Fleetwood Mako's Aquatics Club
Privacy notice
This notice explains how Fleetwood Mako’s uses the information you provide when requesting a trial, contacting the club or taking part in club activities.
Who is responsible
Fleetwood Mako's Aquatics Club, registered charity 1214748, is responsible for the information used for club enquiries and activities. For privacy questions, requests or complaints, email our Data Controller at datacontroller@fleetwoodmakos.com.
Contact our Data Controller
For privacy questions, requests or complaints, contact the club’s Data Controller.
datacontroller@fleetwoodmakos.comUsing the website
Your answers stay in the browser while you complete the form. When you send it, the completed request is saved in the private club inbox and emailed in full to Matt and Kara at matt@fleetwoodmakos.com and Kara@fleetwoodmakos.com through the club’s Google Workspace. Signing in and using the site also involves account, hosting and security information. We have not added advertising or analytics code.
The trial request includes health and support questions relevant to participation. If a separate trial-information form is used, its emergency-contact and medical answers are also saved and emailed to Matt and Kara. A request does not create membership or reserve a session. Please wait for the club to confirm arrangements.
The optional form-comparison page also shows a separate, live Google Form. Pressing Submit there stores a response with Google, accessible to the club’s JoinUs account, Matt and Kara. Please stop before submitting during comparison reviews.
Your enquiry and trial request
A parent or guardian completes a request for an under-18; adult athletes can enquire for themselves. The form asks for the athlete’s identity, contact and address details, relevant swimming or water-polo experience, optional swimming times, trial preferences and health or support information. The club uses these answers to respond and arrange an appropriate trial. Every submitted answer is included in the email to Matt and Kara, alongside a link to the saved record.
Only provide health information relevant to the trial. You can choose to discuss a health or support matter privately instead of entering details in the form. The form asks for your explicit agreement before submitted health information is saved and emailed. Contact datacontroller@fleetwoodmakos.com to withdraw consent or discuss another way to provide necessary information.
Parents and guardians should help children understand how their information is used. Please also share this notice with anyone whose details you provide, such as an emergency contact.
Why we can use information
We use ordinary enquiry information for our legitimate interests in responding to prospective members and organising club activities. Coaches and club administrators make trial decisions.
We ask for explicit consent to use health information supplied through the forms for arranging and supporting the trial, including saving it in the private inbox and sending it to Matt and Kara. You can withdraw that consent by contacting the Data Controller.
Who can see it
Enquiry and trial records are restricted to authorised club administrators. Relevant information may also be shared with coaches or welfare staff who need it for their role, or emergency services where justified.
We use SportsEngine to process membership information. The new website uses Sites hosting, ChatGPT sign-in and Cloudflare database and file storage. The completed forms are sent through the club’s Google Workspace, so Google processes their contents, including any submitted health and emergency information. Sites does not provide a data-residency commitment, so we do not promise that information stays in the UK. Website forms do not automatically transfer information to SportsEngine.
News, photographs and documents published on the website can be seen by its visitors. Their use will follow the club's permissions. Submitting an enquiry will not sign you up for marketing. We do not share personal information with other organisations for their marketing.
How long we keep it
We keep unsuccessful trial records for up to 12 months. This includes related website enquiry records; a sending failure does not remove the saved enquiry. This retention period also applies to copies of the completed forms in club email accounts. Financial records are kept for as long as the law requires. Other information is kept only for as long as needed for the purposes explained in this notice, including handling an enquiry, supporting participation or dealing with a specific safeguarding matter or claim. We review records and remove information when it is no longer needed.
Protecting the enquiry service
The website uses short-lived counters derived from the connection’s IP address to limit abusive submissions. The counters expire within 24 hours. They are used for security, not advertising; the address-derived values are still treated as personal information.
Your rights
You can ask to see or correct your information, and request deletion or limits on its use where the law allows. You can object to processing based on legitimate interests, and to direct marketing at any time. If we rely on consent, you can withdraw it without affecting earlier lawful use. Other rights depend on how the information is used.
To use your rights or raise a complaint, email datacontroller@fleetwoodmakos.com. We must acknowledge data-protection complaints within 30 days and explain their outcome. You can also complain to the Information Commissioner's Office at https://ico.org.uk/make-a-complaint/.
Information Commissioner’s Office
You can also complain to the Information Commissioner’s Office.
Open the ICO complaints service