Privacy Policy

The privacy policy sets out how Otters swim academy uses and protects any Information that you give to us.

Otters swim Academy will ask  you to provide certain information by which you can be Identified,All information recieved is stored and processed only for the running of the swim school .you can be assured it will only be used in accordance with this privacy Policy.

 

Otters swim academy may change this policy from time to time , you should check this page to insure you are happy with any changes.

This policy is effective from May  2018

 

What we collect 

We may collect the following information :

  • Name child 
  • Age of child 
  • parent ,Guardian name 
  • email address
  • phone number 
  • Address , postcode 
  • Relevant medical Information to swimming lessons and activities to otters swim academy business.

What we do with the information we collect .

 

We require this infromation to provide you with a better service helping us to understand your needs.

 

We collect the information above for the following reasons. 

 

  • Periodically we may need to contact  you via email,text or phone which has been  provided on the booking form to inform you of class time changes, & to send end of term achievment records.
  • We may periodically email , text or phone to inform you of Holiday courses available ,.news on events ,New Activities and any event that may be of Interest.
  • We may contact you via Text or email to inform you of a pool closure , reminders for the start of term and Term dates ,and any updates .
  • Internal record Keeping. 
  • We use this Information to help Improve our activities and services.
  • On the odd Occasion we may use your information provided to contact via email ,phone text you for market research purposes.
  • Invoicing and re bookings.

Data

Why

Swimmer’s name

To record swimmers membership, attendance & progress

Swimmer’s date of birth & medical

Helps group ages together & understand child’s developmental needs & medical issues to ensure safety of swimmer/s.

-Parent/guardians’ name, tel number & email address

-In emergency name & tel number

-email of fee payer (if different from above)

Contact details for matters solely to do with the running of the swimming school

*GoCardless collects bank details, name, email, residential address

To process your electronic payment

*GoCardless who process your direct debit payments on our behalf have their own data protection policies under GDPR.

 

  • Stored on paper: Swimmer’s name & medical condition is held securely one master register at the pool by the supervisor (& in a locked cabinet when in the office). Individual teachers have paper/laminated  registers and assessments with the swimmer’s name only, a code denotes if there is any medical.Conditions .plus resent awards acieved ,Enrolment forms are held securely in a locked cabinet at the office.
  • Stored digitally: Swimmer’s name, date of birth, medical, parent/guardian, in emergency contact & fee payer details are held securely digitally.
  • Deletion: Digitally stored contact, DOB & medical data is deleted upon leaving the swim school. Enrolment forms are shredded upon leaving. Paper registers and assessments are shredded at the end of the following term. A register of names and payments are kept digitally for 7 years for financial record keeping purposes.

Security

Otters swim academy is commited to ensuring your information is secure, In order to prevent unauthorised access or disclosure, we have put in place managerial,phisical and elactronic procedures to safeguard and secure the information we collect .

 

Links to other websites

Our website may contain links to other websites of interest.

However ,once you have used these links to leave our sites , you should note 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 .

you should excercise caution and look at the privacy statemant applicable to the website in question.

 

Controlling your personal information  

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

 

You may request details of personal information which we had about you under the Data protection act 1998,

A small fee will be payable .

If you would like a copy of the information held or feel any information held is incorrect or incomplete/ please contact us on

 

Otters.swim@outlook.com

 

We will promptly correct any information found to be incorrect .

 

Terms and Conditions

 

These terms and conditions govern your, payment, receipt and use in respect of the Otters Swim Academy . They take effect upon the completion of your booking, whether that booking is made on line, over the phone, via email or letter.
Behavioural Standards and Exclusion
All children, parents and guardians Should behave at all times in a manner that is respectful of staff and other customers and that conforms to applicable safety requirements.
Otters Swim Academy has the right to remove anyone who fails to adhere to these requirements. Such failure shall include, any form of verbal or physical threatening, abuse or bullying of a fellow child or member of staff.
Policies and procedures Standards Cancellations Policy
If you would like to cancel your course, We require four week notice in writing.and sent to Address on your Booking Form.
Payments and Bookings procedures
Direct Debit

A monthly direct debit will be set up with your bank. The payment will come out of your bank on the 1st working day of each month.
Members will pay their first month in advance and any pro rata for the month you join in. The collection from your bank will always be for the lessons to be taken in the next calendar month. This protects your place on your chosen lessons.These terms and conditions govern your, payment, receipt and use in respect of the Otters Swim Academy . They take effect upon the completion of your booking, whether that booking is made on line, over the phone, via email or letter.

 

If a direct debit is returned by your bank unpaid, we have the right under BACS regulations to re-present a request for this payment at any point but within one month of the original charge.
We will contact you if a payment has been missed a second reminder will incur a £10 Administration fee.
If payment is not received at this point we will refuse entry in to the swimming lessons until payments are made.
If for any reason, you cannot pay by Direct Debit please contact Mandy Pack by email:
Otters.swim@outlook.com or call during office hours (Monday -Friday 9am -15:30) on 07495 268102 to discuss other payment options .
Class refunds
In the event that you are unable to attend a class (for example, due to your or your child’s sickness or holiday), we regret that we are unable to refund you as your payment secures your place for the full term.
If Otters Swim Academy is unable to run a class because of reasons beyond our control (for example, in severe weather or pool plant break down,) we will use reasonable endeavors to provide a replacement class.
If you cancel your booking with Otters Swim Academy after the cooling off period but not less than 14 days before the start of term, you will receive a full refund .
If you cancel your classes after the cooling off period but less than 14 days before the start of term, or once the term has begun, we will only offer a refund if, we can find someone to take your place. Once we have received payment for the classes from the new customer we will refund you only for the classes which have yet to take place less an administration fee of £20.

