1. Introduction

Aqua Beans Ltd is committed to protecting the privacy and personal data of our Customers, website users, and their children. This Privacy Policy explains how we collect, use, store, and protect personal data when you interact with us, including when you book swimming lessons, use our website, or communicate with us.

We take our responsibilities under the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018 seriously.

2. Who We Are

Aqua Beans Ltd is the data controller responsible for your personal data.

Company name: Aqua Beans Ltd
Company number: 10070019
Registered address: Union House, 111 New Union Street, Coventry, England, CV1 2NT
Email: info@aquabeans.co.uk
Website: www.aquabeans.co.uk

3. Personal Data We Collect

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

3.1 Customer and Child Information

• Parent/guardian name
• Child’s name
• Date of birth
• Gender
• Medical conditions or additional needs relevant to swimming lessons

3.2 Contact Details

• Email address
• Telephone number
• Home address

3.3 Booking and Payment Information

• Lesson bookings and attendance records
• Payment status and transaction references
  (Card details are not stored by Aqua Beans — all payments are processed securely via third-party providers such as Stripe or PayPal.)

3.4 Website and Communications

• Enquiries sent via the website or email
• Newsletter subscriptions
• Limited technical data such as IP address and browser type (via cookies)

4. How We Collect Your Data

We collect data when you:

• Book or enquire about swimming lessons
• Register or interact with our website
• Communicate with us by email, phone, or in person
• Provide information via forms, consent documents, or medical disclosures

5. Lawful Bases for Processing

Under UK GDPR, we process personal data using the following lawful bases:

• Contract – to deliver swimming lessons and related services
• Legal obligation – safeguarding, insurance, tax, and regulatory requirements
• Legitimate interests – administration, safety, service improvement, and communication
• Consent – marketing communications, photography, and optional activities

Where consent is relied upon, it can be withdrawn at any time.

6. How We Use Your Data

We use personal data to:

• Deliver swimming lessons safely and effectively
• Manage bookings, attendance, and payments
• Communicate important lesson or schedule information
• Meet safeguarding, insurance, and legal obligations
• Improve our services and customer experience

7. Children’s Personal Data

We process children’s personal data only with the consent of a parent or legal guardian.
Children’s data is used solely for:

• Lesson delivery
• Health and safety
• Safeguarding
• Educational progression

Access to children’s data is restricted to authorised staff and handled with additional care.

8. Third-Party Data Processors

Aqua Beans uses trusted third-party software providers to help manage:

• Lesson bookings and scheduling
• Customer records and lesson notes
• Communications and email services
• Secure online payments

These providers process data only on our instructions and under GDPR-compliant agreements. We remain responsible as the data controller.

9. International Data Transfers

Some third-party systems may store data outside the UK. Where this occurs, we ensure appropriate safeguards are in place in accordance with UK GDPR, such as adequacy regulations or approved contractual protections.

10. Data Retention

We retain personal data only for as long as necessary:

• Enrolment, booking and payment records: 7 years (tax purposes)
• Insurance, incident and safeguarding records: up to 3 years after a child’s 18th birthday, or longer where required by insurers or law.
• Medical and health information: retained only for as long as a child is actively attending lessons, and for a limited period afterwards where necessary for safeguarding, insurance, or legal purposes.
• Marketing communications: up to 6 months after leaving, unless you opt out sooner

All data is securely deleted once retention periods expire.

11. Marketing Communications

We may contact you about Aqua Beans services, updates, or future courses:

• Where you have given consent, or
• Where we have a legitimate interest and the communication is relevant

You can opt out of marketing communications at any time by:

• Clicking unsubscribe in emails, or
• Emailing us at info@aquabeans.co.uk

12. Cookies

Our website uses cookies to ensure proper functionality and improve user experience.

Cookies may include:

• Essential cookies – required for login and bookings
• Analytics cookies – to understand website usage (e.g. Google Analytics)

Where required, cookies are used only with your consent, which can be managed via our cookie banner or browser settings.

13. Data Security

We use appropriate technical and organisational measures to protect personal data against:

• Unauthorised access
• Loss or misuse
• Accidental destruction

Access to personal data is limited to authorised staff only.

14. Your Rights Under UK GDPR

You have the right to:

• Access your personal data
• Request correction of inaccurate data
• Request deletion of your data
• Restrict processing
• Object to processing
• Request data portability
• Withdraw consent at any time

Requests can be made by contacting us using the details below.

15. Complaints

If you are unhappy with how we handle your data, you have the right to complain to the Information Commissioner’s Office (ICO):

Website: www.ico.org.uk
Telephone: 0303 123 1113

We encourage you to contact us first so we can address your concerns.

16. Contact Us

For privacy-related enquiries, data requests, or concerns, please contact:

Email: info@aquabeans.co.uk
Address: The Bean Pod, Stratford Garden Centre, Clifford Chambers, Stratford-upon-Avon, CV37 8LW