Westhill District ASC

Westhill District Amateur Swimming Club (WDASC)
Last updated: 28th November 2025

Westhill District Amateur Swimming Club (“we”, “our”, “the Club”) is committed to protecting the privacy and security of our members, parents/guardians, volunteers, and website visitors. This Privacy Policy explains how we collect, use, and protect your information in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Westhill District Amateur Swimming Club (WDASC) is a not-for-profit swimming club based in Westhill, Aberdeenshire.

Contact Details
Email: vice.president@westhilldistrictasc.org.uk
Data Protection Lead:Vice president

2. What Information We Collect

We may collect and process the following types of personal information:

A. Membership Data

• Swimmer name, date of birth, gender

• Parent/guardian names and contact details

• Emergency contact information

• Medical conditions relevant to training safety

• Scottish Swimming membership numbers

• Squad allocation, attendance records, and performance data

• Payment and billing records

B. Website & Digital Information

• Information entered into website forms

• Login credentials for member-only areas

• IP address, browser type, and device information

• Cookies (see Section 10)

C. Communications

• Emails, messages, and notifications sent via the SE Motion App

• Feedback or queries you submit

D. Photography & Video

• Images or video taken during training, events, or galas (only with appropriate consent)

3. How We Use Your Information

We use your personal data for:

• Managing club membership

• Administering squads, training sessions, and competitions

• Ensuring athlete safety and wellbeing

• Communicating club updates, schedules, and events

• Processing payments and financial administration

• Maintaining Scottish Swimming affiliation

• Developing and improving the club’s services

• Operating our website and Members Hub

• Complying with legal or safeguarding obligations

We only use personal data where we have a lawful basis, such as consent, contract, legitimate interest, or legal obligation.

4. How We Store and Protect Your Information

Your information is stored securely using:

• Encrypted systems (e.g., SportsEngine/GoMotion platform)

• Password-protected club accounts

• Secure cloud-based storage solutions

• Restricted access for authorised committee members and coaches only

We take reasonable steps to prevent unauthorised access, misuse, or loss of personal information.

5. Sharing Your Information

We may share your data with:

• Scottish Swimming for affiliation, licensing, and competition entry

• Coaches and team managers for training and event administration

• Swim meet organisers for gala entries and results

• SportsEngine/GoMotion for membership and payment processing

• Technology providers supporting our website and systems

• Emergency services if required for health or safety reasons

We do not sell or share your information with third parties for marketing purposes.

6. How Long We Keep Your Information

We retain personal data only for as long as necessary:

• Membership data: for the duration of membership + up to 3 years

• Financial records: up to 7 years (legal requirement)

• Accident/safeguarding records: as required by Scottish Swimming guidelines

• Website form entries: typically up to 12 months

• Photos/video: until consent is withdrawn or the material is retired

After these periods, your data is securely deleted.

7. Your Rights Under UK GDPR

You have the right to:

• Access your personal data

• Request correction of inaccurate information

• Request deletion (“the right to be forgotten”)

• Restrict or object to processing

• Withdraw consent at any time

• Request transfer of your data (data portability)

• Make a complaint to the ICO (Information Commissioner’s Office)

To exercise any of these rights, email vice.president@westhilldistrictasc.org.uk

8. Children’s Data

As a youth sports club, we process data relating to children.
This is handled with the highest level of protection and in line with Scottish Swimming safeguarding policies.

Parental or guardian consent is required for:

• Membership registration

• Photography and video

• Medical information processing

• Website members-only access (where relevant)

9. Members Hub Password

The Members Hub contains internal documents accessible only by members.

• Access is controlled via a shared password.

• The password is changed periodically or when unauthorised access is suspected.

• Members must not share the password with non-members.

This system provides an additional layer of security for sensitive club information.

10. Cookies & Website Usage

Our website uses cookies to:

• Enable site functionality

• Improve performance

• Provide secure login to the Members Hub

• Collect anonymous analytics data (e.g., via Google Analytics or similar tools)

You can control or disable cookies in your browser settings.

11. Third-Party Services

Our website and club administration rely on trusted providers such as:

• SportsEngine/GoMotion

• WordPress hosting provider

• Payment processors used through SE platform

• Analytics and security tools

These providers may process data on our behalf under strict contractual terms.

12. Changes to This Policy

We may update this Privacy Policy occasionally.
The latest version will always appear on the website with a revised date.

13. Contact Us

If you have any questions about this Privacy Policy or your data rights, please contact:

Westhill District Amateur Swimming Club Committee
Email: vice.president@westhilldistrictasc.org.uk
Website: https://westhilldistrictasc.org.uk