Privacy notice

Last updated 10 October 2026

This notice explains what personal information is collected when you use this website to enter a swimming competition, request a coaches pass, ask to withdraw an entry or sign up for competition updates. It also explains what happens to that information and the rights you have over it.

Who we are

This website is run by Richard Owen trading as R.A.R Timing & Meet Management ("we", "us"), 51 Clos Glanlliw, Pontlliw, Swansea. You can contact us about anything in this notice at [email protected].

The meet organiser is responsible for your entry

Each competition on this site is run by a meet organiser, usually a swimming club, county or region. Their name and contact details are on that competition's page and its entry forms.

For entries, coaches passes, withdrawals and competition updates, the meet organiser is the controller of your information: they decide what is collected and what it is used for. We provide the entry system and timing service, and we handle your information on their behalf and only on their instructions (we are their "processor"). We don't use it for anything of our own.

We are the controller only for the information we handle for ourselves: the accounts of people who manage competitions on the site, and messages you send to us directly.

What we collect

Individual and multiclass entries

• The swimmer's name, date of birth, gender, swimming registration number and club.
• The events entered, with entry times and the pool the times were swum in.
• A contact email address and phone number, and an emergency contact's name and phone number.
• Any medical conditions or notes you choose to give. This is optional.
• For multiclass (para-swimming) entries: the swimmer's sport classes and exception codes, and any assistance they need on poolside. Sport classes are needed to enter para events.

Medical details, sport classes, assistance needs and medical evidence for a withdrawal are information about health, which the law treats as especially sensitive. They are only used to run the meet safely, to place swimmers in the right events and to decide withdrawal requests.

Club entries

• Team entries: the club, a contact's name, email and phone, and the club's entry file, which lists its swimmers, their dates of birth and their entries.
• Relay entries: the club, a contact's details, and each relay team's event, age group and entry time.
• Coaches passes: the club, a contact's details, and each coach's name, DBS certificate number and membership number.

Payments, withdrawals and updates

• Payments are handled by PayPal (which also provides card, Google Pay and Apple Pay payments). We never see or store card details. We receive the payer's name and email address, the amount and a payment reference.
• Withdrawal requests: the swimmer's and contact's details, the events, the reason you give and any evidence you upload, such as a medical note.
• Competition updates: your email address, if you ask to be told about changes to a competition.

Website basics

Like any website, the server records technical details such as IP addresses to keep the site secure and working. See our cookie notice for the small amount of information stored in your browser.

Children

Many swimmers are under 18. If the swimmer is a child, the entry should be completed by their parent or guardian, or by their club.

Why it's used

• To accept and check entries, including against age limits and qualifying times.
• To run the competition: start lists, timing, results and contacting entrants and clubs.
• To take payment and send confirmations and receipts.
• To keep swimmers safe at the meet, using emergency contacts and any medical or assistance information.
• To handle withdrawals, and to send competition updates to people who asked for them.

The meet organiser decides the legal basis for using your information. Usually it is needed to accept and run your entry, or it is in the organiser's legitimate interests in running a safe, fair competition. If you're not sure, ask the meet organiser.

Who sees it

• The meet organiser and the officials and volunteers running the meet.
• For licensed meets, the governing body (such as Swim Wales or Swim England). Results, which include swimmers' names, clubs, ages and times, are published and may appear in national rankings.
• PayPal, to take payment. PayPal has its own privacy notice.
• The companies that host this website and send its emails for us, only so they can provide those services.

We don't sell personal information, and we don't use it for advertising.

How long it's kept

Entry information is kept for no longer than 24 months after the competition, then deleted. A meet organiser can ask for it to be removed sooner. Payment records may be kept longer where the law requires it for tax and accounting.

Your rights

You can ask to see the information held about you or your child, and ask for it to be corrected or deleted. You can also ask for its use to be restricted, object to how it's used, or ask for a copy to give to someone else.

For an entry, it's usually quickest to contact the meet organiser, whose details are on the competition page. You can also write to us at [email protected] and we'll pass your request to them and help them deal with it. Requests are normally answered within one month.

Complaints

If you're unhappy with how your information has been handled, please tell us or the meet organiser first so we can try to put it right. You also have the right to complain to the Information Commissioner's Office (ICO), the UK's data protection regulator: ico.org.uk/make-a-complaint or 0303 123 1113.

Changes to this notice

If this notice changes, the new version will be posted here with a new "last updated" date.