Privacy Policy
Last updated: 31 July 2026
Southampton Water Polo Club ("the Club", "we", "us") is committed to protecting your personal information. This policy explains what we collect, why we collect it, and what rights you have over it.
We are the data controller for the information described below. The Club is run by volunteers and does not keep a public office, so email is the way to reach us. Please write to scwpcwelfareofficer@gmail.com about anything in this policy.
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## 1. What we collect
When you contact us through the website
Your name, email address, and anything you choose to write in the message. If you tell us about a health condition, an injury, or a disability so we can support you at a session, that is special category data and we treat it with extra care.
When you join the Club
Name, date of birth, address, email, phone number, emergency contact details, swimming or water polo experience, and any medical information relevant to your safety in the pool. The Club registers you with Swim England on your behalf, which means we pass your details to them and record the membership number they issue.
When you pay
Membership and joining fees are paid by standing order into the Club's bank account. We do not operate an online payment system, and we never ask for, see or store your card details or banking credentials. Our Treasurer keeps a record of payments received — the payer name, the reference used, the amount and the date — taken from the Club's bank statements.
Automatically, when you browse
Our site is hosted on Squarespace, which records IP address, browser type, pages visited and similar technical data in order to serve the site securely and produce basic visitor statistics.
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## 2. Why we use it, and our lawful basis
| What we do | Why | Lawful basis under UK GDPR |
|---|---|---|
| Reply to enquiries and arrange taster sessions | To answer you | Legitimate interests |
| Administer membership, teams and training | To run the Club you have joined | Contract |
| Register members with Swim England | Required for insurance and competition eligibility | Legal obligation / Contract |
| Collect fees and keep financial records | To fund the Club and meet accounting duties | Contract / Legal obligation |
| Hold emergency contact and medical details | To keep you safe in and around the water | Vital interests / Explicit consent for health data |
| Enter teams into Hampshire and national leagues | To let you compete | Contract / Legitimate interests |
| Safeguarding and welfare matters | To protect members, particularly under-18s | Legal obligation / Substantial public interest |
| Post photos and results on social media | To promote the Club and celebrate our teams | Consent |
Where we rely on legitimate interests, we have considered whether our use is fair to you and you can object at any time (see section 8).
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## 3. Photographs, video and social media
We photograph and film training sessions, matches and social events, and we share this on our Instagram, Facebook and YouTube channels and on this website.
- Adult members are asked to indicate at sign-up whether they consent to being photographed and named.
- We will not publish an image of anyone under 18 without the written consent of a parent or guardian.
- Consent can be withdrawn at any time by emailing scwpcwelfareofficer@gmail.com. We will remove the material from our own channels promptly, though we cannot always recover content that others have already reposted.
Our homepage displays a feed from Instagram. When it loads, Meta may set cookies and receive your IP address. That processing is governed by Meta's own privacy policy, not ours.
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## 4. Children and young people
Senior training is for adults. Junior water polo in our area is run by Winchester Water Polo Club, and if you use the under-18 link on our site you are passed to them — they collect and control any information you give them, under their own privacy policy.
Where we do hold information about a member under 18 (for example a young player training with a senior squad), we collect it from a parent or guardian, keep it to the minimum needed, and handle it in line with Swim England's Wavepower safeguarding framework. The Club has a Men's Welfare Officer and a Women's Welfare Officer, who can be reached at scwpcwelfareofficer@gmail.com. Their names are listed on our [Welfare page](https://www.southamptonwaterpoloclub.com/welfare).
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## 5. Who we share it with
- Swim England — we submit your membership details to register you, which covers insurance and competition licensing.
- Hampshire Water Polo League and other competition organisers — team sheets and player registration details.
- Winchester Leisure Centre and Southampton Quays — attendance or access lists where the venue requires them.
- Squarespace — our website and hosting provider.
- Our bank — standing order payments pass through your bank and ours. Each bank is separately responsible for that information under its own privacy policy.
- Emergency services and medical staff — if you are injured at a session.
- Statutory safeguarding bodies — where we have a legal duty to report a concern.
We do not sell your personal data, and we do not share it for third-party marketing.
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## 6. Where your data is held
Google, Squarespace and our social media providers are based in the United States and may process data outside the UK. Where that happens, transfers are covered by the UK International Data Transfer Agreement or the UK Extension to the EU–US Data Privacy Framework, so your information keeps an equivalent level of protection.
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## 7. How long we keep it
- Website enquiries that don't lead to membership: up to 12 months.
- Membership records: for the duration of your membership plus 3 years, so we can deal with any dispute or insurance query.
- Financial records: 6 years, as required for accounting purposes.
- Accident, incident and safeguarding records: retained in line with Swim England guidance, which may be until a young person reaches 25 or longer where a concern was raised.
- Photographs used in Club publicity: until consent is withdrawn or the image is no longer in use.
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## 8. Your rights
Under UK data protection law you can ask us to:
- give you a copy of the personal data we hold about you;
- correct anything that is wrong or incomplete;
- delete data we no longer have a good reason to keep;
- restrict or object to how we are using it, including objecting to anything based on legitimate interests;
- transfer your data to another organisation in a machine-readable format;
- withdraw consent — for photography or mailings, for example — at any time, without affecting anything done before you withdrew it.
Email scwpcwelfareofficer@gmail.com and we will respond within one month. There is no charge.
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## 9. Cookies
Squarespace sets a small number of cookies that are strictly necessary to run the site and keep it secure. Embedded content from Instagram, Facebook and YouTube may set additional cookies once you interact with it. You can block or delete cookies through your browser settings, though parts of the site may then not work as intended.
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## 10. Complaints
If you are unhappy with how we have handled your information, please tell us first so we can put it right. You also have the right to complain to the Information Commissioner's Office:
Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF
Helpline: 0303 123 1113
[ico.org.uk/make-a-complaint](https://ico.org.uk/make-a-complaint/)
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## 11. Changes to this policy
We review this policy periodically. Any changes will be posted on this page with an updated date at the top.