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Privacy Policy

Global School Swimming Series
Effective Date: 8th June 2026 

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The Global School Swimming Series ("GSSS"), operated by AP Race and TEEMS Global, is committed to protecting the privacy, security, and wellbeing of all participants, schools, parents, coaches, officials, and visitors who engage with our website, registration systems, and events.

This Privacy Policy explains how we collect, use, store, and protect personal information in accordance with applicable data protection laws and regulations, including those of the United Kingdom, the European Union, Singapore, Malaysia, Thailand, the Kingdom of Saudi Arabia, and the United Arab Emirates.

By using our website, registering for an event, or participating in any GSSS activity, you consent to the collection and use of information in accordance with this Privacy Policy.

 

Information We Collect

We may collect the following categories of personal information:

Personal Information

  • Full Name

  • Date of Birth

  • Gender

  • Nationality

  • School, Club, or Organisation Affiliation

 

Contact Information

  • Email Address

  • Telephone Number

  • Postal Address

  • Emergency Contact Information

 

Registration Information

  • Event Entries and Competition Records

  • Team Registration Details

  • Athlete Eligibility Information

  • Travel and Accommodation Information where Applicable

 

Payment Information

  • Billing Address

  • Transaction Records

  • Payment Confirmations

 

Payment card details are processed securely by authorised third-party payment providers and are not stored by GSSS.

 

How We Use Personal Information

Personal information may be used for the following purposes:

  • Event Registration and Administration

  • Competition Management and Results Processing

  • Athlete Eligibility Verification

  • Communication with Participants, Schools, Coaches, and Parents

  • Payment Processing and Financial Administration

  • Event Operations and Logistics

  • Safeguarding and Participant Welfare

  • Marketing and Promotional Activities related to GSSS

  • Compliance with Legal and Regulatory Obligations

 

Child Protection and Safeguarding

The Global School Swimming Series is committed to maintaining a safe environment for all participants, particularly children and young people under the age of 18.

 

Personal information may be collected and processed to support safeguarding responsibilities, including:

  • Participant Welfare Monitoring

  • Emergency Contact Management

  • Medical and Welfare Support

  • Child Protection Procedures

  • Incident Reporting and Investigation

  • Compliance with Safeguarding Obligations

 

Where there is a concern regarding the safety or welfare of a participant, GSSS may share relevant information with schools, parents or guardians, safeguarding officers, medical professionals, law enforcement agencies, or child protection authorities where legally required or necessary to protect an individual.

 

Photography, Video and Media

Photographs, video recordings, interviews, livestreams, and other media content may be captured during GSSS events.

These materials may be used for:

  • Event Coverage

  • Website Content

  • Social Media Platforms

  • Promotional Materials

  • Press and Media Communications

  • Future Event Marketing

 

Where required by law or event policy, appropriate parental or guardian consent will be obtained for participants under 18 years of age.

 

Sharing Information

We may share personal information with trusted third parties where necessary for the delivery of GSSS, including:

  • Schools and Participating Organisations

  • Event Venues and Hosts

  • Timing and Results Providers

  • Hotels and Accommodation Providers

  • Transportation Providers

  • Payment Processing Providers

  • Medical and Safeguarding Personnel

  • Technology and Website Service providers

  • Legal, Regulatory, or Governmental Authorities where required by law

 

We do not sell, rent, or lease personal information to third parties for marketing purposes.

 

International Data Transfers

As GSSS operates internationally, personal information may be processed and transferred across multiple jurisdictions.

Appropriate safeguards are implemented to ensure that personal information remains protected regardless of where it is processed.

 

Data Security

We maintain appropriate technical and organisational measures to protect personal information from unauthorised access, misuse, disclosure, loss, alteration, or destruction.

 

Access to personal information is limited to authorised personnel and service providers who require access to fulfil their responsibilities.

 

Data Retention

Personal information will be retained only for as long as necessary to:

  • Deliver event services

  • Maintain competition records

  • Fulfil safeguarding obligations

  • Meet legal and regulatory requirements

  • Resolve disputes and administrative matters

 

Once no longer required, personal information will be securely deleted, anonymised, or archived in accordance with applicable laws.

 

Your Rights

Subject to applicable legislation, individuals may have the right to:

  • Access their personal information

  • Correct inaccurate information

  • Request deletion of personal information

  • Restrict or object to processing

  • Withdraw consent where applicable

 

Requests may be submitted using the contact details below.

 

Contact Us

For questions regarding this Privacy Policy, safeguarding matters, or requests relating to personal information, please contact:

Data Protection Officer
Global School Swimming Series (GSSS)

 

We may update this Privacy Policy periodically. Any updates will be published on the official GSSS website.

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