FLEETWOOD & DISTRICT AMATEUR SWIMMING CLUB

FORM 1A: PRE-MEMBERSHIP ASSESSMENT DETAILS FOR APPLICANTS AGED 6 TO 17 YEARS

This information is required for insurance purposes and to enable your child’s application for membership to be processed. Please complete on, or before, arrival for your child’s assessment. 

ASSESSMENT & TRIAL PERIOD – A Parent / Guardian MUST be present during the trial period regardless of age. 

Following assessment, the Club’s Insurers allow up to three (3) trial sessions to be attended before commitment to membership. Trial sessions must be taken within two weeks of the assessment passed date shown above. This form should be returned to the Membership Officer before the end of the trial sessions to process you FADSC membership application. Please indicate the training sessions you would like to attend below by ticking the appropriate boxes:

CONSENT TO IMAGE DISCLOSURE - The club may wish to take photographs or film individual and groups of members under the age of 18 that may include your child during their membership. All photographs and filming and all use of images will be in accordance with the Swim England Photography and Filming Guidance and the clubs Privacy Policy. The club requires consent to take and use photographs. Parents/Guardians have a right to refuse agreement to their child being photographed. As the parent/guardian please indicate your permission below. Please note you can withdraw your consent at any time should you wish to do so. This must be done in writing to the club Welfare Officer.

JOINGING FEE PAYMENT – An initial joining fee payment of £40.00 is due via digital banking before returning forms:

FLEETWOOD & DISTRICT AMATEUR SWIMMING CLUB

FORM 2A: JUNIOR FADSC MEMBERSHIP APPLICATION & SWIM ENGLAND MEMBER REGISTRATION FORM 

FOR APPLICANTS AGED 6 TO 17 YEARS

PART 1: PAYMENT & APPLICANT DETAILS – Payment can be made via standing order or via credit card within the club app. Payment via card is strongly advised however standing order details are below if preferred, indicate your preference by deletion. If selecting card, a guide on how to do this will be sent to you. The current Club fees are:

To join the club, you must also join Fleetwood YMCA by taking out a Fleetwood Swimming Club YMCA Membership - https://ymcayactive.org/join-us/memberships/. Payment for this membership is taken by Direct Debit and the cost of this membership is deducted from the prices above. E.g. The current cost of the FSC YMCA membership is £27 per month. Joining the Micro Squad costs £37 per month. £27 of the £32 is collected via DD of the FSC YMCA membership and the remaining £10 is collected via your choice payment method. 

PART 2: EMERGENCY CONTACTS & MEMBERSHIP CONDITIONS

APPLICANTS HEALTH – Any child aged 8 years and under MUST always have a Parent / Guardian present. The Club advise you to seek medical advice before joining and should this advice not be taken any health-related problems when in the club are the absolute responsibility of the Parent / Guardian. 

CLUB RULES, BY-LAWS, CODES OF CONDUCT & PRIVACY NOTICE

I confirm that I have read and agree to abide by the code of conduct and the club policies. I acknowledge receipt of the Club rules & by-laws and confirm my understanding and acceptance that such rules, as amended from time to time, shall govern my membership of the Club. I further acknowledge and accept the responsibilities of membership upon members as set out in these rules, by-laws & codes of conduct contained therein. In providing an email address I agree to its use for the purpose of Rule 11.1 and other communications within the Club. I further agree to abide by the rules of Swim England and British Swimming (www.swimming.org).

CONSENT TO ACTIVITIES - (SE TRAIN & SE COMPETE SWIMMERS)

I am aware of the type of activities likely to be undertaken & consent to my child taking part in them. I acknowledge that the Club will only be liable in the event of an accident if they have failed to take reasonable steps in their duty of care. I give permission for the Coach, Team Manager, other Club Officer or authorised person accompanying my child to give the immediate necessary authority on my behalf for any medical or surgical treatment recommended by competent medical authorities, where it would be contrary to my son’s/daughter’s interest, in the doctor’s medical opinion, for any delay to be incurred by seeking my personal consent. 

I understand that the club may still have a lawful need to use this information for such purposes even if I later seek to withdraw this consent.

