PRIVACY
POLICY
Last Updated:
24 August 2026
Statsroom is committed to protecting the privacy and personal information of its customers and the swimmers whose performances are analysed.
This Privacy Policy explains what personal information Statsroom collects, why it is collected, how it is used, how long it is retained, and the rights individuals have in relation to their information.
Information We Collect
When a customer books analysis, Statsroom may collect:
Customer full name.
Customer email address.
Swimmer full name.
Whether the swimmer will be aged 18 or over at the competition.
Competition category, such as Open/Male or Female.
Club competing with.
Race or events selected.
Analysis package selected.
Order and payment information.
Declarations made as part of the booking process.
The competition itself may also provide information needed to identify the swimmer and their race, such as publicly available start lists, heat sheets and results.
When someone contacts Statsroom, additional information may be collected depending on the nature of their enquiry.
Statsroom does not routinely require a swimmer's full date of birth or identification documents.
How We Use Your Information
Information collected by Statsroom may be used to:
Process and manage analysis bookings.
Identify the correct swimmer, event and race.
Provide the analysis purchased.
Communicate with customers about their booking.
Deliver completed analysis.
Verify and fulfil race footage requests.
Respond to customer enquiries and analysis queries.
Process refunds where required.
Maintain appropriate booking, payment and business records.
Maintain previous performance analysis records for the same swimmer.
Statsroom will not use information collected through an analysis booking to automatically subscribe customers to marketing communications.
Swimmers Under 18
Statsroom provides analysis to swimmers of different ages, including swimmers under 18.
For individual bookings involving an under 18 swimmer, the booking must be made by their parent or legal guardian.
Statsroom asks customers to confirm whether the swimmer will be aged 18 or over at the competition and that they have the authority to make the booking.
Where Statsroom has reasonable concerns about the information provided or the authority of the person making a booking or requesting footage, additional verification may be requested before the service or footage is provided.
Where analysis is commissioned directly by a swimming club, the club is responsible for obtaining the required permission from its swimmers or their parents/legal guardians before providing their information to Statsroom.
Race Footage
Statsroom records swimming races to produce objective performance analysis.
Accurate analysis requires a sufficient area of the pool to be visible so that lane ropes and other pool features can be used as reference points. This means other competitors may naturally appear within a recording, including swimmers under 18.
Statsroom does not independently analyse other swimmers appearing within the footage unless analysis has also been booked for them.
A customer who has purchased analysis may request a copy of the race footage used to produce their analysis at no additional cost.
Race footage is not automatically provided. Before releasing footage, Statsroom verifies the request using:
The customer full name.
The email address used for the original booking.
The swimmer full name.
The relevant receipt/order number.
Confirmation that the requester is authorised to request and receive the footage and that the information provided is accurate.
Customers requesting footage will be informed that other competitors may appear within the recording and should consider the privacy of other identifiable swimmers before sharing or publishing their copy.
Statsroom does not publicly publish customer race footage without separate permission.
Why We Use Personal Information
Statsroom only uses personal information where there is an appropriate reason for doing so.
Depending on the information and how it is being used, this may be because:
It is necessary to provide a service that a customer has purchased.
Statsroom has a legitimate business reason for using the information, such as operating and protecting its performance analysis service.
Statsroom needs to comply with a legal obligation.
The individual has given permission for a particular use.
Where Statsroom's legitimate interests are relied upon, Statsroom considers the reason for using the information and the potential impact on the people involved. Additional care is taken where the information relates to children.
Who We Share Information With
Statsroom does not sell personal information.
Information may be shared where necessary with organisations that help Statsroom provide its services, such as:
Payment providers.
Website, form and booking service providers.
Email and communication providers.
File storage or other technology providers.
Professional advisers or authorities where reasonably necessary or required.
Where a swimming club has formally commissioned analysis, relevant analysis and information may be provided to the authorised club in accordance with that arrangement.
A verified customer may also receive the race footage associated with their purchased analysis. As explained in Section 4, this recording may contain other swimmers because of the field of view required to perform the analysis.
How Long We Keep Information
Statsroom only keeps personal information for as long as it is reasonably needed.
Different information is retained for different periods:
Race footage: permanently deleted 30 days after the completed analysis has been delivered.
Completed analysis reports and performance data: may be retained for up to three years after delivery.
Booking and customer information: retained for as long as reasonably required to manage the booking, provide customer support and maintain appropriate business records.
Payment and transaction records: may be retained for the period required for accounting, tax and other business record keeping purposes.
Keeping completed analysis and performance data allows Statsroom to maintain a swimmer's previous analysis history and compare their own performances over time.
Information that is no longer required will be deleted or anonymised where appropriate.
Payments
Payments are processed using a third party payment provider.
