SWSS Child Safeguarding Policy Statement

SWSS is committed to providing an environment in which all children and young people participating in its activities have a safe and positive experience. In order to achieve this, the organisation agrees to:

1. Adopt and implement the policies and procedures in Wavepower in full.


2.  Recognise that all children participating in SWSS (regardless of age, gender, race, religion, sexual orientation, ability or disability) have a right to enjoy their involvement in aquatics in a safe environment and be protected from harm.


3.  Ensure that all individuals who work with children in the organisation, whether paid or voluntary, provide a positive, safe and enjoyable experience for children.


4.  Appoint a welfare officer who will take the lead in dealing with all child safeguarding matters raised within the organisation.


5.  Ensure that the welfare officer’s name and contact details are known to all staff, members and parents of members.


6.  Ensure the welfare officer is available to discuss issues of concern on matters of safeguarding and deal with such concerns appropriately and in line with Wavepower.


7.  Ensure that all individuals who work with children in the organisation have undertaken the appropriate training, have had the relevant DBS checks, and adhere to the required practices for safeguarding children as outlined in Wavepower.


8.  Ensure that all individuals who work with children in the organisation have the appropriate training, code of conduct and good practice to follow in line with the guidance in Wavepower.


9.  Provide all members of the organisation and parents of members with the opportunity to raise concerns in a safe and confidential manner if they have a concern about a child’s welfare.


10.  Ensure that all child safeguarding matters, whether they be concerns about child welfare or protection, are dealt with appropriately in accordance with the guidance for reporting and action in Wavepower.


11. Ensure that confidentiality is maintained appropriately and in line with the best interests of the child.


12. Ensure all papers relating to child safeguarding matters are held in a safe and secure manner.

Privacy Policy


This privacy policy applies to information held about you and/or your child by SWSS. SWSS takes the privacy of your information very seriously. This privacy policy covers any and all information held by SWSS that you have provided.


SWSS is committed to your right to privacy.


This Privacy Policy explains the following:

  • what information we collect about you;

  • how we will use information we collect about you;

  • when we may use your details to contact you;


SWSS will never pass your details onto any third parties for marketing or sales purposes.


We have implemented generally accepted standards of technology and operational security in order to protect personal data from loss, misuse, or unauthorised alteration or destruction.  We will notify you promptly in the event of any breach of your personal data which might expose you to serious risk.


Please read this privacy policy carefully and contact us if you have any further queries.


The person in charge of collecting and safeguarding your personal information is known as the data controller. The data controller for SWSS is Rhian Hares, and she can be contacted via email at rhian.swss@gmail.com.


When you register with SWSS, to access our services, you will be required to complete a registration form.

The types of information collected and kept by SWSS are:

  • Name

  • Age

  • Contact details

  • Emergency contact details

  • SEND and/or Medical details


How we use your personal information?


Registration Information


SWSS will hold the details provided through the completion of the registration form about you and/or your child/children, and will use this for the following purposes:

  • for maintaining records, for registration, medical information and award data collection for you or your child


SEND/Medical Information will be shared with staff members to ensure the safety of staff and students


Your contact information will be used for the following purposes:

  • to respond to any enquiries you make

  • to make contact with you with regard to administration of the swimming lessons

  • to administer any events in which you participate or may wish to participate and to deal with

  • any incidents involving you


  • to contact you about swimming events, offers and opportunities available from SWSS.


Recording Images

SWSS will not take or record any images of you and/or your child without written consent. Details of achievements in sessions will be included on SWSS’ website and social media and these will be available to the general public. No individual children or adults will be mentioned unless approved by parent/guardian first.


What legal basis do we have for processing your personal data?


Any freely given, specific, informed and unambiguous consent or indication of the data subject's wishes by which he or she, by a statement or by a clear affirmative action, signifies agreement to the processing of personal data relating to him or her


Processing is necessary for the purposes of the legitimate interests pursued by the controller or by a third party, except where such interests are overridden by the interests or fundamental rights and freedoms of the data subject which require protection of personal data, in particular where the data subject is a child.


When do we share personal data?


Contact information will only be shared with necessary members of staff for the purpose of collection.

Contact information will only be shared with a third party if SWSS have a legal obligation to do so.

SEND/Medical Information will be shared with staff members to ensure the safety of staff and students

SWSS will never pass your details onto any third parties for marketing or sales purposes.



Where do we store and process personal data?

Personal data is kept at SWSS offices. Digital copies of data will be stored and backed up on a secure database.


How do we secure personal data?

We have implemented generally accepted standards of technology and operational security in order to protect personal data from loss, misuse, or unauthorised alteration or destruction.  We will notify you promptly in the event of any breach of your personal data which might expose you to serious risk.


