Privacy Policy

1. Who we are

The Cotswold League is the data controller for personal information handled through this website, including the club representative portal, digital teamsheets, gala administration tools, and published league information.

If you have a privacy question, please contact the league through your club representative or the usual league administrator channels.

2. Information we collect and use

The public website publishes league information intended to be public, including club names, pool names and addresses, gala dates, league tables, and gala results.

The club and administrator portals may hold club representative names and email addresses, club access details, audit history, gala teamsheets, swimmer names, age groups, dates of birth where imported or needed to confirm age group, personal best times, availability, selected events, notes supplied by clubs, uploaded teamsheet documents, and administrative records needed to run league galas.

Swimmer information is normally supplied by clubs or club representatives. Clubs should make sure swimmers, parents, and guardians know that this information is being shared for league administration.

3. Why we use information

We use personal information to administer the league, manage gala entries and teamsheets, verify eligibility and age groups, publish appropriate results, support club representatives, maintain audit records, secure the website, and communicate about league administration.

We do not use this website for advertising profiling, automated decision-making with legal or similarly significant effects, or selling personal information.

4. Lawful basis

We usually rely on legitimate interests to process personal information for league administration, competition management, safety, record keeping, and website security. These interests are balanced against the privacy rights of swimmers, parents, guardians, club representatives, officials, and other users.

Where information is needed to meet a legal obligation, respond to lawful requests, or manage disputes, we may rely on legal obligation or legitimate interests as appropriate.

5. Cookies and local storage

This website does not use tracking cookies, analytics cookies, advertising cookies, or marketing cookies. Login areas may use essential PHP session cookies and browser storage to keep users signed in, protect the service, and remember portal state during use.

Essential session cookies and similar storage are used only to provide the online service requested by the user. They are not used for advertising or cross-site tracking.

6. Who information is shared with

Public league information and results may be visible to website visitors. Portal information is shared with league administrators and, where relevant to a gala, authorised club representatives from participating clubs.

We use Cloudflare to help protect and deliver website traffic. Some pages may include links to third-party platforms such as Google Drive, Google Calendar, Google Maps, and WhatsApp. When you follow an external link, you leave this website and are subject to that third party's own privacy and data handling policies.

7. How long we keep information

We keep league results and historical competition records where they form part of the league's public sporting record. Portal records, teamsheets, uploads, audit entries, and club contact details are kept only for as long as needed for current season administration, safeguarding of records, dispute handling, continuity into the next season, or legal and operational requirements.

Clubs can ask the league to correct or remove outdated contact and portal information.

8. Security

We use access controls, HTTPS, security headers, session protections, restricted file access, audit records, and role-based sharing to protect information. Club representatives must keep passwords and PINs confidential and tell the league if they believe access details have been shared or compromised.

9. Your rights

Under UK data protection law, individuals may have rights to be informed, access their personal information, ask for inaccurate information to be corrected, ask for information to be erased or restricted, object to some uses, and complain to the Information Commissioner's Office.

Requests should normally be made through the relevant club representative or league administrator so we can identify the correct records. The ICO can be contacted at ico.org.uk/make-a-complaint.