IMAGE DISCLOSURE – The club may wish to take photographs or film individual and groups of members under the age of 18 that may include your child during their membership. All photographs and filming and all use of images will be in accordance with the Swim England Photography and Filming Guidance and the clubs Privacy Policy. The club requires consent to take and use photographs. Parents/Guardians have a right to refuse agreement to their child being photographed. As the parent/guardian please indicate your permission below. Please note you can withdraw your consent at any time should you wish to do so. This must be done in writing to the club Welfare Officer.

DATA PROTECTION ACT GDPR

Please read the Swim England Privacy Policy. The information entered in this form will be used by the officers of the club for the purpose of processing your application and dealing with you as a member of Fleetwood & District Amateur Swimming Club.  All data collected during your membership will be kept securely by club personnel. It will not be disclosed to any third party for marketing or commercial purposes without your permission. The information in Part 3 will be shared with British Swimming (constituent members are the ASA Swim England, the Welsh Amateur Swimming Association and the Scottish Amateur Swimming Association) and event organisers for registration, entry and statistical information. The Club will use your personal data for the purpose of your child’s involvement in training, activities, or competitions with the Club.  For further details of how we process your personal data please see our Privacy Policy. The Clubs Privacy Policy will be provided alongside this form.

AS THE PARENT OR PERSON IN LOCOPARENTIS OF THE APPLICANT NAMED ABOVE, I AGREE TO THE CONSENTS & OBLIGATIONS SET OUT ABOVE & I UNDERTAKE TO KEEP THE CLUB INFORMED OF ANY CHANGE IN CIRCUMSTANCE. 

FLEETWOOD & DISTRICT AMATEUR SWIMMING CLUB

FADSC PRIVACY POLICY – Version 2.1 – April 2023

PLEASE RETAIN FOR YOUR INFORMATION

Introduction:

The Data Protection Act 2018 controls how your personal information is used by organisations and is the UK’s implementation of the EU’s General Data Protection Regulations (GDPR). Everyone responsible for using personal data has to follow strict rules called ‘data protection principles’. They must make sure the information is:

• used fairly, lawfully and transparently
• used for specified, explicit and legitimate purposes
• used in a way that is adequate, relevant and limited to only what is necessary
• accurate and, where necessary, kept up to date
• kept for no longer than is necessary
• handled in a way that ensures appropriate security, including protection against unlawful or unauthorised processing, access, loss, destruction or damage

References to We, Our, or Us, in this privacy notice are to Fleetwood & District Swimming Club. 

This notice applies to athletes, parents/guardians, coaches and volunteers if you have registered to become, or are, a member of our club. It explains:

• how we may use the personal information we collect before, during and after your membership with us.
• what your rights are for the purposes of data protection.
• how we comply with the law on data protection
• what your rights are.

For the purpose of the Data Protection Act 2018, the Data Controller of any of your personal information is Alison Horabin, Fleetwood and District Swimming Club. We are not required to appoint a Data Protection Officer.

Contacting us:

Any questions regarding this policy, our privacy practices, query or complaint should be sent to Alison Horabin (Membership Secretary).

Personal information we may collect from you:

Depending on the type of membership you register for with us, you may initially provide us with or we may obtain personal information about you, such as information regarding your:

• personal contact details that allows us to contact you directly such as name, title, email addresses and telephone numbers;
• date of birth;
• gender;
• membership start and end date;
• records of your interactions with us such as telephone conversations, emails and other correspondence and your instructions to us; 
• any credit/debit card and other payment details you provide so that we can receive payments from you and details of the financial transactions with you;
• records of your attendance at any events hosted by us;
• images in video and/or photographic form and voice recordings;
• your marketing preferences so that we know whether and how we should contact you.
• identification documents such as passport and identity cards;
• details of next of kin, family members, coaches and emergency contacts;
• records and assessment of any swimmer rankings, gradings or ratings, competition results, details regarding galas attended and performance.

For some of your personal information you will have a legal, contractual or other requirement or obligation for you to provide us with your personal information. If you do not provide us with the requested personal information we may not be able to admit you as a member or we may not be able to properly perform our contract with you or comply with legal obligations.

There may be other personal information that you are not obliged to provide to us, but if you do not provide it then we may not be able to properly perform our contract with you.

You can withdraw your consent and request erasure of your data at any time prior to the completion of your membership application which you may do by contacting us as described above.

