SEN Swimming UK (“we”, “our”, “us”) is committed to protecting and respecting your privacy.
This policy explains how we collect, use, and protect your personal information when you use our website www.senswimminguk.org or otherwise engage with us.

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1. Who We Are

SEN Swimming UK is a company limited by guarantee registered in England (Company Number 16486501).

If you have any questions about this notice or wish to exercise your data-protection rights, please contact us at:
📧 info@senswimminguk.org
✉️ If you wish to contact us by post, please email us to request our correspondence address.

2. What Information We Collect

We collect and process the following types of information:

• Contact form submissions: first name, last name, email address, phone number, and your message.

• Mailing-list sign-ups: name and email address (via HubSpot).

• Donations: payment and contact details processed securely through Donorbox and Stripe.

• Analytics: usage data such as pages visited, time spent, and general device information (via Google Analytics or similar).

• Cookies: small files placed on your device to support functionality and analytics. (See Section 6 below.)

We do not intentionally collect personal data from or about children.

3. How We Use Your Information

We use personal data to:

• Respond to enquiries and messages you send us.

• Manage our mailing list and send updates or newsletters (only if you have opted in).

• Process and acknowledge donations.

• Analyse and improve our website and communications.

• Meet legal, accounting, and regulatory obligations.

4. Legal Basis for Processing

We process personal data only when at least one of the following applies:

• You have consented (e.g. joining our mailing list).

• Processing is necessary for the performance of a contract or service you’ve requested.

• We have a legitimate interest (e.g. improving our site or responding to enquiries).

• We are required by law (e.g. retaining donation records for HMRC).

5. Data Sharing and Third-Party Processors

We may share limited data with trusted service providers who help us operate our organisation and website, including:

• HubSpot – marketing communications and CRM

• Donorbox – donation platform

• Stripe – payment processing

• Microsoft OneDrive – secure cloud storage

• Google Analytics – anonymous website usage data

• Wix.com Ltd – website hosting

These third parties act as data processors and only process information on our behalf in accordance with UK GDPR.

We may also integrate social-media platforms (Instagram, TikTok, Facebook, LinkedIn) that set their own cookies; please review their respective privacy policies for details.

6. Cookies

Our website may use cookies to:

• Enable site functionality (e.g. navigation, embedded forms).

• Measure and analyse site performance.

• Personalise content or social-media integration.

When you first visit the site, you will be prompted to accept or manage cookies. You can adjust your preferences at any time via your browser settings.

7. Data Storage and Retention

We store data securely in the UK and EU through HubSpot and Microsoft OneDrive.

Data is retained as follows:

• Contact-form enquiries – up to 2 years

• Mailing-list information – until you unsubscribe

• Donation and financial records – 7 years

• Analytics and cookies – per provider defaults (usually 26 months)

8. Your Data Protection Rights

You have the right to:

• Request access to the personal data we hold about you.

• Request correction or deletion of your data.

• Object to or restrict processing.

• Withdraw consent at any time (for marketing).

• Lodge a complaint with the Information Commissioner’s Office (ICO): www.ico.org.uk.

To exercise any of these rights, please contact info@senswimminguk.org.

9. Changes to This Policy

We may update this policy from time to time. Any major changes will be announced on this page. Please check periodically to stay informed.