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 (BG) 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. The types of personal data we use are name, address, date of birth, contact numbers, medical conditions and details of any other needs.
- 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.
Information about related club products, for example – leotards.
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.
- 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 your account on the Rowan Gymnastics website or, if applicable, by following the instructions in the relevant communication. It should be noted that we will be unable to remove images that have already been used in publications or other published material.
Please note that at no point is any personal data used in automated decision-making processes including profiling or transferred anywhere. All data is kept securely in house on our own computer network.
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. Please note, most competitions are large events and there are likely to be photographers and people filming.
All administration and coaching staff of Rowan Gymnastics Club will have access to your/your child’s personal details so that we can safely provide the gymnastic activities you have requested.
You have the right to see the personal information we hold about you. You can see your information by logging into your account on the Rowan Gymnastics website at any time and amend the information we hold about you. For other information such as sensitive or medical information, this will not be displayed but can be updated by sending us details or speaking to our administration staff. You can also request a copy of any of the information we hold by writing to us. You can ask us to delete the information we hold or correct any inaccuracies at any time. We will either make the requested deletion/amendments or provide an explanation as to why we are not making changes.
Leaving the club
If you/your child wishes to leave the club, please inform us in writing or via email. You have the option for your child to remain a temporary member where they can still attend camps and we will continue to send you details of camps we are running. If you do not request to be a temporary member, 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. We will also remove the link from your child’s BG membership to the club. BG will continue to hold your/your child’s data for 2 years should you not renew your/your child’s membership with them, after which the information you have provided will be deleted, except where there is a legitimate and lawful reason for BG to continue to hold the data. Should you wish your/your child’s data with BG to be removed before the 2 years have elapsed, please write to email@example.com who will be able to do this for you.
Changes to the privacy notice and Further Issues
We keep our privacy notices under regular review. You have the right to complain to our Data Protection Officer (details below) or the Information Commissioner’s Office (ICO) if you believe there is a problem with the way we handle your data.
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.
Telephone: 01242 222806
Rowan Gymnastics Club Ltd
Unit 9 Cheltenham Trade Park
Enterprise Way Cheltenham
Last Updated: 7th March 2022