At Well Cares Swimming, we value your privacy and are committed to protecting your personal data.
What data we collect
We collect and process the following personal data from swimmers and/or their parents or guardians:
– Full name and contact details (email, phone number)
– Address details
– Date of birth and gender
– Emergency contact details
– Payment and invoicing information
– Attendance records and incident reports (if applicable)
– Photos and video recordings (only with prior consent)
Why we collect your data
We collect this information to:
– Register participants and manage swimming lessons
– Ensure safety during activities, including medical support if needed
– Communicate with you about schedules, changes, or emergencies
– Process payments and invoicing
– Comply with legal obligations (e.g. accident registration)
How your data is stored
Your data is securely stored in digital systems with restricted access, managed by authorized personnel only. Physical documents (if applicable) are stored in locked cabinets.
Data sharing
Data is not shared with third parties unless:
– Necessary in medical emergencies
– Legally required
– Participant has explicitly consented
All data is securely stored and accessed only by authorized personnel. Access, correction, or deletion of personal data is possible upon request via wellcares.info@gmail.com.
In case of an accident (e.g. due to an injury while swimming), relevant information may be shared with our insurer Hienfeld.
Use of photos and videos
During lessons or events, we may occasionally take photos or videos of participants for promotional purposes, including:
– Our website
– Social media platforms (Instagram, LinkedIn)
– Flyers, brochures, or other marketing materials
We will never publish photos or videos of participants without prior written consent from the individual (or their parent/guardian, if under 16). You may withdraw your consent at any time by contacting us at wellcares.info@gmail.com. Upon withdrawal, we will remove the relevant material from our platforms as soon as reasonably possible.
Your rights
You have the right to:
– Request access to your personal data
– Request correction or deletion of your data
– Withdraw your consent at any time
– Lodge a complaint with the Dutch Data Protection Authority (Autoriteit Persoonsgegevens)
To exercise any of these rights, please contact us at wellcares.info@gmail.com
Retention period
We retain personal data for no longer than is necessary:
– Registration and contact data: up to 2 years after your last lesson
– Incident reports: 2 years (for safety and legal compliance)
– Financial records: 7 years (as required by Dutch tax law)
Changes to this privacy statement
This privacy statement may be updated periodically. The most recent version will always be available upon request.
Last updated: April 2025