Privacy Policy

(For our Children’s Privacy Notice, please see below towards the end of this page) 

OpenWaterSwimathon.org (the “Website”) is owned by Swimathon Foundation (company number: 04684234) and operated by LimeLight Sports Ltd (company number 03700632) (“we”, “ourorus”). We are committed to protecting the privacy of our users. This privacy policy (“Privacy Policy”) is intended to inform you how we gather, define, and use your personal information, such as your name, email address, address and other contact details (“Personal Information”). Please use this Privacy Policy to help you decide whether and how you wish to use our site and our products and services. Please take a moment to read it carefully.  

All your Personal Information shall be used in accordance with the applicable UK law (the “Act”). If you want to know what information we collect and hold about you, please email us on info@swimathon.org

LimeLight Sports Ltd and Swimathon Foundation are the joint data controllers of your Personal Information for the purpose of the Act. This website is hosted by Microsoft Azure Cloud. The data is located in a secure datacentre in London. 

What information do we collect?  

When you visit our Website, or contact us by email, we may collect the following information:  

  • Personal Information that you choose to share with us when you register for Open Water Swimathon or use the MySwimathon Hub;  
  • Sensitive Personal Information that you choose to share with us if you provide us with medical details when you are deciding whether to take part in Open Water Swimathon; 
  • If you choose to correspond with us through email, we may retain the content of your email messages together with your email address and our responses;  
  • Information about the way our Website has been used by you and others – collected on an aggregate basis; and 
  • Your IP address and other information (e.g. the browser you are using) may be collected when you interact with our Website e.g. when you subscribe to our emails.  

It is important that all the Personal Information you give us when you register as a user is correct and accurate. This includes, by way of example only, ensuring that we have your correct contact (including email) details at all times.  

Once we have received your Personal Information we will use strict procedures and security features to prevent unauthorised access.  

How do we use the information you provide to us?  

In general terms, we use Personal Information to provide you with the services you request, process payment, key event updates, for customer research and to send you marketing and promotional emails. We may also use the Personal Information we collect to notify you about important changes to our Website.  

Under the General Data Protection Regulation (GDPR), the lawful bases we may rely on for processing this information are:  

  • Where you have consented before the processing; 
  • Where we need to perform the contract we are about to enter into or have entered into with you; 
  • Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests; and/or 
  • Where we need to comply with a legal obligation. 

We have set out below, in a table format, a description of all the ways we plan to use your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate. 

Purpose/ActivityInformation we ask forLawful basis for processing including basis of legitimate interest
When you register with usPersonal Information, (e.g. your name and email address); 

Sensitive Personal Information (e.g. Medical details)
Performance of a contract with you 


Necessary for our legitimate interests (to provide customer service and facilitate order processes). 
Email/social platform correspondenceRetain received content of your correspondenceNecessary for our legitimate interests (to manage, maintain and develop our relationship with you and provide customer service, including responding to an inquiry or question from you  requesting support or to provide event information)
Website monitoring/performanceIP addressNecessary for our legitimate interests (to understand how our website is used by you to improve our website and the services we offer)
Event engagement after you register with usPersonal Information, (e.g. your name and email address)Necessary for our legitimate interests (to keep you up to date with all key event information that you have signed up to)
Notify you about future services/offersPersonal Information, (e.g. your name and email address)Necessary for our legitimate interests (to inform you of new services/offerings that we feel will be of interest to you)
Comply with your request to not send you direct marketing, where applicablePersonal Information, (e.g. your name and email address)Necessary for the compliance with a legal obligation to which we are subject
Venue / Session deliveryPersonal information to allow our third party venues to deliver their sessions for you e.g. your name, contact information and medical detailsPerformance of a contract with you
Third party suppliersPersonal information to allow event materials or fundraising rewards to be sent to youPerformance of a contract with you

Necessary for our legitimate interests (to keep you up to date with all event information that you have signed up to) 

Marketing 

We may use Personal Information we collect to notify you about new services and special offers we think you will find valuable. We may share your Personal Information with our group companies and with Swimathon Foundation and its group companies. We ensure your Personal Information is protected by requiring our group companies and Swimathon Foundation and its group companies to follow the same rules when processing it. 

We may also pass your Personal Information to our third party partners for marketing purposes. Please note that this will only be done if you have consented to receiving such communications at the point of registration (via an opt-in box) or at any time. If you do not wish to receive these communications from our third party partners you must not tick the opt-in box at registration, or you may notify us at any time by emailing us at info@swimathon.org or by clicking the “unsubscribe” button at the bottom of email communications, which we or the third party partner send you.  

If you think that the data we hold on you is incorrect, or outdated, email us at info@swimathon.org and we will ensure it is changed or removed. 

We keep personal information for 24 months from the later of (i) the event date that you participated in or (ii) your last interaction or engagement with us (which includes the opening of any email we have sent you). We will then dispose your information by anonymising the data and removing all identifiable information from our systems. 

Opt out of receiving emails  

You can unsubscribe from our emails at any time by clicking on the Unsubscribe link in the footer of the email you have received. Alternatively, email us at info@swimathon.org. Please allow 48 hours for your email address to be removed from our system.  

Your data protection rights 

Under data protection law, you have rights including: 

  • Your right of access - You have the right to ask us for copies of your personal information.  
  • Your right to rectification - You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.  
  • Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances.  
  • Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal information in certain circumstances.  
  • Your right to object to processing - You have the the right to object to the processing of your personal information in certain circumstances. 
  • Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances. 

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you. 