The payment provider may collect information needed to process the transaction, such as payment card and billing information.
Statsroom does not directly store customers' complete payment card details.
Where a refund is issued, it will be returned through the original payment method.
Marketing and Public Use
Booking analysis does not automatically subscribe a customer to Statsroom marketing communications.
Customers can separately choose to subscribe to marketing through the options provided on the Statsroom website.
Purchasing analysis also does not automatically give Statsroom permission to publicly use:
Race footage.
Completed analysis.
Identifiable performance data.
Customer feedback.
Testimonials.
If Statsroom wishes to use identifiable customer or swimmer material for promotional purposes, permission will be requested separately.
Keeping Information Secure
Statsroom takes reasonable steps to protect the information it holds from loss, misuse, unauthorised access or disclosure.
Access to customer information, analysis records and race footage is limited to people who require access for the operation or delivery of Statsroom's services.
Where third party services are used to process or store information, Statsroom will take reasonable steps to use appropriate service providers.
Your Information and Your Rights
Individuals have rights over their personal information.
Depending on the circumstances, these may include asking Statsroom to:
Provide a copy of personal information held about them.
Correct information that is inaccurate.
Delete information where appropriate.
Restrict how information is used in certain circumstances.
Consider an objection to the way information is being used.
Where Statsroom has specifically asked for consent to use information, that consent can also be withdrawn.
Requests relating to personal information can be made using the contact details below.
If you have concerns about how Statsroom has handled your personal information, you can contact Statsroom so that the matter can be reviewed. You also have the right to raise a concern with the Information Commissioner's Office, the UK's data protection regulator.
Cookies and Third Party Services
The Statsroom website may use cookies and third party services to operate website features and understand how the website is used.
Where cookies require permission, visitors will be given an appropriate choice before those cookies are used.
Third party websites and services may have their own privacy policies and are responsible for how they handle information collected directly through their services.
Changes to This Policy
Statsroom may update this Privacy Policy when its services, technology or use of personal information changes.
The latest version will be published on the Statsroom website and will show the date it was last updated.
Contact
For questions, requests or concerns relating to privacy, please contact:
Statsroom
info@statsroom.co.uk
Statsroom is a trading name operated by Ryan Coulthard as a sole trader in the United Kingdom.
© 2026 Statsroom. All Rights Reserved.
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Information We Collect
When a customer books analysis, Statsroom may collect:
Customer full name.
Customer email address.
Swimmer full name.
Whether the swimmer will be aged 18 or over at the competition.
Competition category, such as Open/Male or Female.
Club competing with.
Race or events selected.
Analysis package selected.
Order and payment information.
Declarations made as part of the booking process.
The competition itself may also provide information needed to identify the swimmer and their race, such as publicly available start lists, heat sheets and results.
When someone contacts Statsroom, additional information may be collected depending on the nature of their enquiry.
Statsroom does not routinely require a swimmer's full date of birth or identification documents.
PRIVACY POLICY
Statsroom is committed to protecting the privacy and personal information of its customers and the swimmers whose performances are analysed.
This Privacy Policy explains what personal information Statsroom collects, why it is collected, how it is used, how long it is retained, and the rights individuals have in relation to their information.
24 August 2026
Last Updated:
How We Use Your Information
Information collected by Statsroom may be used to:
Process and manage analysis bookings.
Identify the correct swimmer, event and race.
Provide the analysis purchased.
Communicate with customers about their booking.
Deliver completed analysis.
Verify and fulfil race footage requests.
Respond to customer enquiries and analysis queries.
Process refunds where required.
Maintain appropriate booking, payment and business records.
Maintain previous performance analysis records for the same swimmer.
Statsroom will not use information collected through an analysis booking to automatically subscribe customers to marketing communications.
Swimmers Under 18
Statsroom provides analysis to swimmers of different ages, including swimmers under 18.
For individual bookings involving an under 18 swimmer, the booking must be made by their parent or legal guardian.
Statsroom asks customers to confirm whether the swimmer will be aged 18 or over at the competition and that they have the authority to make the booking.
Where Statsroom has reasonable concerns about the information provided or the authority of the person making a booking or requesting footage, additional verification may be requested before the service or footage is provided.
Where analysis is commissioned directly by a swimming club, the club is responsible for obtaining the required permission from its swimmers or their parents/legal guardians before providing their information to Statsroom.
Race Footage
Statsroom records swimming races to produce objective performance analysis.
Accurate analysis requires a sufficient area of the pool to be visible so that lane ropes and other pool features can be used as reference points. This means other competitors may naturally appear within a recording, including swimmers under 18.
Statsroom does not independently analyse other swimmers appearing within the footage unless analysis has also been booked for them.
