Privacy policy.

Everyone Swims CIC is a not-for-profit Community Interest Company registered in England and Wales under company number 16774449. Our registered office is Eagle Tower, Montpellier Drive, Cheltenham, GL50 1TA.

We are the data controller for the information described in this policy. That means we decide what is collected and why, and we are responsible for looking after it.

For anything relating to your personal information, including any of the rights in section 8, contact us at contactus@everyoneswims.org.uk.

We only collect information you choose to give us. We do not buy personal data, and we do not track you across other websites.

Data protection law requires us to have a lawful basis for using your information. Ours are as follows.

Responding to enquiries

We use the details you send through the contact form to reply to you and to keep a record of the conversation. Our lawful basis is legitimate interests, namely running a swimming programme and answering the people who get in touch with us.

Measuring and reporting our impact

We use impact survey responses to understand whether our programmes are working, to improve them, and to report to funders and partners. Our lawful basis is consent, which you give by choosing to complete the survey. The survey is entirely voluntary and you can stop at any point before submitting.

Keeping in touch

If you give us your email address and ask to hear from us, we will use it to send you news about our programmes. Our lawful basis is consent, and you can withdraw it at any time using the unsubscribe link or by emailing us.

Our impact survey asks about ethnicity, and optionally about disability. Under UK GDPR these count as special category information, which gets extra protection. We ask for them for one reason only: to check that we are genuinely reaching a wide range of people, and to evidence that to funders.

Our lawful basis is your explicit consent, given when you submit the survey. Because consent has to be freely given, every one of these questions offers a Prefer not to say option, and choosing it will never stop you completing the survey or affect the service you receive.

We report this information to funders only in aggregate form, for example the proportion of participants in a given age group. We do not report it in a way that identifies you.

This website sets very few cookies, and none of them are used for advertising or cross-site tracking.

• Security cookies. Our hosting provider Cloudflare sets __cf_bm and _cfuvid to tell real visitors from automated traffic and to protect the site from abuse. These are strictly necessary, so they do not require consent.
• Website analytics. We use Ahrefs Web Analytics to see how many people visit and which pages they read. It does not use cookies and does not build a profile of you.
• Forms. Our forms are provided by HubSpot, which may set a cookie on pages containing a form so that a submission can be matched to the right record.

You can block or delete cookies in your browser settings. Blocking the security cookies may stop parts of the site working.

We do not sell your information, and we do not share it for anyone else's marketing.

We use a small number of suppliers who process information on our behalf, under contracts that require them to keep it secure and use it only as we instruct:

• HubSpot, which hosts this website and holds our contact records and form submissions. Our HubSpot account is hosted in the European Union.
• Cloudflare, which protects and delivers the website.
• Ahrefs, which provides the anonymous visitor statistics described above.

Two services act as controllers in their own right, with their own privacy policies: Soak.ly for class bookings and Stripe for donations.

We will also disclose information if the law requires it, for example in response to a valid request from a public authority.

We keep information only as long as we actually need it.

• Enquiries are kept for 24 months after our last contact with you, then deleted.
• Impact survey responses that identify you are kept for 24 months. After that we remove the identifying details and keep only the anonymised responses.
• Anonymised and aggregated impact data is kept indefinitely, because we report on our impact over time. It cannot be traced back to you.
• Marketing contacts are kept until you unsubscribe or ask us to remove you.

You have the right to:

• ask for a copy of the information we hold about you;
• have inaccurate information corrected;
• ask us to delete your information;
• ask us to restrict how we use it, or object to us using it;
• ask us to transfer it to you or to another organisation; and
• withdraw your consent at any time, where we rely on consent.

Withdrawing consent does not affect anything we did with your information before you withdrew it.

To exercise any of these rights, email contactus@everyoneswims.org.uk. We will respond within one month. There is no charge.

Please note that if you completed the impact survey anonymously, we may have no way to identify your response, and so no way to retrieve or delete it.

If you are unhappy with how we have handled your information, please tell us first so we can try to put it right.

You also have the right to complain to the Information Commissioner's Office, the UK regulator for data protection, at any time. You can reach the ICO at ico.org.uk/make-a-complaint or on 0303 123 1113.

We may update this policy from time to time, for example if we start using a new service or collect something new. When we do, we will change the date at the top of this page.

If we make a significant change to how we use information you have already given us, we will contact you about it where we can.