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Privacy Policy

PRIVACY NOTICE

In May 2018, the regulations surrounding how companies and organisations can

hold your personal data changed. This Notice tells you how we handle your Personal

Data and the rights you have, when we hold it. This Notice is intended to comply with

the provisions of the General Data Protection Regulation EU 2016/679 (GDPR)

which governs how Personal Data is processed within the European Economic Area

(EEA).

Who are we?

We are East Herts Gymnastics Club, a not-for-profit limited by guarantee registered

company. Our address is The Sele School, Welwyn Road, Hertford SG142DG.

You will find our contact details at the end of this Notice.

We are the “data controller” for the purposes of GDPR. This means that we decide

how your Personal Data is processed and for what purposes.

Your personal data – what is it?

Personal Data is data that relates to a living individual who can be identified from

that data. We might be able to identify you from the data itself or by linking that data

to other information we have access to. GDPR tells us how we must process your

Personal Data.

How do we process your Personal Data?

We comply with our obligations under GDPR in the following ways:

● by keeping Personal Data up to date. (It is the responsibility of individuals and

organisations to ensure the data held by us are accurate and up-to-date.

Individuals should notify us of any changes, to enable personnel records to be

updated accordingly. It is the responsibility of East Herts Gymnastics Club to

act upon notification of changes to data, amending them where relevant.)

● by storing and destroying it securely;

● by not collecting or retaining unnecessary or excessive amounts of data;

● by protecting Personal Data from loss, misuse, unauthorised access and

disclosure; and

● by ensuring that appropriate technical measures are in place to protect Personal Data.

What is the legal basis for processing your personal data?r

● We use the information we hold about you for a variety of purposes which arer

outlined below. Data protection law requires us to tell you what our legalr

reason is for each purpose.r

Contractual purposesr

When you ask us to provide you a service, such as club [membership orr

registration], gymnastics classes, competitions, trips or other activities [or you buy ar

product from us] we usually need to use information about you to provide thisr

[product] or service, for example:r

• To contact you to confirm arrangements.r

• To notify you about changes to terms and conditions.r

• To tell you when it is time to renew membership or re-register for activitiesr

• To process payments or send you receipts required.r

• To provide you with the benefits and services to which you have subscribed. We dor

so because it is necessary for the performance of a contract.r

We use your Personal Data for the following purposes:r

● To manage membership information and process payments for ther

organisation we run.r

● To inform you of news, events, activities or services which we think you mightr

like to hear about.r

● To share your contact details with our staff, other authorised people for ther

purpose of contacting you in the event of an emergency, to record yourr

attendance and delivering the service we provide.r

● To be placed on a waiting list so we can contact you when a space becomesr

available.r

● To collect and store this information we use Class4Kids. You can view theirr

● The categories of personal information we process include:r

● • Contact details* (gymnast and parent and emergency contacts)r

● • Gymnast date of birth* and school yearr

● • Gymnast genderr

● • Any relevant medical conditions and/or disabilities and additional relatedr

informationr

● • Other relevant individual needs for example, information about learning,r

religious or other support needs.r

● • Any individual risk assessments (gymnasts and others if applicable)r

● • Details of any reasonable adjustments or steps taken to support yourr

individual needsr

● • IGA membership details* (which are confirmed by IGA when you join or renew)

● • Gymnast attendance and achievement recordsr

● • Any communications from, to or relating to your

● • Details relating to standards of conductr

● • Any accident or incident reports including details of injuriesr

● • IP address, browser identifier and the time of access (if you use our website)r

• Bank details (If you are making regular payments to us or we are makingr

payments to you e.g. for volunteer expenses)r

● • Experience, qualifications, training and confirmation that you haver

completed a criminal record check (prospective or existing volunteers).r

● The information marked with an * above is essential for us to provide yourr

membership. It is your choice whether you provide all the information we haver

requested but not providing information may affect our ability to meet you orr

your child’s needs and to protect their well-being.r

Sharing your personal datar

Your Personal Data will be treated as strictly confidential and will be shared only withr

organisations whose services are required in order to provide the services we offer.r

We use other companies to help us process your Personal Data so that we can offerr

you the best possible service.r

Data must not be transferred to countries outside the European Economic Arear

without the explicit consent of the individual.r

When you give your consent to our holding of your Personal data you agree to usr

sharing your Personal Data (including special categories of Personal Data – wherer

we have your explicit consent) with third party processors and sub-processorsr

located inside the EEA.r

In accordance with our legal obligations, we may share information with localr

authorities for example, where we have safeguarding concerns.r

On occasions, we may need to share information with the police.r

We may also need to share information with our legal advisers for the purpose ofr

obtaining legal advice.r

We may share some informational with our insurance company, for example, wherer

there is a serious incident at the club, they also need information to insure ther

gymnasts with the insurance companyr

If you have unpaid fees while your child is at the gym, we may share information withr

the courts and legal advisers in order to recover any overdue fees.r

Your consent remains valid.r

Please speak to East Herts Gymnastics Club if you would like to withdraw any consent given.

