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Privacy Notice

Who we are

VM Match Limited delivers the functions of management consultancy (in health and social care), human health and sports activities. This privacy refers solely to activities under the brand Toe In Open Water Swimming Skills and the website www.toeinswim.co.uk.

Toe In Open Water Swimming Skills delivers open water swimming coaching and lifeguard services. In order to operate this business, we need to collect, process, store and on occasions share personal information.

This privacy notice was first prepared on 16 February 2022. It explains what we collect and for what purpose.

Company contact details

Name: Val Moore, Director
Address: VM MATCH LIMITED
Company number: 09660335
Registered office: George Court, Bartholomew’s Walk, Ely, CB7 4JW
Phone Number: 07712651200
E-mail: [email protected]

The type of personal information we collect

The type and quantity of data depends on why you have provided it. For the delivery of these activities, we may collect and process the following information:

  • Personal identifiers, contacts and characteristics (name and contact details – email/ telephone) and emergency contact identifiers (name and contact details)
  • Medical or disability disclosures relevant to the activity (your narrative)
  • Photo or video material of activities (for example record of events, technique clips)
  • Financial information (for receipt of payment for services)
  • Website user information (for correct function of our website, impact and improvement of our services)

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:

  • Answering your enquiries, booking, provision and evaluation of sports activities
  • Ensuring professional and legal duties relating to health and safety, for example to assess risk or support emergency medical services, we will request a self-disclosure from you. We will make it clear why this is preferable and reserve the right to adapt or decline your participation given the nature of your disclosure or failure to disclose.
  • Photography – video and photos may be taken as part of the coaching / event and will be shared with you. Consent or parental consent (if under 18) is always sought when images are used for the purposes of marketing, on our website or social media platforms.
  • Website
    • If we have a contact form on our website we will collect and process your personal identifiable data for the purposes of responding to your enquiry. We will not use this information for any other purposes, we will not add you to a mailing list and will delete your data from our server after 3 months.
    • The website uses cookies to improve your experience while you navigate through the website. Out of these, the cookies that are categorized as necessary are stored on your browser as they are essential for the working of basic functionalities of the website. We also use third-party cookies that help us analyse and understand how you use this website. These cookies will be stored in your browser only with your consent. You also have the option to opt-out of these cookies. But opting out of some of these cookies may affect your browsing experience.  See cookie policy for more details.
  • Social media – we might also obtain your personal data through Facebook, Twitter, Youtube and Instagram depending on your privacy settings or the policies of these social media and messaging services.

We also receive personal information indirectly, from the following sources in the following scenarios:

Cambridge Sport Lakes Trust (CSLT), Greater London Leisure (GLL) – Name and contact information, and emergency contact information, and disclosed medical or disability information, from booking organisations (CSLT/ GLL) who employ our services as instructors to deliver sports and human health activities

We may use the information that you have given them in order to communicate with you about the activities you have or intend to enrol on, risk assess and respond to emergency or welfare scenarios during that activity.

Lawful bases for processing your data

Under the General Data Protection Regulation (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 [email protected]
  • We have a legitimate interest that would be reasonably expected as part of delivery of the specified services.
  • As an instructor with professional qualifications, we have a legal obligation to assess risk under the Health and Safety at Work Act 1974, and Health and Safety at Work Regulations 1999.
  • In order to establish, exercise or defend legal claims. ‘Legal claims’ in this context is not limited to current legal proceedings.

Sharing your information

On rare occasions we may be required to share your personal information with 3rd party organisations and this may include information such as your medical or disability disclosures. We will only share your data if it is absolutely necessary and we will only share the part of your data that relates to that specific instance.

Our preference is to seek your consent before sharing any data however this might not be possible in certain limited cases.

The following are examples of when we may share or be required to share your data with 3rd parties:

  • In case of a medical emergency where your medical and disability disclosures will be shared with qualified medical professionals such as paramedics.
  • In the case of having to establish, exercise or defend legal claims. ‘Legal claims’ in this context is not limited to current legal proceedings.
  • In the case of being required to do so in relation to prevention, detection and prosecution of crime.
  • If there are safeguarding concerns.

Research and surveys

Occasionally we may review our services or seek to better understand our business. If you agree to take part, we will record responses to questions that you give us, and we may request your personal details. The data will be used for the stated objective and may be shared for relevant projects. Your data will remain anonymous unless you consent to it being disclosed.

Complaints

Should you wish to register a complaint we will collect your name and contact details, and details about the complaint to enable us to respond, monitor and improve the organisation. The data will be shared with third parties who are involved in resolving the complaint, for example organisations we have partnered with. We will hold this data for 6 years.

How we store your personal information

Your information is securely stored at the VM Match Limited office in Cambridge, on our cloud storage platforms and on our website server.

We keep personal identifiers, emergency contact identifiers, medical or disability disclosures, video and photo material for 6 years. We will then dispose of your information as part of annual review of filing and deletion of data stored on computer (word and excel), including email files and paper files. Particular controls are applied to special category information such as medical disclosures.

We will keep personal payment information only as part of secure banking transactions and records.

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 [email protected] if you wish to make a request.

How to complain about the use of your personal data

If you have any concerns about our use of your personal information, you can make a complaint to us at:

VM MATCH LIMITED
Registered office: George Court, Bartholomew’s Walk, Ely, CB7 4JW

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

last reviewed: 16 February 2022