Where you have given us your consent to use your personal information in a particular manner, you have the right to withdraw this consent at any time, which you may do by contacting us as described above.

Please note, however, that the withdrawal of your consent will not affect any use of the data made before you withdrew your consent and we may still be entitled to hold and process the relevant personal information to the extent that we are entitled to do so on bases other than your consent. Withdrawing consent may also have the same effects as not providing the information in the first place, for example we may no longer be able to provide certain member benefits to you.

Special categories of personal information:

We may also collect, store, and use the following ‘special category data’ about you:

• information about your race or ethnicity, religious beliefs, sexual orientation and political opinions.
• medical information about you which is collected purely for the purpose of ensuring your health and safety when competing and which will not be transferred to any third party save as specifically authorised by you, or in a medical emergency.
• information about any relevant impairments that you may have.
• We may not collect all of the above types of ‘special category data’ about you however, if we
• do process such data it will be on the basis that:
• the processing is necessary for reasons of substantial public interest, on a lawful basis;
• it is necessary for the establishment, exercise or defence of legal claims;
• it is necessary for the purposes of carrying out the obligations and exercising our or your rights in the field of employment and social security and social protection law; or based on your explicit consent.

For volunteers we may also collect criminal records information from/about you, this will be completed by the use of the Disclosure Barring Service.

16 or Under:

We are concerned to protect the privacy of children aged 16 or under. If you are aged 16 or under‚ please get your parent/guardian's permission beforehand whenever you provide us with personal information.

Where we collect your information:

We typically collect personal information about our members when you apply to become a member of the club, when you take part in a competition controlled either by us or by another organisation, when you work as a volunteer for us, or when you purchase products and services from us, when you make a query and/or complaint or when you correspond with us by phone, e-mail or in some other way.

In becoming a registered athlete, coach, official or volunteer, you will provide certain information to third parties including Swim England, Swim England North West Region, Institute of Swimming, and British Swimming. This information may be shared with us.

If you are providing us with details of next of kin, family members and emergency contacts they have a right to know and to be aware of how what personal information we hold about them, how we collect it and how we use and may share that information.  Please share this privacy notice with those of them whom you feel are sufficiently mature to understand it. They also have the same rights as set out in the “Your rights in relation to personal information” section below.

How and why your information is used:

                                                                     .

The table below describes the main purposes for which we process your personal information, the categories of your information involved and the lawful basis for being able to do this.

Data protection law requires us to rely on one or more lawful grounds to process your personal information. We consider the following grounds to be relevant:

• Specific consent - where you have provided specific consent to us using your personal information in a certain way, such as to send you email or texts.
• Legitimate Interest - to send information on activities and events which have been arranged as part of membership.
• Performance of a contract - to allow us to provide member services associated with the day to day running of the club and its activities such as requests for payments, registers, and fees.
• Legal obligation - to fulfil legal obligations for health and safety, insurance and child protection purposes. 

Direct marketing:

Email, post and SMS marketing: from time to time, we may need to contact you by email, post or SMS with information about our products and services we believe you may be interested in. We will only send marketing messages to you in accordance with the marketing preferences you set. You can let us know at any time that you do not wish to receive marketing message by contacting us as above. We do pass on your personal information to third parties for the purposes of direct marketing

Disclosure of your personal information:

Personal information may be shared with the following:

• Any party approved by you;
• To the governing body (Swim England) or regional body or county affiliation to allow them to properly administer the sport on a local, regional and national level;
• Other service providers and advisors: for example, email marketing specialists, payment processes, professional advisors, data analysis and IT services (including CRM, website, video and teleconference services);
• External funding providers;
• Our Partners and Activity Providers;
• The Government or our Regulators: where we are required to do so by law or to assist with their investigations or initiatives
• Police, law enforcement and security services: to assist with the investigation and prevention of crime and the protection of national security.

In addition to this, any event which you enter into may process and hold personal data which is required in order for you to participate. This policy does not cover how your data is processed in relation to external bodies.

Transferring your personal information internationally

Your personal information is not transferred to and stored in countries outside of the UK and the European Union.

