Privacy Policy

1. Who we are

Aqua Fish Swim School is responsible for the personal information described in this policy. References to “Aqua Fish”, “we”, “us” or “our” mean Aqua Fish Swim School.

Privacy enquiries can be sent to info@aquafishswimschool.co.uk.

2. What this policy covers

This policy covers information processed when you use Aqua Fish swimming services, our public website, online booking and enquiry services, parent and teacher portals, and the Aqua Fish Portal mobile application.

3. Information we may collect

Depending on your relationship with Aqua Fish and the services you use, we may process:

• Account and contact information, such as names, email addresses, telephone numbers, usernames, account roles and authentication/security information.
• Parent, guardian and swimmer information, including swimmer names, age or date-of-birth information, emergency contacts and family relationships.
• Swimming and lesson information, including classes, attendance, lesson plans, skill progress, awards, swimmer-facing notes and teacher-only notes.
• Health, medical, accessibility or safeguarding information where it is provided to us and is relevant to safe participation in swimming lessons.
• Booking, payment and account records, including invoices, amounts due, payment status and related financial administration. We do not ask users to provide payment-card details through the Aqua Fish Portal app unless a clearly identified payment service is provided separately.
• Communications, including enquiries, emails, messages and information you send to Aqua Fish.
• Technical and security information, such as IP address, login/session information, trusted-device identifiers, app/version information and diagnostic or security logs where needed to operate and protect the service.

4. Aqua Fish Portal app

The Aqua Fish Portal app provides authorised access to Aqua Fish portal services. The app uses an internet connection to communicate securely with Aqua Fish systems. It may request notification permission so that app notifications can be provided where that feature is enabled.

The app does not require access to your contacts, photos, precise location, microphone or camera as part of its core operation unless a future feature clearly asks for that permission and this policy is updated accordingly.

5. Why we use personal information

We use personal information where necessary to:

• provide and administer swimming lessons and Aqua Fish accounts;
• manage bookings, class allocation, attendance, progress, awards and communications;
• support swimmer safety, wellbeing and safeguarding;
• provide parent and teacher portal functions and secure app access;
• maintain invoices, payments and records we are legally required to keep;
• respond to enquiries and provide customer support;
• protect accounts, investigate faults and maintain the security and reliability of Aqua Fish systems;
• improve our services using appropriate operational or website analytics; and
• comply with legal and regulatory obligations.

6. Our lawful basis

Under UK data-protection law, our lawful basis will depend on the information and purpose. It may include performance of a contract, legitimate interests in operating and protecting Aqua Fish, compliance with a legal obligation, or consent where consent is appropriate.

Where we process special-category information such as relevant health information, we only do so where an additional lawful condition applies, for example explicit consent or another condition permitted by data-protection law for safety, safeguarding or legal purposes.

7. Children and swimmers

Many Aqua Fish swimmers are children. Information about a child is normally supplied or managed by their parent or guardian and is used only where reasonably necessary to provide lessons, monitor progress, communicate with the family, administer the service and help keep swimmers safe.

8. Who we share information with

We do not sell personal information. We may share information only where necessary with trusted service providers that help us operate Aqua Fish, such as website/application hosting, email and communications providers, IT/security providers, professional advisers and authorities where disclosure is required by law.

When you install Aqua Fish Portal through Google Play, Google independently processes information associated with your Google Play account, installation and device under Google’s own privacy terms. Aqua Fish does not receive your Google account password.

9. International processing

Some technology providers may process information outside the United Kingdom. Where this happens, we take reasonable steps to ensure appropriate safeguards required by UK data-protection law are in place.

10. How long we keep information

We keep personal information only for as long as it is reasonably needed for the purpose for which it was collected, to provide Aqua Fish services, resolve enquiries or disputes, maintain safeguarding and operational records, and meet legal, tax and accounting requirements. Retention periods vary by record type. Information that is no longer required is deleted, anonymised or securely archived as appropriate.

11. Security

We use technical and organisational measures intended to protect information from unauthorised access, loss, misuse or alteration. These include access controls, role-based permissions, secure authentication, encrypted HTTPS connections, security logging and restricted administrative access. No internet service can guarantee absolute security, but we continually aim to reduce and manage risk.

12. Your rights

Subject to UK data-protection law, you may have rights to request access to your personal information, correction of inaccurate information, deletion, restriction of processing, portability, objection to certain processing, and withdrawal of consent where processing is based on consent.

To make a privacy or account-data request, email info@aquafishswimschool.co.uk. We may need to verify your identity before acting on a request.

13. Account deletion

If you want an Aqua Fish Portal account closed or personal information deleted, contact info@aquafishswimschool.co.uk. Some information may need to be retained where required for legal, financial, safeguarding, security or dispute-resolution purposes.

14. Website links and third parties

Our website may link to third-party services such as Google, Facebook and Instagram. Those services have their own privacy practices and policies. A link from Aqua Fish does not mean that we control how a third party processes information.

15. Complaints

Please contact us first if you have a privacy concern so that we can try to resolve it. You also have the right to raise a concern with the UK Information Commissioner’s Office (ICO). Further information is available at ico.org.uk.

16. Changes to this policy

We may update this policy when our services, legal requirements or data practices change. The current version will be published on this page with its last-updated date.