Please contact us at info@swimathon.org if you wish to make a request. 

How to complain 

If you have any concerns about our use of your personal information, you can make a complaint to us at info@swimathon.org

You can also complain to the ICO if you are unhappy with how we have used your data.  

The ICO’s address:  

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF 

Helpline number: 0303 123 1113
ICO website: https://www.ico.org.uk


Children’s Privacy Notice 

Hi! We are Swimathon Foundation and LimeLight Sports Ltd and we are responsible for this site. Thank you for visiting us and reading our privacy notice! 

First things first: If you are under 16 years old, you must make sure you have your mum, dad or other guardian’s approval to use this site. 

When you use our site, we may end up with some information about you. This notice lets you know what information we receive, and what we do with it. 

You have rights to ensure that if you don’t like what we are doing with your personal information, you can tell us to stop. If you want to do this, or if you want to know more about the information we collect and hold about you, please email us on info@swimathon.org

For more detailed information on the below please have a look at our ‘Privacy Policy’ above. 

What information about you do we collect? 

There are a few different types of information we might receive of yours, depending on how you use our site. For example, we may collect the following information:  

  • If you choose to contact us by email, we may retain the content of your email messages plus your email address and our responses;  
  • Information about the way our website has been used by you and others – collected on a combined basis. Some of this information is provided by cookies (little bits of computer software) that operate on our site. For more information about cookies, how they work, and the ones we use on our site, please see our Cookies Policy; and 
  • technical information your computer, tablet or phone tells us, like where you are and the device (e.g. your phone or PC) or web browser you are using. 

If you use set up a Swimathon account, we might receive personal information about you including: 

  • your name, your date of birth and your gender 
  • your post code and your county; 
  • your username; and 
  • your email address and password. 

If you use the MySwimathon Hub for MySwimathon Weekly purposes, we might also receive information about you on: 

  • your selected swimming distance; 
  • the swim times you have achieved; 
  • the venue you participate at; and  
  • the date of the swim(s).  

If you connect your Swimathon Web App account to your Strava account, Strava may also collect personal information about you – you can find out more about their privacy policies on their website

How we use information about you 

We use the information listed above because: 

  • we have asked you and you or your guardian have agreed; or 
  • we have thought about it and we think it is fair on you (and us) to do so.   

We use your information: 

  • to recognise you when you come back to our site, and provide you with content that is better suited to you; 
  • to respond to you when you contact us, or otherwise deal with any of your requests; 
  • to do our homework on who is using our site and our services; 

Who we share your information with 

  • We occasionally need to share your details with the people that we work with to keep our site up to date and to make it better. 
  • If we sell all or part of our business to another company, all of the information we have collected about you will be sold with it and may have to be disclosed. 
  • We may also need to provide your information to people who advise us (like lawyers and accountants), or organisations who regulate what we do.    
  • In order to run a safe and lawful business we may share information with those who help us to do this. 
  • If you are under 16, we will never contact you directly or share your details with any other person or company for marketing purposes. 
  • If you are 16 or over: 
  • we may use the information we receive from you to contact you about services and offers we think you will like and we also may pass your information to persons or companies we work with for the same reason. We will only do this if you agreed to this at registration (via an opt-in box) or at any time.  
  • If you don’t want to receive these communications don’t tick the opt-in box at registration, or tell us at any time by contacting us at info@swimathon.org. You can also click the “unsubscribe” button at the bottom of the email communication which was sent to you; and 
  • we may share your general, unidentifiable data about your visits and use of our website with people we work with, such as social media sites (like Facebook) so that adverts you are interested in can be sent to you but we will never disclose any of your personal information which identifies you or from which you may be identifiable.  

This information about you is provided via cookies on our site. For more information on the cookies and how you can stop them working, see our Cookies Policy). 

How we look after your information and how long we keep it for 

We take a number of steps to ensure that any of the information we hold of yours is secure and protected. We will only hold onto your information for as long as we need it to provide the services you have requested from us. We may hold onto your information for longer if we think we will need it for legal claims that could be made against us. 

Transfers of your information outside the UK 

We are based in the UK and generally we will only hold your information in the UK. 

Sometimes we may share your personal information with companies outside the UK who provide services to us, for example companies that help us look after the information on our website. If we do, we make sure that your information is protected in the same way as if it were still with us in the UK, this may include using special contracts to guarantee the security of your personal information.  

Your rights to the information we hold about you 

You have the right at any time: 

  • to ask us to delete any information (like your email address) that we hold in certain circumstances; 
  • to request a detailed summary of the information we hold about you free of charge; 
  • to ask us to correct any of your personal information that is incorrect; 
  • to ask us to stop or limit using any of your personal information; 
  • to change your mind about our holding your information; and 
  • to ask that we transfer your personal information to someone else. 

Please contact us at info@swimathon.org if you wish to make a request. 

You also have the right at any time to complain about us to the person who protects your privacy rights in the UK: the Information Commissioner’s Office (https://ico.org.uk); 

Changes to this information 

We may make changes to this notice from time to time. We will post any changes to our site, or let you know by sending you an email. 


OUR PARTNERS

CHARITY BENEFICIARY

Marie Curie

CHARITY BENEFICIARY

Cruk

CHARITY BENEFICIARY

Swimathon Foundation

EVENT PARTNER

Swim England

EVENT PARTNER

Scottish Swimming

EVENT PARTNER

Swim Wales

MEDIA PARTNER

Outdoor Swimmer

SUPPORTED BY

Beyond Swim

FUNDRAISING PLATFORM PARTNER

Just Giving