Retention of personal information

The duration for which personal information is retained will differ depending on the type of information and the reason why it is collected from you. However, in some cases personal information may be retained on a long term basis; for example, personal information that we need to retain for legal purposes will normally be retained in accordance with usual commercial practice and regulatory requirements. Generally, where there is no legal requirements we retain all physical and electronic records for a period of [6 years] after your last contact with us OR [beyond the duration of your membership].

Exceptions to this rule are:

• Details regarding unsuccessful membership applicants where we hold records for a period of not more than 12 months.
• Information that may be relevant to personal injury claims or discrimination claims which may be retained until the limitation period for those types of claims has expired. For personal injury or discrimination claims this can be an extended period as the limitation might not start to run until a long time after the event.
• We will continue to store individuals’ performance data which form part of the club’s competitive records.

It is important to ensure that the personal information we hold about you is accurate and up to date, and you should let us know if anything changes, for example if you change your phone number or email address. You may be able to update some of the personal information we hold about you through the ‘Contact Us’ details given above.

Your rights in relation to personal information

You have the following rights in relation to your personal information:

• The right to be informed about how your personal information is being used;
• The right to access the personal information held about you;
• The right to request the correction of inaccurate personal information held about you;
• The right to request the erasure of your personal information in certain limited circumstances;
• The right to restrict processing of your personal information where certain requirements are met;
• The right to object to the processing of your personal information;
• The right to request the transfer of elements of your data either to you or another service provider;
• The right to object to certain automated decision-making processes using your personal information.

You should note that some of these rights, for example the right to require us to transfer your data to another service provider or the right to object to automated decision making, may not apply as they have specific requirements and exemptions which apply to them and they may not apply to personal information recorded and stored by us. For example, we do not use automated decision making in relation to your personal data. However some rights have no conditions attached, so your right to withdraw consent or object to processing for direct marketing are absolute rights.

Whilst this privacy notice sets out a general summary of your legal rights in respect of personal information, this is a very complex area of law. More information about your legal rights can be found on the Information Commissioner’s website at https://ico.org.uk/for-the-public/

To exercise any of the above rights, or if you have any questions relating to your rights,please ‘Contact Us’ by using the details given above.

If you are unhappy with the way we are using your personal information you can also complain to the UK Information Commissioner’s Office or your local data protection regulator. We are here to help and encourage you to contact us to resolve your complaint first. 

Changes to this notice

This privacy notice may be updated from time to time. When a change to this notice is made in a material way, the version date at the bottom of this page will be updated. For significant changes to this notice, reasonable notice will be given unless we are prevented from doing so. Where required by law we will seek your consent to changes in the way we use your personal information.

FLEETWOOD & DISTRICT AMATEUR SWIMMING CLUB

CODES OF CONDUCT – Version 3.0 – April 2023

SWIMMER CODE OF CONDUCT

The Committee, Coaching/Teaching staff and members of Fleetwood Swimming Club work hard to maintain the good reputation of the Club. This document has been developed to show the high standard of behaviour that is expected of all members of the Club. This applies to training, competing at home, away trips and general conduct at all times.

Behaviour & Personal Conduct:

1. You must remember that you represent Fleetwood Swimming club every time you swim, whether it is during training or competing. As such, your behaviour should be of a high standard that reflects well on yourself, the Club and the sport.
2. Your language in public or relevant group situations, in particular changing rooms, must always be appropriate and socially acceptable.
3. You should respect the Coaches/Team managers and poolside helpers at all times as these people give their expertise and time to train you whilst being volunteers.
4. When swimming in Team events, stay together as a Team and support members of the Team who are swimming.

Attendance:

5. You are expected to attend sessions promptly with all equipment needed. This means you should aim to be on poolside at least five minutes before your session start time.
6. If you are unavoidably late for any session, you or your parent should speak to your Coach BEFORE you get in the water to see if it is alright to do so.
7. If you are to be absent for a considerable amount of training sessions please inform your Coach.

Medication:

8. It is important that information on all medication you are currently taking and any existing medical condition you may have, is reported to the Registration Officer who will inform the relevant people.
9. Swimmers/Parents should notify the Coach/Teacher of any injury or specific illness being experienced by the swimmer.

