SWF Rotary 20 Years


Event Policies & Procedures


Data Protection

The SWF Swimarathon is organised by members of The Rotary Club of South Woodham Ferrers. This organisation is a Registered Charitable Trust( No 1048974) to which all monies are donated and which is governed by regulations concerning charities.

To run the SWF Swimarathon efficiently, our committee needs to record information about the teams that enter, in particular the contact details of the team captain. We also record the swimmers names so that they can be printed on certificates and potentially appear in local newspapers or on-line/Social Media. In order to comply with the Data Protection Act 1998 all those who collect personal information; either by paper or electronic application forms, telephone calls, surveys or on-line on the web must ensure that an appropriate Data Protection Act statement is made. This Statement follows below :-

Data Protection – the information you have supplied will be used solely for administering the Rotary Swimarathon. This data will be maintained in accordance with the Act and will not be passed on, other than to SWF Focus or OurTown etc and social media for local news content orand will not be sold to any organisation. If you wish your personal details to be handled  differently from the foregoing , then please contact the Club by e-mail. Contact details will be found on the Contacts Page of this web site.

Child Protection

The Rotary Club of South Woodham Ferrers, as a member club of the Rotary International Organisation has policies in place to deal with child protection. Our club has a nominated officer to advise on current legislation and current best practice when club members are dealing with children and other vulnerable groups.

Click here:- for Rotary Child Protection Policy

Click here:- for Rotary Safeguarding for Vulnerable Adults

Corporate Sponsorship

Corporate sponsorship is obtained from local businesses to cover the expenses in running the event such as venue hire, printing, stationary, postage, telephone charges, website expenses etc. Covering the cost of our expenses enables the Rotary Club to  donate the maximum amounts raised during the event to charitable causes. We would urge you to use our local businesses when ever possible. They, as we, need the support of our Community.

Sponsorship of Swimmers

Money raised through the sponsorship of swimmers will go to worthwhile causes. The Rotary Club of South Woodham Ferrers works with charitable organisations to identify worthwhile causes. Careful consideration will be given to each grant to ensure that any Rotary Swimarathon money raised is spent well. And a team can nominate a specific registered charity to recive 50% of the monies they raise. 

If a tax payer sponsors a swimmer please ensure the hose number/name and Post Code are clearly included on the sponsor form and tick the appropriate box. The Rotary Club is able to claim gift aid from the inland revenue, thus effectively increasing the  donation by about 25%.

Public Liability Insurance

The Rotary Club of Britain and Ireland to which The Rotary Club of South Woodham Ferrers is affiliated, has public liability insurance in place in the event of unforeseen accidents. The organisers also have on site first aid medical care by the pool staff. 

The following information is for information only for club members involved in managing the event 

The following downloads relate to key jobs for those Rotarians and helpers who have volunteered to help with the smooth running of the event.