How long do we keep your Personal Data?r

We keep your Personal Data for as long as you are a member of our organisation.r

After you leave, we will keep your information for no longer than we reasonablyr

need. Usually, this will be for no longer than a period of one year. This is forr

accounting purposes or in case of any legal/insurance claims or complaints.r

If you have requested to be placed on our waiting list, your data will be held until ar

space becomes available. You have the choice to withdraw your consent for us tor

hold this information at anytime, in which case it will be removed.r

Your rights and your Personal Data.r

Unless we have an exemption under GDPR, you have the following rights withr

respect to your Personal Data: -r

● The right to request a copy of the Personal Data which we hold about you,r

without any charge.r

● The right to request that we correct any Personal Data found to be inaccurater

or out of date.r

● The right to request that your Personal Data is erased where it is no longerr

necessary for us to keep it.r

● The right to withdraw your consent to the processing we carry out at any time.r

● The right to request that we provide you with your Personal Data and, wherer

possible, to send that data directly to another data controller.r

● The right, where there is a dispute in relation to the accuracy or processing ofr

your Personal Data, to ask us to restrict further processing.r

● The right to object to the processing of Personal Data.r

Legal obligationsr

We have a duty of care to ensure it is safe for you or your child to take part inr

gymnastics activity and to keep you/them safe while participating. Some individualsr

may be at risk of harm from participating in gymnastics activity as a result of ar

pre-existing condition. It is vital that you let us know if there is any reason why takingr

part in gymnastic activity may be unsafe prior to participation. With your agreement,r

we will review any information you provide and undertake risk assessments inr

consultation with you and any appropriate trained professionals e.g. medicalr

consultants. When we ask participants to provide relevant health information such asr

details of medical conditions, medication needs, allergies or injuries, this is becauser

we have a legal obligation. If you are selected for a role at the club, we will usuallyr

obtain a reference from any appropriate organisation or individual you haver

nominated. When you tell us about any special needs such as disabilities or otherr

support information we may use relevant information to comply with our legalr

obligations under the Equality Act 2010. We will review any information you haver

provided to help us identify any actions we can take to support inclusion. We may need to ask you for more information to help us to best meet your or your child’s

needs. We will keep a record of any steps we take to support inclusion. If you wish to

volunteer or work for us, we may need to ask you to complete a criminal record

check as we have a legal obligation to do so. We jointly control the checking process

with IGA which is responsible for the assessment of any content on the check and

will only share information with us where it is appropriate. For example, if you are

considered by IGA to be unsuitable to take on the role, we may share relevant and

proportionate information about criminal offences where it is deemed that while you

are not considered unsuitable to take on the role if it is considered necessary for

safeguarding purposes. When we retain information about you, even after you are no

longer taking part in gymnastics activity, this is often because we are required to do

so by law such as records we are required to keep for business and accounting

purposes. Sometimes we are also legally obliged to share information about you with

third parties. More information is provided below.

Legitimate interests

We rely on legitimate interests for the following purposes:

• Responding to communications, concerns or complaints and seeking feedback

from you about our services. We will use the information you provide to respond to

any comments or questions you raise and where appropriate to undertake

investigations into any complaints or concerns. On occasion, we may contact you to

seek your views on the services we provide.

• Holding emergency contact information When you join the club, we collect contact

details. We also ask you to provide an emergency contact which we will only use in

exceptional circumstances if we are unable to contact your primary contact e.g. a

parent.

• Maintaining attendance registers, achievement records and waiting lists For health

and safety purposes and club records, we need to maintain a register of those in

attendance at training or other club activities. If there are no places in the club, we

can place you on our waiting list and will contact you using the details you provide to

inform you when a place is available.

• Entering you into a competition and providing results If you wish to take part in a

club competition, your information (usually your name, date of birth and gender) will

be used to enter you into the appropriate category and your score will be recorded.

Results of competitions are normally published on the IGA website. If you wish to

enter a competition organised by another gymnastics body, including IGA and British

Gymnastics, home country NGB, Regional and County Gymnastics Association we

will provide your information to the organiser to enable you to take part in the

competition or event that they are organising.

• Collecting additional information to support a participant attending a club trip

Occasionally we organise residential events or trips. If you or your child registers for

one of these events, we will need to collect additional information, that may vary

depending on the specific activities and whether they involve meals and travel.

Additional information we require may include passport information and any otherr

relevant information necessary to provide support whilst away from home.r

• Monitoring performance and undertaking fitness assessments If you or your childr

are/is a competitive/elite/squad gymnast, we will need to collect additionalr

information about you/them. We track and monitor gymnast’s performance inr

training, trials and competition and undertake regular fitness assessments. We mayr

require additional information about lifestyle and education if you or your childr

are/are training at an elite level and require time out of school or lifestyle.r

• To monitor that you have completed any required safeguarding training and criminalr

record checks If you undertake a role where a criminal record check andr

safeguarding training are required, we will receive confirmation from IGA that yourr

check is approved and that you have completed the required safeguarding training.r

• Filming for coaching purposes On occasion, we may film gymnasts e.g. during ar

gymnastics session for coaching purposes. Videos taken at training sessions forr

individual coaching purposes will not be used for any other purpose without priorr

consent.r

• Photography and filming at club events to promote the club We may take photos atr

club events to promote the club on our website, club social media account and inr

communications. At our club events such as our annual club competitions and clubr

display, we may film the event to create a DVD. Any images of children will ber

published in line with our safeguarding policy. We may take photos at competitionsr

and other events to promote the club on our website, club social media account andr

in communications. Any images of children will be published in line with ourr

safeguarding policy.r

• Running and monitoring our club website and social media; We do not use anyr

tracking or analytics on our website. Your IP address will be logged by our webr

server but we would not be able to identify you from this information alone.r

Further processingr

If we wish to use your Personal Data for a new purpose, not covered by this Notice,r

then we will provide you with a new notice explaining this new use. We will do thisr

before we start processing for the new use. We will set out the relevant purposesr

and processing conditions. Where and whenever necessary, we will seek your priorr

consent to the new processing.r

Contact Detailsr

If you have a problem, complaint or, if there is something you don’t understand,r

please contact us first using the following:r

East Herts Gymnastics Limited at easthertsgymnasts@gmail.com