Holiday Courses 

 

In the event that you are unable to attend a class (for example, due to your or your child’s sickness  or change of mind ), we regret that we are unable to refund you as your payment secures your place fo the durtion of the course 

If we are unable to run a class due to pool closure or Instructor unable to attend due to sickness we will refund you for all lessons missed .

 

Liability
All those participating or observing in Otters Swim Academy course at Meath school do so at their own risk. Otters Swim Academy has no responsibility or liability for the sickness, personal injury or death of any program participants, except to the extent directly caused by the wilful actions or negligence of Otters Swim Academy or its staff.

 

Organisers providing the facility and their servants are under no liability whatsoever in respect of personal injuries, loss or damage to property whilst attending any Otters Swim Academy lesson.
Safety and Instructions
Customers are responsible for their children at all times and must inform the teacher on duty prior to the class if they have any concerns.
Customers must inform the Teacher or Management of any health issues that may be relevant.
Parent Guardians must stay on site while the children are having their lessons,
parent Guardians should be available to take the child to the bathroom if needed.
Otters Swim Academy do not take responsibility for children in the car park or out of the swimming pool lesson program.
Long hair
All children with long hair must wear a swimming cap.
All Jewelry must be removed prior to your lesson, except wedding rings.All personal items are the owners responsibility . Otters Swim Academy are not liable for loss of Jewelry removed on our premises.
Goggles
We like to encourage children to swim without goggles up to stage 3
To help with water safety and confidence, if your child falls in to water without there goggles on it is a very different experience.
However, if your child has any medical reason or you prefer your child to wear goggles this will be permitted. Please inform your class teacher or the office of your request.
Food
Food is strictly forbidden in the pool buildings. Strictly no outdoor footwear or buggies poolside.
For health and safety and pool Cleanliness All parent/ Guardian & children must remove outside shoes and place them in your bags before entering the changing area.
All swimmers must shower poolside before getting into the pool.
Any face paint and mud must be removed .
Parent and child
We operate a strict double nappy policy for those children not yet fully toilet trained. Two appropriate nappies must be worn by children not yet fully toilet trained.
Please contact us if you have any queries.
Nappies (including disposable swim nappies) must not be left on the pool premises.
Health and Safety
For health and safety reasons, you should not bring your child to a class for at least 48 hours after being clear of any symptoms of illness, sickness or diarrhea, or at least two weeks after being clear of symptoms.
For health and safety your child can not swim with chicken pox until the spots have scabbed over this can take 7-10 days

Verrucas must have been treated and covered with a sock until treatment has cleared.
Please do not run on the side of the pool or enter the pool without the class teacher or other member of the Otters Swim Academy staff present.
Changing room facilities
We have male and female changing rooms . Otters Swim Academy adhere to the ASA Changing Room Policy (The ASA Child Safeguarding Policy and Procedures). Children of the age of 8 years and above are required to change in the gender correct changing room. Accompanying adults must also abide by gender correct changing facilities. Please refer to Section 2 of the Wave power 2016-2019 Child Safeguarding Policy and Procedures:
http://www.swimming.org/asa/clubs-and-members/safeguarding-children/
For health and safety reasons your baby should be changed on the floor using their own changing mat or Otters Swim Academy baby mats .
Lost property
Lost property found at the pools will be kept at the Otters office please email otter.swim@outlook.com
All property left in the changing rooms or on poolside as well as outside of the pool building (e.g. prams) is left at your own risk. Otters Swim Academy cannot accept responsibility for the loss or damage of any personal possessions.
Parking
During school hours please park along the road.
No cars at any time to park in the school bus bay.
Complaints
You can be assured that any complaint will be taken very seriously.
Otters Swimming Academy is fully dedicated to deliver a high standard of teaching.
If however you or your child are not entirely satisfied with the service we provide we would like to hear from you.
Please contact Mandy by Email
Otter.swim@outlook.com

Update Terms and Conditions
From time to time we may update these terms, by sending you either an updated version or notification of minor changes. You are free not to accept these changes but we would ask you to notify us in writing of your non acceptance, within 14 days of your receipt, failing which we will be entitled to treat your agreement with the Licensee as being subject to the updated terms.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

All Venue Addresses Below 

ADDRESS ; GORDONS SCHOOL POOL ,Bagshot Rd,West end ,Woking GU24 9PT, UK

Lessons on ,Saturday & Sunday from 8am - 12.30 pm 

 

ADDRESS : MEATH SCHOOL Brox Rd,Ottershaw,Chertsey,KT1 6OLF, UK

Lessons  on Wednesday and Friday 1 pm - 7 pm 

 

DDRESS : Carwarden House Community School 118 Upper Chobham Road,Camberley , Surrey,GU151eJ  

Lessons on ,Monday ,Tuesday , Thursday .3.45 -6.15pm 

: Philip southcote School ,Addlestone moor , Weybridge  KT152QH

lLessons Thursday and Friday 

 

 

 

 

 

 

 

 

 

 

 

 

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