CROYDON SCHOOL OF GYMNASTICS

 

 

Privacy Notice 

 

Who are we?

We are Croydon School of Gymnastics. 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. We are also affiliated to London Gymnastics.

On 25th May 2018, the regulations surrounding how organisations can hold your personal information (data) changed. This Notice explains how we handle your personal information when you contact us or use our services. and your rights. This Notice is intended to comply with the provisions of the General Data Protection Regulation (GDPR).

 

At Croydon School of Gymnastics, we take your privacy seriously and will ensure your personal information is kept secure. The way we collect and use your information are equally important as you expect us to manage it confidentially and securely, so that trust in us is maintained.

 

For the purposes of GDPR, we are the ‘data controller’ (as well as British Gymnastics). This means that we decide how your personal information is processed and for what purposes.

We are always happy to explain anything which this Notice does not make clear to you.    You will find our contact details at the end of this Notice. By providing us with your personal information, you accept and consent to the practices described in this policy.

 

What information do we collect about you?

We collect personal information about you when you contact us requesting our services or support, for example via email croydonsog1@btinterent.com calling us by telephone or when coming in for a trial session. The information that we collect is held securely on our data base provided by GymData at Elmbrook Computer Services Ltd. We also hold paper records which are kept in locked filing cabinets in are kept secure in our gym office.

 

Personal Data is data/information 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. This includes, but is not restricted to: -

 

  • Your name

  • Name of child

  • Gender

  • Address

  • Date of birth

  • Email address

  • Telephone number

  • Financial details

  • Medical conditions

  • Visual images and photographs

  • Training records

  • Competition results

 

How will we use the information we hold 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, to let you know about changes to our terms and conditions and to process your payments (if relevant).

 

Legitimate Interests 

To meet the legitimate aims of the Club and ensure your child is well supported and safe whilst participating in gymnastics.

 

These include: 

  • Providing our services and process payments.

 

  • Carrying out any relevant risk assessments: some individuals may present with a medical condition that may prove at risk of harm from participating in gymnastics. It is vital that you share any relevant medical information with us. 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.

 

  • Maintaining contact details for emergency purposes.

 

  • Filming and photography for coaching purposes and / or promoting the Club on our website, social media accounts (Facebook, Twitter and Instagram), in newsletter and in communications. All film and photos of children will only be published in line with the clubs Safeguarding & Child Protection Policy. 

 

  • Processing job and volunteer applications.

 

Please note: You have the right to object to any of the above uses of your information by contacting us in writing. Please note that in some cases, this may affect our ability to carry out the things we need to do for you to take part in gymnastics.

 

Legal Reasons 

To comply with applicable laws and to protect the legitimate interests and legal rights of the Club. This includes, but is not limited to, the use of your information relating to legal claims and compliance and regulatory activity.

 

Marketing 

With your consent, we may send you information by email, or via social media about Club news, activities, events, 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 writing to the Club Office Manager or by informing Croydon School of Gymnastics separately by emailing us at croydonsog1@btinternet.com  If you do not wish us to use your personal information for marketing purposes this may affect the level of our services to you.

 

Who has access to your information?

Croydon School of Gymnastics Staff and associates have access to your personal information to deliver services to you.

 

We will not sell or rent your information to anyone else and we will not share your information for marketing purposes.

 

When you give your consent to us to hold your personal information/data you agree to us sharing it where necessary. The third-party service providers or organisations (known within GDPR legislation as Data Processers) we use for the following purposes are:

 

  • Club Office Manager – for the management of member information, events and activities, our waiting list, fee payments and registers.

 

  • British Gymnastics – to provide insurance to us and to individuals to allow them to take part in gymnastics activities, to take part in competitions and gymnastics events.

 

  • London Gymnastics (and individual clubs affiliated to British Gymnastics where appropriate) – to take part in competitions and gymnastics activities.

 

  • Club Website – for competition results, news and information.

 

  • MailChimp – for the distribution of club information and events.

 

  • CCTV – monitoring of persons on site.

 

  • Google Forms / Sheets / Docs – for processing and managing our waiting list and events.

 

  • Outlook - for email communications.

 

  • Accountant / HMRC – for completing our financial account records.

 

Why we share your information

Your personal data will only be shared with organisations whose services are required to provide the services we offer.

 

We will not share your information with any additional organisations except with your consent or in exceptional / emergency circumstances, where we believe that the sharing of information about you or your child is vital to protect you, your child or another person.

 

If you/your child wishes to enter a competition provided by an external organisation, we will, once the entry and therefore your permission has been received, need to share the information required to enter the event, usually name, date of birth, BG membership number and gender. Most competitions are large events and there are likely to be photographers and people filming (including members of the public). 

 

Financial transactions including payment information will form part of our financial accounts and may be shared with our accountants and regulatory authorities such as HMRC.

 

How long do we keep your information for?

We keep your personal information/data for as long as you are a member of Croydon School of Gymnastics. After you leave, we will keep your information for no longer than we reasonably need to.

 

Where appropriate we will determine the length of time we keep it for based on the minimum retention periods required by law or statutory regulation.  We will only keep your personal information after this period if there is a legitimate and provable business reason to do so.

 

CONTACT US

TEL: 020 8683 1885

 

EMAIL:

croydonsog1@btinternet.com

LOCATION

Croydon School of Gymnastics

Strand House

Nursery Road

Thornton Heath

Surrey

CR7 8RE

 

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