This privacy policy sets out how East Grinstead Swimming Club governs the privacy of its members and users of this website.

East Grinstead Swimming Club is committed to ensuring that your privacy is protected. Should we ask you to provide certain information by which you can be identified when using this website or our membership portal, then you can be assured that it will only be used in accordance with this privacy statement.

East Grinstead Swimming Club may change this policy from time to time by updating this page. You should check this page from time to time to ensure that you are happy with any changes. This policy is effective from 1st May 2018.

What We Collect

When you register with EGSC as a member, we collect data including name, address, date of birth, email and phone contact details, medical information, emergency contact details and swimmer related details, such as ASA number.

Why do we collect this data?

We collect this information in order to operate the club and provide the very best service to our members, including:

  • Effective communication about upcoming events and changes to scheduled activities, such as the cancellation of training
  • Contacting next of kin in the event of emergencies
  • Coaches being fully informed of medical conditions of members when training or away at events


We are committed to ensuring that your information is secure. In order to protect personal identifiable information, we host our membership database in a secure and encrypted online storage, which is physically hosted in the UK.

We will not sell, distribute or lease your personal information to third parties unless we have your permission or are required by law to do so.

Links to Websites

Our website may contain links to other websites that might be relevant to you. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement, i.e. TeamApp, Setmore Booking System, Facebook, Instagram and Twitter.

If you leave

If you should leave the club and terminate your membership, your data will be retained until the end of the calendar year, when it will be securely deleted.  After leaving the club, the club may contact you using the details it holds in order to determine the reason for you leaving.  If you do not wish us to contact you for this purpose, or you wish your data to be deleted before the end of the calendar year, please let us know, when you give us notice to leave.

Sharing of Data

Within the club, your data will only be used by members of the committee and coaching team, in order to provide the best possible experience.  In addition, your data may be shared with the ASA/Swim England as required by them.  For details of how they use your data, please see their privacy policy on the Swim England website.

Information Requests

Data Subject Access Requests (DSAR’s)

You may request details of personal information which we hold about you under the Data Protection Act 1998 and subsequent regulations (such as GDPR 2018). If you would like a copy of the information held on you please contact East Grinstead Swimming Club and we will handle your request within the regulated timescales (maximum one month).

If you believe that any information we are holding on you is incorrect or incomplete, please email us as soon as possible. We will promptly correct any information found to be incorrect.

Your Right to be Forgotten

If you believe that information is being held about yourself without legitimate grounds, then you have the right to request this data to be deleted. Please do so by emailing us.


All enquiries relating to data privacy should be made to