Privacy Policy

KC Swim School – Privacy Policy

Effective from: September 2026

KC Swim School respects your privacy and is committed to protecting the personal information you provide to us.

This Privacy Policy explains what information we collect, why we collect it, how we use it, how we protect it and your rights in relation to your personal information.

1. Who We Are

KC Swim School is responsible for the personal information collected and used in connection with our swimming lessons and services.

For any questions about your personal information or this Privacy Policy, please contact KC Swim School using the contact details provided through our booking system or social media pages.

2. Information We Collect

When you or your child books swimming lessons with us, we may collect information including:

  • Parent/guardian name
  • Child’s name
  • Child’s date of birth or age
  • Contact telephone number
  • Email address
  • Address where required
  • Emergency contact details
  • Swimming ability and lesson information
  • Relevant medical information
  • Relevant allergies or health information
  • Disability or additional-needs information where relevant to providing safe lessons
  • Information about previous swimming experience
  • Booking and attendance information
  • Payment and transaction information
  • Consent information
  • Photography/video consent
  • Correspondence between you and KC Swim School

We only request information that is reasonably necessary to provide our services safely and effectively.

3. Children’s Information

Because KC Swim School provides swimming lessons to children, we may need to collect and use information about children.

We only collect information that is reasonably necessary for providing swimming lessons, managing bookings and ensuring the safety and wellbeing of swimmers.

Where appropriate, information about a child will be provided by their parent or legal guardian.

We take particular care with children’s personal information and do not use children’s information for unrelated marketing purposes.

4. Medical & Additional Needs Information

We may ask for relevant medical, disability, allergy or additional-needs information where this is necessary to safely provide swimming lessons.

This information is treated as confidential and will only be shared where there is a legitimate reason to do so, such as with relevant KC Swim School staff who need the information to safely deliver a lesson or in an emergency.

You should inform us if any relevant information changes.

5. How We Use Your Information

We may use your information to:

  • Process and manage bookings
  • Communicate with parents/guardians
  • Arrange swimming lessons
  • Manage waiting lists
  • Process payments
  • Keep attendance records
  • Contact you regarding changes to lessons
  • Manage cancellations and notice periods
  • Ensure swimmers can participate safely
  • Respond to enquiries
  • Deal with complaints or concerns
  • Maintain appropriate business and financial records
  • Meet our legal and insurance obligations
  • Improve the services we provide

We will not use your information for purposes that are incompatible with these purposes without an appropriate lawful basis.

6. Marketing

We may occasionally send information about KC Swim School, including new classes, availability, special announcements or future services.

Where required, we will ask for appropriate consent before sending direct marketing communications.

You can unsubscribe from marketing communications at any time.

You will continue to receive essential information relating to bookings, payments, lesson changes and other necessary communications even if you opt out of marketing.

7. Photographs & Videos

KC Swim School may take photographs or videos during swimming lessons or events for promotional purposes.

We will only use identifiable images of a child for promotional purposes where appropriate consent has been provided by a parent or legal guardian.

Photographs and videos may be used on KC Swim School’s social media, website or other promotional materials where consent has been given.

Providing photography consent is optional and is not a condition of booking swimming lessons.

You can withdraw photography consent at any time for future use.

Please note that withdrawing consent does not require us to remove material that has already been lawfully published where removal is no longer reasonably possible, such as printed promotional material.

8. Who We Share Information With

We do not sell or rent your personal information.

We may share relevant information with trusted third parties where this is necessary to provide our services or meet our legal obligations.

These may include:

  • Swimming pool or venue operators where necessary for the safe running of lessons
  • Booking/payment service providers
  • Accountants or professional advisers
  • Insurance providers where necessary
  • IT or software providers who process information on our behalf
  • Emergency services or healthcare professionals where necessary for safety
  • Relevant authorities where we are legally required to provide information

We only share information that is reasonably necessary for the relevant purpose.

9. Booking & Payment Providers

KC Swim School may use third-party booking and payment platforms to manage lessons and payments.

These providers may process personal information on our behalf and will have their own privacy policies and terms.

Where you make a booking or payment through a third-party platform, your information may be processed by that provider in accordance with their privacy policy.

10. How We Protect Your Information

We take reasonable steps to protect your personal information from:

  • Unauthorised access
  • Loss
  • Misuse
  • Accidental disclosure
  • Unauthorised alteration
  • Unauthorised destruction

Access to personal information is limited to people who reasonably need it to carry out their role.

However, no electronic system or method of storing information can be guaranteed to be completely secure.

11. How Long We Keep Your Information

We will only keep personal information for as long as reasonably necessary for the purpose for which it was collected.

Some information may need to be kept for longer to comply with legal, accounting, insurance or other regulatory requirements.

When information is no longer required, we will take reasonable steps to securely delete or dispose of it.

12. Your Rights

Under UK data protection law, you may have rights including:

  • The right to ask what personal information we hold about you
  • The right to request correction of inaccurate information
  • The right to request deletion of information in certain circumstances
  • The right to request restriction of processing in certain circumstances
  • The right to object to certain types of processing
  • The right to withdraw consent where processing is based on consent
  • The right to request a copy of your personal information

Some rights are subject to legal limitations and may not apply in every situation.

13. Keeping Your Information Accurate

Please let us know if any of your contact details or your child’s relevant medical or additional-needs information changes.

This is particularly important where the information could affect the safe delivery of swimming lessons.

14. Data Breaches

If we become aware of a personal data breach, we will assess the situation and take appropriate action in accordance with applicable data protection law.

Where legally required, we will notify the Information Commissioner’s Office (ICO) and/or affected individuals.

15. Complaints

If you have concerns about how KC Swim School has handled your personal information, please contact us first so that we can try to resolve the issue.

You also have the right to complain to the Information Commissioner’s Office (ICO) if you believe your personal information has been handled unlawfully.

16. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes to our services, technology, legal requirements or how we process personal information.

The most recent version will be made available through our booking system or other appropriate KC Swim School channels.

17. Contact

If you have any questions about this Privacy Policy or how KC Swim School handles your personal information, please contact KC Swim School through the contact details provided on our official booking or social media channels.

KC Swim School

Privacy Policy effective from: September 2026