Privacy Notice – members and volunteers
Vale Gymnastics understands that your privacy is important to you. We value the privacy of all of our members and volunteers and are committed to protecting the privacy and security of your personal data. We will only collect and use personal data in ways that are described in this notice, and always in compliance with our obligations and your rights under the law.
When we collect, use, share, retain or do anything else with your personal data (known collectively as ‘processing’) we are regulated under the General Data Protection Regulation (GDPR) and we are responsible as ‘controller’ of your information.
This notice applies to you if you are:
An existing or prospective member of our club
A person with parental responsibility for a member
An existing or prospective club volunteer or official
It is important that you read this Privacy Notice carefully as it contains key information about how we use your personal data and your associated rights.
In this notice, where the gymnast is a child, the term ‘information” or “data” is used to refer to the personal information of both the parent and the child member.
Vale Gymnastics is a limited Company registered under company number 10973113. We provide recreational gymnastic classes, training sessions and camps for members.
Our registered address is Unit 14 Heritage Business Park, Wick Road, Llantwit Major, CF61 1YU.
Information we collect about you
The categories of personal data we process includes:
Gymnast’s full name*
Contact details* (parent or guardian and emergency contacts)
Gymnast’s date of birth*
Any relevant medical conditions and/or disabilities and additional related information*
Any communications from, to or relating to you
Any accident or incident reports including details of injuries
Experience, qualifications, training and confirmation that you have completed a criminal record check (prospective or existing volunteers).*
The information marked with an * above is essential for us to provide your membership. It is your choice whether you provide all the information we have requested but not providing information may affect our ability to meet you or your child’s needs and to protect your/their well-being.
How we collect your personal data
We may also collect your personal information directly from you by email, telephone or in person.
How we use your personal data
We use the information we hold about you for a variety of purposes which are outlined below. Data protection law requires us to tell you what our legal basis is for each purpose.
We need to collect and use your personal data in order to provide the service (gymnastics classes) that you have requested, for example:
To contact you to confirm arrangements
To notify you about changes
To contact you in case of an emergency
To pass on any important information about medical conditions to health professionals in case of an emergency
We do so because it is necessary for the performance of a contract.
We have a duty of care to ensure it is safe for you or your child to take part in gymnastic activities and to keep you/them safe while participating. Some individuals may be at risk of harm from participating in gymnastic activities as a result of a pre-existing condition. It is vital that you let us know if there is any reason why taking part in gymnastic activities may be unsafe prior to participation. When we ask participants to provide relevant health information such as details of medical conditions, medication needs, allergies or injuries, this is because we have a legal obligation.
If you are selected for a role at the club, we will usually obtain a reference from any appropriate organisation or individual you have nominated.
When you tell us about any special needs such as disabilities or other support information, we may use relevant information to comply with our legal obligations under the Equality Act 2010. We will review any 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 to best meet your or your child’s needs.
If you are wishing to volunteer or work for us, we may ask you to complete a criminal record check as we have a legal obligation to do so.
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.
To monitor that you have completed any required safeguarding training and criminal record checks
If you undertake a role where a criminal record check and safeguarding training are required, we will collect this information and use it to assess your suitability for the role.
Filming for coaching purposes
On occasion, we may film gymnasts e.g. during a gymnastics session for coaching purposes. Videos taken at training sessions for individual coaching purposes will not be used for any other purpose without prior consent.
We may rely on your consent in the following circumstances:
To use your email or telephone numbers for marketing purposes
To take photographs and videos
With your consent, we may also take photos during training or at club events to promote the club on our website, our social media account and in communications.
When you have given us your consent for your personal data to be used for a particular purpose, you have the right to withdraw this consent at any time, which you may do by contacting us using the contact details below. Your withdrawal of consent will not affect any use of the data that was made before you withdrew your consent.
Special categories of personal data
Special categories of personal data are a category of information that is more sensitive and requires greater protection. Some of the information we process falls into this category (e.g. health/medical data or any information you provide to us about a disability or your religion, race or gender identity). It is unlawful for organisations to process this type of information unless an additional legal condition applies. We will only process this type of information if one of the following applies:
You have given your explicit consent or have made this information public
We are required to do so to establish, exercise or defend a legal claim
We are required to do so to comply with employment or social security or social protection law
There is a substantial public interest in doing so
It is in your vital interests and you are unable to provide consent e.g. if you are unconscious or do not have sufficient mental capacity.
Sharing your personal data
We may be required to share your personal data with third parties for the following reasons:
Complying with legal and/or regulatory responsibilities
We may be required to share information with bodies such as Her Majesty’s Revenue & Customs (HMRC), Health & Safety Executive (HSE), Police and Information Commissioner’s Office (ICO). We may also share information with other organisations to safeguard children. Any information that is shared will be strictly limited to what is required to ensure children are protected from harm and will be carried out in accordance with the law and relevant government guidance
Obtaining legal or professional advice
All service providers are contractually required to ensure your personal data is secure and cannot use this information for their own purposes. Where we are required to share information with them to provide the service, we only disclose information that is strictly necessary to deliver the service.
Transfers of data out of the EEA
We will not transfer or store your personal data outside the UK or the European Economic Area (EEA).
You have important rights under data protection law. In summary these include:
To be informed about how your personal data is processed (set out above)
To access any personal data held about you
You have the right to access the personal data we hold about you. You can request a copy of any information we hold by writing to us using the contact details below.
To have your data rectified if it is inaccurate
If you think that any of the data we hold is inaccurate, you can ask that corrections are made. We will either make the requested amendments or provide an explanation as to why we are not making changes.
To have your data deleted (except if there is a valid lawful reason to retain it)
If you do not renew your membership or cease to have a relationship with the club, we will delete any information you provided when it is no longer required. With your consent, we may retain your contact information if you communicate to us an intent to re-join the club in the future. Financial/accounting records need to be retained for six years in line with UK tax law. Any data relating to personal injuries suffered whilst at the club, in some circumstances, will have to be kept until the child is 24 years of age, longer if required for legal proceedings.
You have a right to request the deletion of your information in advance of the above retention periods. We will delete this information unless there is a lawful reason for the information to be retained.
To have your information restricted or blocked from processing
If you object to processing, we will restrict the processing of your information for the purpose to which you are objecting whilst we review your objection.
To object to object to us using your Personal Data for a particular purpose
If you object, we will stop processing your personal data unless we can demonstrate compelling legitimate grounds for the processing, which override your individual interests, rights and freedoms or we need to continue to process your information in connection with a legal claim.
Keeping your personal data secure
We have appropriate security measures in place to prevent personal data from being accidentally lost or used or accessed in an unauthorised way. We limit access to your personal data to those who have a genuine reason to need to know it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.
We also have procedures in place to deal with any suspected data security breach. We will inform you and the ICO of any personal data breaches in line with our legal obligations.
Changes to the privacy notice
We keep our privacy notices under regular review. We may change this privacy notice from time to time.
To exercise any of your rights or if you have any questions about our privacy notice please contact:
Vale Gymnastics Ltd, 01446 790657, firstname.lastname@example.org
While we hope to be able to resolve any concerns you have about the way that we are processing your personal data, you have the right to lodge a complaint with the Information Commissioners Office (ICO) if you believe your data has been processed in a way that does not comply with the GDPR or have any wider concerns about our compliance with data protection law. You can do so by calling the ICO helpline on 0303 123 1113 or via their website.