Privacy
Policy

1. Who We Are

This website, hertsswimcoach.uk, is operated under the trading name Herts Swim Coach. References to "we", "us", or "our" in this policy mean Herts Swim Coach.

For any privacy-related enquiries, please contact us via the form at hertsswimcoach.uk/contact.

2. What Personal Data We Collect

We only collect personal data that you choose to provide by submitting an enquiry form on this website, that you give us when booking a clinic, camp or session, or that we capture as part of delivering a coaching service you have booked. This includes:

• Your name
• Your email address
• A phone number (optional for enquiries, required for bookings)
• Details about your coaching requirements or swimming background
• Video footage of swimmers recorded during video analysis sessions (see section 4)
• Booking details for a clinic, camp or session — including the swimmer's name and age, club, personal best times, what they want from the session, and any medical or health information you tell us about (see section 5)

We do not store card or payment details. Card payments are handled entirely by Stripe and never reach our systems — we only ever see a reference, the amount and whether it succeeded.

Where you give us medical or health information for a clinic or camp booking, that is special category data under UK GDPR and is handled as set out in section 5. Apart from that, and video analysis footage, we do not collect special category data. We do not collect data about children without the prior consent of a parent or guardian.

3. How and Why We Use Your Data

The personal data you submit is used solely to respond to your coaching enquiry. We will not use your information for unsolicited marketing, share it with unrelated third parties, or use it for any purpose beyond responding to your request.

Our legal basis for processing your data is legitimate interests under Article 6(1)(f) of UK GDPR — specifically, our legitimate interest in communicating with people who have actively reached out to us through our website.

4. Video Analysis Footage

As part of our video analysis service we record footage of swimmers — above and below the water — using action cameras (such as a GoPro). This footage is personal data, and we handle it as follows:

• Why we film — footage is recorded solely to analyse stroke technique and provide coaching feedback. Filming only takes place as part of a session you (or, for swimmers under 18, a parent or guardian) have booked and agreed to.
• Children — swimmers under 18 are only filmed with the prior consent of a parent or guardian, and footage of under-18s is shared with the parent or guardian, not directly with the child.
• How we store it — footage is transferred from the camera to secure, password-protected storage promptly after the session, and deleted from the camera's memory card once transferred. Footage is reviewed and annotated in professional video analysis software on password-protected devices. It is never uploaded to any publicly accessible location.
• Who we share it with — an edited copy of your footage and analysis is shared privately with you (or the parent or guardian who booked) via a secure, private link or transfer. We do not share footage with anyone else.
• How long we keep it — we retain footage for up to 12 months from the session date so we can compare technique across sessions, after which it is permanently deleted. You can ask us to delete your footage at any time and we will do so.

Our legal basis for recording and processing analysis footage is performance of a contract under Article 6(1)(b) of UK GDPR — the filming is a necessary part of the video analysis service you have booked.

Social media: occasionally we may wish to use short clips from a session on our social channels (such as Instagram) to showcase our coaching. We only ever do this with your separate, explicit, written consent — for under-18s, the consent of a parent or guardian — obtained before anything is posted. Consent is entirely optional, is never a condition of receiving coaching, and can be withdrawn at any time, in which case we will remove the clip. We do not include surnames or other identifying details of swimmers under 18 in any post.

5. Clinic and Camp Booking Data

When you book a clinic, camp or session through this website we ask for information about the swimmer so the session can be planned and run safely. This is more than we collect anywhere else on the site, so it is worth setting out plainly.

• What we ask for — the swimmer's name and age, their club or squad, their 50m and 100m personal best times, what they most want out of the day, and anything medical we should know about (conditions, allergies, additional needs). We also take your own name, email and mobile as the person making the booking.
• Why we ask — ages, times and goals are used to group swimmers into lanes and plan the coaching. The medical information exists for one reason only: so the coach on poolside can act appropriately if something goes wrong. Your mobile is the contact on the day.
• Who sees it — the coach delivering the session, and where a second coach or assistant is working the session, them too. It is not shared with the venue, other parents, or anyone else.
• Where it is stored — in a private database hosted by Cloudflare (Cloudflare D1) in the UK and EU, accessible only to us behind password authentication.
• How long we keep it — medical and health information is automatically deleted 30 days after the session. The booking record itself (names, dates, amounts) is kept for six years, as we are required to do for tax purposes.
• Photography consent — the photo and video consent box at checkout is entirely optional, makes no difference to the coaching provided, and can be withdrawn at any time by emailing us.