A customer who has purchased analysis may request a copy of the race footage used to produce their analysis at no additional cost.
Race footage is not automatically provided. Before releasing footage, Statsroom verifies the request using:
The customer full name.
The email address used for the original booking.
The swimmer full name.
The relevant receipt/order number.
Confirmation that the requester is authorised to request and receive the footage and that the information provided is accurate.
Customers requesting footage will be informed that other competitors may appear within the recording and should consider the privacy of other identifiable swimmers before sharing or publishing their copy.
Statsroom does not publicly publish customer race footage without separate permission.
Why We Use Personal Information
Statsroom only uses personal information where there is an appropriate reason for doing so.
Depending on the information and how it is being used, this may be because:
It is necessary to provide a service that a customer has purchased.
Statsroom has a legitimate business reason for using the information, such as operating and protecting its performance analysis service.
Statsroom needs to comply with a legal obligation.
The individual has given permission for a particular use.
Where Statsroom's legitimate interests are relied upon, Statsroom considers the reason for using the information and the potential impact on the people involved. Additional care is taken where the information relates to children.
Who We Share Information With
Statsroom does not sell personal information.
Information may be shared where necessary with organisations that help Statsroom provide its services, such as:
Payment providers.
Website, form and booking service providers.
Email and communication providers.
File storage or other technology providers.
Professional advisers or authorities where reasonably necessary or required.
Where a swimming club has formally commissioned analysis, relevant analysis and information may be provided to the authorised club in accordance with that arrangement.
A verified customer may also receive the race footage associated with their purchased analysis. As explained in Section 4, this recording may contain other swimmers because of the field of view required to perform the analysis.
How Long We Keep Information
Statsroom only keeps personal information for as long as it is reasonably needed.
Different information is retained for different periods:
Race footage: permanently deleted 30 days after the completed analysis has been delivered.
Completed analysis reports and performance data: may be retained for up to three years after delivery.
Booking and customer information: retained for as long as reasonably required to manage the booking, provide customer support and maintain appropriate business records.
Payment and transaction records: may be retained for the period required for accounting, tax and other business record keeping purposes.
Keeping completed analysis and performance data allows Statsroom to maintain a swimmer's previous analysis history and compare their own performances over time.
Information that is no longer required will be deleted or anonymised where appropriate.
Payments
Payments are processed using a third party payment provider.
The payment provider may collect information needed to process the transaction, such as payment card and billing information.
Statsroom does not directly store customers' complete payment card details.
Where a refund is issued, it will be returned through the original payment method.
Marketing and Public Use
Booking analysis does not automatically subscribe a customer to Statsroom marketing communications.
Customers can separately choose to subscribe to marketing through the options provided on the Statsroom website.
Purchasing analysis also does not automatically give Statsroom permission to publicly use:
Race footage.
Completed analysis.
Identifiable performance data.
Customer feedback.
Testimonials.
If Statsroom wishes to use identifiable customer or swimmer material for promotional purposes, permission will be requested separately.
Keeping Information Secure
Statsroom takes reasonable steps to protect the information it holds from loss, misuse, unauthorised access or disclosure.
Access to customer information, analysis records and race footage is limited to people who require access for the operation or delivery of Statsroom's services.
Where third party services are used to process or store information, Statsroom will take reasonable steps to use appropriate service providers.
Your Information and Your Rights
Individuals have rights over their personal information.
Depending on the circumstances, these may include asking Statsroom to:
Provide a copy of personal information held about them.
Correct information that is inaccurate.
Delete information where appropriate.
Restrict how information is used in certain circumstances.
Consider an objection to the way information is being used.
Where Statsroom has specifically asked for consent to use information, that consent can also be withdrawn.
Requests relating to personal information can be made using the contact details below.
If you have concerns about how Statsroom has handled your personal information, you can contact Statsroom so that the matter can be reviewed. You also have the right to raise a concern with the Information Commissioner's Office, the UK's data protection regulator.
Cookies and Third Party Services
The Statsroom website may use cookies and third party services to operate website features and understand how the website is used.
Where cookies require permission, visitors will be given an appropriate choice before those cookies are used.
Third party websites and services may have their own privacy policies and are responsible for how they handle information collected directly through their services.
Changes to This Policy
Statsroom may update this Privacy Policy when its services, technology or use of personal information changes.
The latest version will be published on the Statsroom website and will show the date it was last updated.
Contact
For questions, requests or concerns relating to privacy, please contact:
Statsroom
info@statsroom.co.uk
Statsroom is a trading name operated by Ryan Coulthard as a sole trader in the United Kingdom.
© 2026 Statsroom. All Rights Reserved.
statsroom
THE SPACE WHERE PERFORMANCE IS EXAMINED