How long do we keep your personal data for?

We will hold your information on our systems for 6 years after you have left lessons, unless parents ask for data to be specifically removed from the database.


Your rights in relation to personal data


You have the following rights under the GDPR in respect of your personal information held by us:

  • to access your personal data – you have the right to request a copy of the personal information that SWSS holds about you and to have any inaccuracies corrected.

  • to be provided with information about how your personal data is processed (this information is set out in this Policy)

  • to have your personal data corrected where necessary (please contact us promptly should you become aware of any incorrect or out-of-date information)

  • to have your personal data erased in certain circumstances (please refer to the appropriate data protection legislation or consult the ICO for details)

  • to object to or restrict how your personal data is processed

  • to have your personal data transferred to yourself or to another business


If you are within the UK, please address requests and questions about this or any other question about this Privacy to rhian.swss@gmail.com

In order to verify your request, you will be asked to provide copies of two forms of identification, (Passport, Driving licence, Birth certificate, Current vehicle registration document).

You also have the right to take any complaints about how we process your personal data to the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF https://ico.org.uk/concerns/ 0303 123 1113.


How to contact us?


Phone: 07714876405

Email: rhian.swss@gmail.com


SWSS Photography Guidance

This guidance applies to all images and videos taken on any type of camera or recording device (including mobile phones). It applies to all training sessions, activities and events run by SWSS. It should be acknowledged that although the majority of images taken are appropriate and in good faith, images can be misused and children can be put at risk if common sense procedures are not observed.


The SWSS Photography Guidance aims to help organisations avoid three potential sources of child abuse:

  • The use, adaptation, sharing or copying of images for child abuse purposes, either electronically or in print.

  • The possible identification of a child when an image is accompanied by significant personal information, which can lead to the child being ‘groomed’.

  • The identification and locating of children where there are safeguarding concerns; such cases would include, for example, children who could be compromised by an image because:

    • They have been removed from their family for their own safety.

    • There are restrictions on their contact with one parent following a parental separation.

    • They are a witness in criminal proceedings.

Recommended best practice

• The publishing of a photograph of a member under 18, either on a notice board or in a published article or video recording (including video streaming) of a competition (‘Publication’) should only be done with parental consent and in line with ASA guidelines.

  • A parent or guardian has a right to refuse to have their child photographed. The exercise of this right of refusal should not be used as grounds for refusing entry into a competition. Therefore, any photo that may go to press or on a notice board, be it through a member of the organisation or an official photographer, should receive parental consent before being published or displayed, in writing.

  • In the case of any event or competition where the host organisation has an official photographer, all parents of members who are attending should be made aware of this in the event details. If photos are to be published anywhere, each individual parent should be given the opportunity to withhold their consent. Their right to do so should be specifically drawn to their attention.

The SWSS guidelines state that all photographs for publication must observe generally accepted standards of decency, particularly:

  • Action shots should be a celebration of the sporting activity and not a sexualised image in a sporting context.

  • Action shots should not be taken or retained where the photograph reveals a torn or displaced swimming costume.

  • Poolside shots of children should be above the waist only in a swimming costume, though full-length tracksuit shots are approved.

  • Photographs should not be taken from behind whilst on poolside or show young participants climbing out of the pool.

Published photographs may identify the individual by name and organisation but should not state the member’s place of residence or school attended. SWSS does not wish to stop parents photographing their child if they wish, but we must ensure we do all we can to safeguard each child’s wellbeing, for example, photographs should not be taken of more than one child by accident or design without written consent from a parent/guardian of each child seen in either the foreground or background.

Guidance on filming children during training sessions

The filming of children during training sessions is only to be carried out by a designated photographer appointed by the organisation for the purpose of promotion or for the purpose of stroke development in accordance with our photography guidance as stated above.

 Mobile phones

Mobile phones should be registered as a camera if it has that facility in order to adhere to our policy on cameras. All parents must be aware that while the SWSS does not support the banning of phones, particularly in emergencies, we do support the requirement that phones should emit a ‘noticeable sound’ if the camera facility is used. Members should also be aware that any photos taken should fall within our guidelines and that if mobile phones are taken into changing rooms, the facility to take photos must not be used.

Should photographs or footage of children be posted on an organisation’s website?

Photographs or footage of individual children will not include the child’s name as this could lead to the child being identified, approached and placed in a vulnerable position. The same applies to printed materials such as an organisation’s annual report or kit. Parental consent may be withdrawn at any time and the organisation should take all reasonable steps to respect the wishes of the parent/carer.