Rowan Gymnastics Club Privacy Notice – Members
At Rowan Gymnastics Club we take your privacy seriously and as controllers of your personal data will ensure your personal information is kept secure. We provide gymnastics activities and are registered with British Gymnastics who govern the sport and offer competitions and events in which we may participate.
How we use information about you
We need to process information about you or your child for the following reasons:
- Contractual purposes
To provide the gymnastics activity you have requested, communicate with you about this activity, changes to our terms and conditions and to process payments.
- Legitimate interests
To meet the legitimate aims of the club and ensure your child is well supported and safe whilst participating in gymnastics. This includes:
Carrying out any relevant risk assessments:
Some individuals may arrive with a medical condition that may put them at risk of harm from participating in gymnastics. It is vital that you share any relevant medical information. We will ask for your agreement to undertake any appropriate assessments.
Identifying any reasonable adjustments and adaptations to support inclusion:
If you or your child has a disability or any special needs, we will review the information you have 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 in this process.
Responding to any comments, questions or complaints you may send us.
Maintaining class attendance records and contact details for emergency purposes.
You have the right to object to any of the above uses of your information by contacting us. Please note that in some cases, this may affect our ability to carry out the things we need to do for you or your child to participate in gymnastics.
- Legal reasons
To comply with applicable laws and protect legitimate club interests and legal rights. This includes, but is not limited to the use of your information relating to legal claims and compliance and regulatory activity.
With your consent, we may send you information by email, or via social media about additional optional products such as awards (badges and certificates) or additional sessions such as camp sessions and other products and opportunities that we think will be of interest to you. You can ask us to stop sending you this information at any point by amending your preferences through clicking ‘Login’ on the Rowan Gymnastics website and removing your consent or, if applicable, by following the instructions in the relevant communication or, if your child is a temporary member and has not attended a camp within one year we will process them as a leaver and stop sending you communications.
- Photography and Film Footage
With your consent filming and taking photos for coaching purposes and/or to promote the club on our website, club social media account and in communications. All film and photos of children will only be published in line with our safeguarding policy. You can remove your consent at any point by amending your preferences through clicking ‘Login’ on the Rowan Gymnastics website or, if applicable, by following the instructions in the relevant communication.
Please note that at no point is any personal data used in automated decision-making processes including profiling.
Sharing your information
We will not share your information with any other organisations except with your consent or in exceptional/emergency circumstances where we believe that the sharing of information about you is vital to protect you, your child or another person.
If you/your child want(s) to enter a competition provided by an external organisation, we will, with your agreement, share the information required to enter the event, usually name, date of birth and gender. Most competitions are large events and there are likely to be photographers and people filming.
You have the right to see the personal information we hold about you. You can see your information by clicking ‘Login’ on the Rowan Gymnastics website at any time and amend the information we hold about you or remove your consent. For other information such as sensitive or medical information, this will not be displayed but can be updated by sending us details through your login. You can also request a copy of any of the other information we hold by writing to us.
If we do hold other information about you, you can ask us to delete it or correct any inaccuracies. We will either make the requested amendments or provide an explanation as to why we are not making changes.
Leaving the club
If you leave the club, you have the option for your child to remain a temporary member where they can still attend camps and with your consent we will still send you marketing information. If you would like this service, please click on ‘Login’ on the Rowan Gymnastics website and in your account you have the option to tell us you/your child would like to leave and then select the option to remain a temporary member. If you do not request this, we will automatically mark your child as left and remove you from any club communications. Your data will be deleted within 12 months except where there is a legitimate and lawful reason for the club to continue to hold your data.
Leaving the club and British Gymnastics (BG) membership
If you leave the club, you can amend your BG club registration online through the BG website. If you do this, the information you have provided will be archived for 60 days. During this period, you can transfer your information to another club. After this period, the information you have provided will be deleted, except where there is a legitimate and lawful reason for BG to continue to hold your data. In the absence of a legitimate and lawful reason to retain any other information BG hold about you, this will be deleted after 12 months, unless you re-join the club within that period.
Changes to the privacy notice and Further Issues
We keep our privacy notices under regular review. You have the right to complain to the Information Commissioner’s Office (ICO) if you believe there is a problem with the way we handle your data.
This privacy notice was last updated on 22nd May 2018. To contact the club regarding any issues to do with GDPR, please speak to Katrina Powell our data protection officer by calling the office, emailing or by writing to the address below.
Club address: Rowan Gymnastics Club Ltd
Unit 9 Cheltenham Trade Park
Telephone No: 01242 222806
Registered in England and Wales
Company Registration Number 07730404