Privacy Policy May 2020 

Little Otters Privacy Policy

This privacy policy details how Little Otters (‘we’ and ‘us’) collect, use, store and retain your information (whether you are a person or a business) when you have any interaction with Little Otters via our website, e mails, booking forms and mailing lists, or visit the pools for classes.

 

Little Otters is fully compliant with the General Data Protection Regulations (GDPR). We process personal client data to facilitate the booking and running of our classes. We do not share any data we hold with third parties.

 

Data Storage and Protection

Your data is stored;

• Via a small number of third-party cloud software applications with whom we have individual contracts and service level agreements. Each provider has their own security and privacy policy, copies of which are available upon request by contacting us.

• Any internal data we hold is stored on our own hardware. All our internal systems are password protected and user access is restricted.

• We hold the hard copy of your booking forms in a secure locked filing cabinet.

 

Our website
We collect very little information from the viewers’ visits to our website. Absolutely no personal information is collected from visits to our website. The website statistics gathered by our web hosting company records server requests only, for example. the IP address and date of visit. This is similar to every other server on the web.

 

Our booking forms storage
Our client data is stored in secure locked cabinets. Data we collect from you for the purposes of booking our classes:

 

• Your name

• Your address

• Telephone numbers

• Email address

• Your child/children's name(s) date(s) of birth

• Medical history for your child/children and yourself (if applicable)

 

Our Registers

Any internal data we hold is stored via secure third-party cloud whose privacy policies are available upon request. Data stored in these applications contains the following information only:

 

• parent name

• Child's name

• Child's date of birth

• last achievement badge

• mobile contact number

• e mail address

• any details for medical conditions for parent or child

 

Our mailing lists compiled from information in our current registers
Our mailing lists are stored via secure third-party cloud storage whose privacy policies are available upon request. Data stored in these applications contains the following information only:

• First name

• Last name

• Email Address

 

We keep the number of communications we send to a minimum, and will only send you information related to the following:

• Booking confirmations and reminders

• Relevant Class Information or updates

• Little Otters Newsletters

• Offers and promotions

Data relating to children
We will not collect data relating to children without the express permission of a parent or legal guardian. In practice, we only collect and retain the following information relating to children:

 

• Childs name

• Date of birth

• Medical history (if appropriate)

 

Our lawful basis for processing your data

For existing customers who are attending classes, we store, retain and use your data in order to provide the services agreed in your contract with us.

For new customers, when you first communicate with us our first e mail response requires a reply with an opt in confirmation before we can send you further communications. 

For past customers, we may from time to time, send you communications about our products and services which we believe you have a legitimate interest in receiving. You can opt-out of these communications at any time.

Protecting your data
Your data is stored via a small number of third-party cloud software applications with whom we have individual contracts and service level agreements. Each provider has their own security and privacy policy, copies of which are available upon request by contacting us. Any internal data we hold is stored either on our own hardware or via cloud storage. All our internal systems are password protected and user access is restricted.

 

Data retention
We do not hold your data any longer than is necessary to provide you with our services or to comply with applicable law. We would expect to retain, store and use your data for the duration of your child’s baby and pre-school swimming adventure with us. Whilst we do not place a specific timeframe on the retention of our personal data, we periodically review our records and remove, edit, archive or delete data we deem surplus to requirements. Little Otters is also required, by law, to retain financial information relating to our business practices for up to 7 years.

 

Your rights
In accordance with the GDPR you have the following rights:

• The right to be informed

• The right of access

• The right to rectification

• The right to erasure

• The right to restrict processing

• The right to data portability

• Rights in relation to automated decision making and profiling (at present Little Otters have no automated systems)

 

We will not use any personal information obtained via this website, our booking forms, registers or mailing lists for any purpose other than that stated when the information is gathered. We adhere to the terms of the GDPR and the security and value of any information you supply us is taken very seriously. We will not share your information with any third party unless required to do so by legal requirement.