Pool Safety & Respect:

10. At any pool, you must always behave in a safe manner as accidents can easily happen on slippery surfaces.
11. You must obey instructions from the Lifeguards.
12. As changing rooms at Fleetwood and most pools we visit to compete in are communal, your behaviour should be respectful to yourself and others using the facilities. Please remember that most changing rooms are shared by swimming clubs and members of the public.
13. Use the cubicles provided for changing and do not disturb others whilst they are changing.
14. Respect and be civil to Leisure Centre staff.
15. Water, shampoo and drink fights within changing rooms are not permitted as pool staff work hard to keep facilities clean for all who use them.

Mobile Phones and Cameras:

16. Mobile phones and cameras must not be used in changing rooms and pool areas; this includes listening to music on your phone. At Fleetwood Leisure Centre this is in accordance with YMCA policy, but most pools adopt this policy. Anybody wishing to take photographs must obtain permission from pool staff or gala organisers.

Personal Appearance:

17. Team kit and equipment should be worn as directed by Coaches/Team Manager when competing and on other occasions as notified.

18. Please remember to cover your swimwear with tracksuit/shorts/T-shirt whilst having your photograph taken.

Travelling & Accommodation:

19. When travelling on coaches to galas etc., you must behave and seat belts must be fastened if fitted.
20. If members are staying in hotels or equivalent no extra persons should be accommodated in swimmer’s rooms.

Training:

21. In any 90-minute swimming session only ONE toilet break is allowed and this must NOT be in the middle of a training set.
22. If you have to leave the poolside for any reason during a session, you must ask your Coach’s permission first.
23. Every swim must start and finish at the wall (e.g. no walking in or out). All turns must be done properly.
24. You must NOT sit on the lane ropes or pull yourself along them. You must NOT use lane ropes to climb out of the pool.
25. You must NOT sit on pool covers.

Alcohol & Smoking:

26. Alcohol is totally forbidden for swimmers under age defined by law. It must not be consumed by swimmers or club personnel whilst en route (on transport), prior to, during or following a competition event or team activity.
27. Smoking is prohibited for swimmers and personnel from the club as for alcohol consumption.

Illegal & Performance Enhancing Drugs & Substances:

28. All strictly forbidden. If you are in any doubt about the medication you are taking then you/your parents can check it out on the UK Sport website at www.uksport.gov.uk/did/

Illegal Drugs & Substances:

29. The use of these, even though they may not appear on the official banned list of performance enhancing drugs is prohibited.

Bullying:

30. Bullying of any form is not allowed. If anyone is found to be acting in a bullying manner, ASA guidelines will be followed and could result in a person being asked to leave the Club.

Sanctions:

All breaches of this Code of Conduct shall be dealt with firstly by your Coach/Teacher/Team Manager. He/she shall report the incident if necessary to the Secretary of the Club for Committee attention. Action taken will be governed by the seriousness of the offence committed.

PARENT/GUARDIAN CODE OF CONDUCT

This document sets down the conduct expected of all members of Fleetwood and District Swimming Club. The Club adopts and operates under the policies of the ASA, the ASA Code of Ethics and Child Protection procedures and guidelines. The full policy documents and procedures can be found on www.britishswimming.org. 

1. Respect your child’s coach or teacher when they give advice or instruction concerning swimming.
2. Parents should be aware that changing rooms at Fleetwood leisure centre and most venues we visit to compete in are communal and should therefore be vigilante. Please encourage your child to be respectful of themselves and others whilst using the changing rooms.
3. Discourage unfair play and arguing with officials.
4. Help your child to recognise good performance, not just results.
5. Set a good example by recognising fair play and applauding the good performances of all.
6. Use correct and proper language at all times.
7. Use of mobile phones and cameras are not permitted in the changing rooms in accordance with YMCA policy. We understand the need for children to be able to contact their parents and vice versa, therefore please help your child to know that they can bring their phone to swimming but only use it outside the changing rooms.
8. Any person wishing to video or take photographs at any club event must first register and obtain permission from the person(s) responsible for organising the event.
9. Do not leave children under age of 8 at the club unattended for their swim session.
10. Actively support ALL our swimmers in competition.
11. Advise the relevant squad manager or Coach when swimmers are unfit, injured or ill.
12. Ensure swimmers arrive suitably equipped (i.e. towel, swimwear, goggles, drinks bottle, training aids, etc.) for the session they are to participate in.
13. Ensure that the registration officer has up to date information and contact details.