Our legal basis for processing booking data is performance of a contract under Article 6(1)(b) of UK GDPR. For the health information specifically, our additional condition under Article 9 is your explicit consent (Article 9(2)(a)) — you choose whether to tell us, and the field can be left blank. Where a swimmer is under 18, that consent is given by the parent or guardian making the booking. Payment records are kept under legal obligation (Article 6(1)(c)).

6. How Long We Keep Your Data

We retain enquiry submissions for up to 12 months from the date they were submitted, or until you ask us to delete them — whichever comes first. Data no longer required is permanently deleted.

Booking data is kept as set out in section 5: health information for 30 days after the session, the booking and payment record for six years.

7. Third-Party Services

This website uses the following third-party services, each of which may process data independently under their own privacy policies:

• Tally.so — our enquiry form provider. Form submissions are processed and stored by Tally. See tally.so/privacy for details.
• Google Analytics 4 — we use Google Analytics to understand, in aggregate, how visitors use the site. IP addresses are anonymised and the data is not used to identify you personally. See Google's Privacy Policy.
• Microsoft Clarity — a product-analytics tool that captures anonymised usage data, including aggregated heatmaps and anonymised session replays of how visitors interact with our pages, to help us improve the site. See Microsoft's Privacy Statement.
• Meta Pixel (Facebook & Instagram) — we advertise on Facebook and Instagram. The Meta Pixel tells us when a visit or an enquiry came from one of our ads, and allows us to show ads to people who have visited this site. See Meta's Privacy Policy.
• Google Ads — we advertise on Google Search. The Google Ads tag tells us when an enquiry came from one of our ads, so we can measure which ads are worth running. See Google's Privacy Policy.
• Google Maps — embedded on our location page. Google may collect usage data. See Google's Privacy Policy.
• Cloudflare — our hosting and performance provider, and the host of the private database holding clinic and camp bookings (Cloudflare D1). Cloudflare may log request metadata for security and performance purposes. See Cloudflare's Privacy Policy.
• Stripe — our payment provider. Card details are entered directly into Stripe's secure form and never pass through our systems. Stripe processes your name, email and payment details to take the payment and issue any refund. See Stripe's Privacy Policy.
• SMTP2GO — the service that sends our booking confirmations and reminders. It processes your name and email address in order to deliver those emails. See SMTP2GO's Privacy Policy.

We are not responsible for the privacy practices of these third-party services.

8. Cookies, Analytics & Advertising

We use analytics tools — Google Analytics and Microsoft Clarity — to understand how visitors use this site so we can improve it. These set cookies and collect anonymised usage data; Clarity also captures aggregated heatmaps and anonymised session replays of on-page interactions. We do not use this data to identify you personally.

We also advertise on Facebook, Instagram and Google. To do that we use the Meta Pixel and the Google Ads tag, which set cookies and similar identifiers. These tell us when an enquiry came from one of our ads, so we can tell which ads are worth paying for, and they allow us to show ads to people who have already visited this site. We do not sell your data, and we do not use it to make automated decisions about you.

You can opt out at any time: block or delete cookies in your browser, turn on your browser's "Do Not Track" or tracking-prevention setting, or install Google's Analytics opt-out add-on. You can control the ads you see through Meta's Ad Preferences and Google's My Ad Center. Other embedded services — Tally, Google Maps and Cloudflare — may also set their own cookies. You can manage or block cookies through your browser settings at any time.

9. Your Rights

Under UK GDPR, you have the following rights in relation to the personal data we hold about you:

• Access — request a copy of the personal data we hold about you
• Rectification — ask us to correct inaccurate or incomplete data
• Erasure — request deletion of your personal data
• Restriction — ask us to limit how we process your data
• Objection — object to processing based on legitimate interests
• Portability — request your data in a commonly used, machine-readable format

To exercise any of these rights, please contact us via hertsswimcoach.uk/contact. We will respond within one calendar month.

10. Right to Complain

If you believe we have mishandled your personal data, you have the right to lodge a complaint with the Information Commissioner's Office (ICO) — the UK's data protection regulator — at ico.org.uk.

We would always appreciate the opportunity to address your concerns directly before any complaint is filed.

11. Changes to This Policy

We may update this Privacy Policy from time to time. The effective date at the top of this page will reflect when changes were last made. Continued use of the website following any update constitutes your acceptance of the revised policy.