Privacy Policy – Strokes Swim School Essex

This privacy policy explains how Strokes Swim School Limited ("we", "us", "our") collects, uses and protects the personal data of visitors to this website and families enrolled with us. We are committed to handling your data responsibly and in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Data Controller

Strokes Swim School Limited
Company Number: 11520177
Email: holidayswimming@strokes-swimschool.co.uk

We are the data controller responsible for the personal information you provide to us through this website and through the enrolment process.

2. What Data We Collect

Contact form

When you use the contact form on this website, we collect:

Your full name
Your email address
Your phone number (optional)
The content of your message

This data is used solely to respond to your enquiry.

Enrolment data

When you enrol a swimmer with us, we collect and store:

Parent/guardian name, email address, phone number and home address
Child's name, date of birth and medical information
Payment information (processed securely through GoCardless)

This data is necessary for the safe management of lessons, for contacting you about your swimmer's progress, and for processing payments.

3. Legal Basis for Processing

We process your personal data under the following lawful bases:

Contract performance — processing is necessary to provide the swimming lessons you have booked.
Legitimate interests — to respond to your enquiries and manage the day-to-day operation of the swim school.
Legal obligation — we are required to retain certain records (e.g. medical information, DBS) for safeguarding purposes.
Consent — for photography and marketing use, where we ask for explicit permission.

4. How We Use Your Data

We use the information we collect to:

Respond to enquiries submitted via the contact form
Manage swimmer enrolment, class registers and progress tracking
Process term-time payments via GoCardless Direct Debit
Contact you about lessons, term dates, closures and other important updates
Meet our safeguarding obligations

We will not use your data for unsolicited marketing, nor will we sell or share it with third parties outside of those listed below.

5. Third Parties

We use the following third-party services in operating the swim school and this website. Each has its own privacy policy.

Web3Forms

The contact form on this website uses Web3Forms to deliver your message to us by email. The data you submit via the form is transmitted securely through Web3Forms' servers. They do not store your data beyond delivery.

Cloudflare

This website is served via Cloudflare, which provides content delivery network (CDN) and security services. Cloudflare may process IP addresses and other technical data as part of serving this website and protecting it from malicious traffic. Please refer to Cloudflare's privacy policy for details.

GoCardless

GoCardless is our payment provider for Direct Debit. When you set up a Direct Debit, you will provide your bank details directly to GoCardless under their own terms and privacy policy.

Morsolutions

Morsolutions is our swim school management software. Swimmer and parent data is stored securely within this system. Access is restricted to Strokes Swim School staff only.

6. Cookies and Tracking

This website does not currently use any tracking cookies, analytics, or advertising technology. We do not use Google Analytics or any other third-party tracking service. The only data processed during a visit is what is technically necessary to serve the website (handled by Cloudflare).

7. Data Retention

Contact form enquiry data is retained only as long as necessary to handle your enquiry. Swimmer enrolment data is retained for the duration of enrolment and for a reasonable period thereafter to meet legal and safeguarding obligations. You may request deletion at any time (see Section 8).

8. Your Rights Under UK GDPR

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

Right of access — you may request a copy of the data we hold about you.
Right to rectification — you may ask us to correct inaccurate data.
Right to erasure — you may request that we delete your data, subject to legal retention obligations.
Right to restrict processing — you may ask us to limit how we use your data.
Right to data portability — you may request your data in a machine-readable format.
Right to object — you may object to processing based on legitimate interests.

To exercise any of these rights, please contact us by email (see below). We will respond within 30 days.

9. Contact for Data Requests

For any data protection queries, requests or concerns, please email us at:

holidayswimming@strokes-swimschool.co.uk

If you are not satisfied with our response, you have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk.

10. Changes to This Policy

We may update this privacy policy from time to time. Any changes will be posted on this page with an updated date. We recommend checking this page periodically.

Last updated: March 2026