East Cavan Swim Club Privacy Statement
EAST CAVAN SWIM CLUB PRIVACY NOTICE FOR OUR MEMBERS
We are committed to respecting your privacy. This notice is to explain how we may use personal information we collect before, during and after your membership with us. This notice applies to you if you have registered to become or are a member of our club. This notice explains how we comply with the law on data protection, what your rights are and for the purposes of data protection we will be the controller of any of your personal information.
References to we, our or us in this privacy notice are to the East Cavan Swim Club.
We have not appointed a Data Protection Officer to oversee our compliance with data protection laws, as we are not required to do so, but our Club Compliance Committee (led by the Secretary) has overall responsibility for data protection compliance in our organisation. Contact details are set out in the “Contacting us” section at the end of this privacy notice.
Personal Information we may collect from you
Depending on the type of membership you register for with us, you may initially provide us with or we may obtain personal information about you, such as information regarding your contact details, date of birth, gender, transaction history, attendance at sessions, and Garda Vetting or AccessNI status for relevant roles.
Special Categories of Personal Information
We may also collect, store and use “special categories” of sensitive personal information, specifically information about your health or medical conditions necessary for athlete safety and facility adjustments. We process this on the basis that it is necessary for reasons of substantial public interest (Safety in Sport) or based on your explicit consent.
Uses made of the information
| Purpose | Personal information used | Lawful basis |
|---|---|---|
| To administer membership and manage support services. | Contact/Membership details, payment info. | Contractual Necessity. |
| To send updates on competitions, events, and partner offers. | Contact and membership details. | Contractual Necessity & Legitimate Interest. |
| Direct marketing and newsletters. | Contact details and marketing preferences. | Where you have given us your explicit consent. |
| Retention of records. | All personal information. | Legitimate Interest & Legal Obligation (for Revenue and Insurance). |
| Promoting the club via video/photo. | Images and voice recordings. | Where you have given us your explicit consent. |
| Safeguarding and Vetting requirements. | Criminal records history and vetting status. | Legal Obligation (Children First Act 2015). |
Transferring Your Personal Information Internationally
While we aim to store data within the European Union, some service providers (e.g., Gala timing software or cloud storage) may process data outside the EEA. In such cases, we ensure Standard Contractual Clauses (SCCs) are in place to guarantee a GDPR-equivalent level of protection.
How Long Do We Keep Personal Information For?
The duration for which we retain your personal information differs depending on the type of information. Generally, we follow these schedules:
- Membership Records: 5 years after your last contact or end of membership.
- Financial/Transaction Records: 7 years (to comply with Irish Revenue requirements).
- Safeguarding & Accident Reports: 21 years (to account for the statute of limitations for minors).
- Unsuccessful Membership Applicants: Not more than 12 months.
Your Rights In Relation To Personal Information
You have the following rights: The right to be informed, the right of access, the right to rectification, the right to erasure, the right to restrict processing, the right to data portability, and the right to object to processing.
More information can be found on the Data Protection Commission website at www.dataprotection.ie
If you are unhappy with the way we are using your personal information, you can complain to the Irish Data Protection Commission (DPC). We encourage you to contact us to resolve your complaint first.
Contact Us
In the event of any query or complaint, please email secretary@eastcavanswimclub.ie
Last Updated: 18 April 2026