Privacy Policy

1. Introduction and Company Information

This Privacy Policy explains how Nordisk Svømmeakademi collects, uses, stores, shares, and protects personal data in connection with our swimming-related services, including course registration, lesson administration, customer communication, website use, and related activities.

Data Controller: Nordisk Svømmeakademi

Address: Lærkevej 12, 8000 Aarhus C, Denmark

Email: [email protected]

Phone: +45 87 42 96 18

We process personal data in accordance with applicable privacy laws, including the General Data Protection Regulation (GDPR) and relevant Danish data protection legislation.

2. Data Collection and Processing

We may collect and process the following categories of personal data:

• Identification data: name, date of birth, and contact details.
• Contact data: email address, phone number, postal address, and emergency contact information.
• Registration and participation data: course selections, attendance records, skill level, and scheduling information.
• Payment data: invoicing details, payment status, and transaction references.
• Communication data: correspondence with us by email, phone, forms, or other channels.
• Technical data: IP address, browser information, device data, and website usage data.
• Special category data: in limited cases, health-related information relevant to swimming safety, such as allergies, medical conditions, or accessibility needs, where necessary and permitted by law.

We generally collect data directly from you, from a parent or guardian when the participant is a minor, or through our website and administrative systems.

3. Purpose of Data Processing

We process personal data for the following purposes:

• to register participants for swimming lessons, camps, and other activities;
• to manage schedules, attendance, and course administration;
• to communicate with participants, parents, and guardians;
• to issue invoices, process payments, and handle accounting;
• to ensure safety, including emergency contact and relevant health considerations;
• to improve our services, website, and customer experience;
• to comply with legal obligations, including accounting and record-keeping requirements;
• to handle complaints, claims, and disputes;
• to send service-related information and, where permitted, marketing communications.

4. Legal Basis for Processing

We process personal data only when we have a valid legal basis. Depending on the situation, the legal basis may be:

• Performance of a contract: when processing is necessary to provide swimming services, manage registrations, or administer participation.
• Legal obligation: when processing is required to comply with accounting, tax, consumer, or other legal obligations.
• Legitimate interests: when processing is necessary for our legitimate interests, such as service improvement, internal administration, fraud prevention, and secure operation of our services, provided these interests are not overridden by your rights and freedoms.
• Consent: when we rely on your consent, for example for certain marketing communications or for processing specific health-related information where required.
• Vital interests: in rare cases, when processing is necessary to protect the vital interests of a participant, such as in an emergency situation.

5. Data Sharing and Third Parties

We may share personal data with trusted third parties only when necessary and appropriate for the purposes described in this policy. These may include:

• payment service providers and banks;
• accounting, auditing, and bookkeeping providers;
• IT hosting, cloud storage, email, and system support providers;
• booking, registration, and communication platforms;
• public authorities where required by law;
• professional advisers, insurers, and legal representatives where necessary.

We require third parties to handle personal data securely and in accordance with applicable data protection laws. We do not sell personal data.

6. Data Transfer to Third Countries

In some cases, personal data may be transferred to or accessed from countries outside the European Economic Area (EEA), for example where our service providers use infrastructure or support teams located outside the EEA.

Where such transfers occur, we ensure that appropriate safeguards are in place, such as:

• an adequacy decision by the European Commission;
• Standard Contractual Clauses approved by the European Commission;
• additional technical and organizational measures where necessary.

You may contact us for more information about any international data transfers and the safeguards applied.

7. Storage Duration

We store personal data only for as long as necessary to fulfill the purposes for which it was collected, unless a longer retention period is required or permitted by law.

• Customer and participant records: retained for the duration of the relationship and for a reasonable period thereafter.
• Accounting and payment records: retained for the period required by applicable law.
• Communication records: retained as long as needed to handle the inquiry or relationship.
• Consent-based data: retained until consent is withdrawn, unless another legal basis applies.

When data is no longer needed, we delete, anonymize, or securely archive it in accordance with our retention procedures.

8. User Rights

Subject to applicable law, you have the following rights regarding your personal data:

• Right of access: to obtain confirmation of whether we process your data and receive a copy of that data.
• Right to rectification: to request correction of inaccurate or incomplete data.
• Right to erasure: to request deletion of your data in certain circumstances.
• Right to restriction: to request limitation of processing in certain cases.
• Right to data portability: to receive data you have provided to us in a structured, commonly used, machine-readable format and, where technically feasible, to have it transmitted to another controller.
• Right to object: to object to processing based on legitimate interests and to direct marketing at any time.

To exercise your rights, please contact us using the details provided below. We may need to verify your identity before responding. We will respond within the time limits required by law.

9. Withdrawal of Consent

Where processing is based on your consent, you have the right to withdraw that consent at any time. Withdrawal does not affect the lawfulness of processing carried out before the withdrawal.

If you withdraw consent, we may no longer be able to provide certain services or features that depend on that consent. You can withdraw consent by contacting us at [email protected].

10. Right to Complain

If you believe that our processing of your personal data does not comply with applicable law, you have the right to lodge a complaint with the competent supervisory authority.

In Denmark, this is the Danish Data Protection Agency (Datatilsynet). You may also contact us first so that we can try to resolve your concern directly.

11. Data Security

We take appropriate technical and organizational measures to protect personal data against unauthorized access, loss, misuse, alteration, or disclosure. These measures may include:

• access controls and role-based permissions;
• secure storage and encryption where appropriate;
• regular backups and system monitoring;
• staff confidentiality obligations and training;
• procedures for handling incidents and data breaches.

While we strive to protect personal data, no system can be guaranteed to be completely secure.

12. Contact Information

If you have questions about this Privacy Policy or our processing of personal data, please contact us:

Nordisk Svømmeakademi
Lærkevej 12, 8000 Aarhus C, Denmark
Email: [email protected]
Phone: +45 87 42 96 18

13. Changes to Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or operational needs. The latest version will always be available through our usual communication channels or on our website, if applicable.

We encourage you to review this Privacy Policy periodically. If changes are material, we will take reasonable steps to inform you.