement)
Incident and accident records: until age 21 of the participant
Safeguarding records: in accordance with safeguarding guidance

After this period, data is securely deleted.

7. Your Rights

Under UK GDPR you have the right to:

Access your personal data
Correct inaccurate information
Request erasure (where legally possible)
Restrict processing
Object to processing
Withdraw consent for marketing at any time

Requests can be sent to:
info@rklswims.com

8. Children’s Data

Our services involve children. We only collect information necessary for:

safe lesson delivery
safeguarding
emergency response

Parents/guardians provide information on behalf of children.

9. Security

We implement appropriate technical and organisational measures to protect personal data, including restricted access and secure systems.

No online system can be guaranteed 100% secure, but we take reasonable steps to protect information.

10. Complaints

If you are unhappy with how we handle your data, please contact us first.

You also have the right to complain to the Information Commissioner’s Office (ICO):

www.ico.org.uk
Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

11. Cookies

Our website may use cookies and similar technologies to improve functionality and user experience.

You can control cookies through your browser settings.

12. Changes to this Policy

We may update this policy from time to time. The latest version will always be available on our website.

15. Contact

RKLSwims Education Ltd
CRN: 17044687
Email: info@rklswims.com
Phone: 07464 307079

Registered Office: 69a Station Road, Burry Port, Wales, SA16 0LW