Leeds Gymnastics Club CIC – privacy notice –
members and volunteers
This privacy notice provides information about how your personal data will be used by Leeds Gymnastics Club CIC.
When we collect, use, share, retain or do anything else with your personal information (known collectively as ‘processing’) we are regulated under the UK General Data Protection Regulation (GDPR) and are responsible as ‘controller’ of your personal data.
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
We have a separate notice which provides privacy information relating to employees. It is important that you read this carefully as it contains key information about how we use your personal data your associated rights.
About us
Leeds Gymnastics Club CIC is a Community Interest Company (CIC). Our members are gymnasts or the parents (if the gymnast is a child). We provide the opportunity for our members / people to participate in our activities, which include recreational classes, training, camps, displays, competitions, squads and other similar gymnastics activities.
We register with British Gymnastics who governs the sport, provides membership benefits for clubs and individual members and offers competitions and events. It is a condition of British Gymnastics club registration that all our club members are registered as individual members of British Gymnastics.
We also use Rise Gymnastics, a progressive recreational gymnastics programme provided by British Gymnastics that is administered through an online software application provided on British Gymnastics behalf by Fitronics, which provides a home portal designed for parents (or person with parental responsibility), or gymnasts to access their own account to view progress and achievements and manage account settings.
Leeds Gymnastics Club CIC and British Gymnastics are Joint Controllers for the personal data shared for British Gymnastics Membership and for Rise Gymnastics purposes.
You can find full details about how British Gymnastics collects and uses your personal data in the British Gymnastics privacy notices, which you can find at www.british-gymnastics.org/safesport/privacy-notices
Leeds Gymnastics Club CIC also affiliates to Yorkshire Gymnastics who run competitions and events in which we may participate.
Information we collect about you
The categories of personal data we process includes:
– Name and parent name (if applicable)
– Parent or gymnast contact details (telephone, email and postal address)
– Gymnast date of birth
– Gymnast gender
The above information is essential for us to provide your membership and along with a unique username, will be provided to British Gymnastics when we complete the British Gymnastics registration process on your behalf
– Emergency contact
– Any relevant medical conditions and/or disabilities and additional related
information
– Other relevant individual needs for example, information about learning, religious or other support needs.
– Any individual risk assessments (gymnasts and other participants if applicable)
– Details of any reasonable adjustments or steps taken to support your individual needs
– British Gymnastics membership details including your membership number, status and any coaching and training records (if applicable) (which are confirmed by British Gymnastics when we register or renew your membership).
– Gymnast attendance
– Achievement records
– Any communications from, to or relating to you
– Details relating to standards of conduct
– Any accident or incident reports including details of injuries
– IP address, browser identifier and the time of access (if you use our
website)
– Bank details (If you are making regular payments to us or we are making payments to you e.g. for volunteer expenses)
– Experience, qualifications, training
– Confirmation that you have completed a criminal record check (for any
prospective or existing volunteers who have completed a check via British Gymnastics, this information will be provided via your membership account when you link it to our club).
If you are a competitive gymnast, we record other information about you to support your training and participation in competition such as:
– Training and technical information
– Lifestyle information
– Nationality (if you are competing at a certain level)
If you attend an event of trip with the club, we will also collect the following information where relevant:
– Dietary requirements and any other relevant information that we need to
know to ensure your needs are met; and
– Passport information including copy of passport if the trip is abroad.
Confirmation of EHIC or Global GHIC
Loco parentis consent – take hospital when necessary and administer medicines (e.g. paracetamol for headache/administering prescribed medicine)
Activity consent (if necessary for trip)
Our purposes for processing information about you
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 reason is for each purpose.
Contractual purposes
When you ask us to provide you a service, such as club membership or
registration gymnastics classes, competitions, trips or other activities or
you buy a product from us we usually need to use information about you
to provide products/service, for example:
– To contact you to confirm arrangements
– To notify you about changes to terms and conditions
– To tell you when it is time to renew membership or re-register for activities
– To process payments or send you receipts required
– To provide you with the services
We do so because it is necessary for the performance of a contract.
Legal obligations
We have a duty of care to ensure it is safe for you or your child to take part in gymnastics activity and to keep you/them safe while participating. Some individuals may be at risk of harm from participating in gymnastics
activity 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 activity may be unsafe prior to participation. With your agreement, we will review any information you provide and undertake risk assessments in consultation with yourself and any appropriate trained professionals e.g. medical consultants. 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 a selected for a role at the club, we will usually obtain a reference from any appropriate organisations 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 you or your child’s needs. We will keep a record of any steps we taken to support inclusion.
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 jointly control the checking process with British Gymnastics who 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 British Gymnastics 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 it 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 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.
– Registering you as a member of British Gymnastics
As a British Gymnastics registered club, all our members require membership with our governing body, of which insurance is a benefit. It also enables British Gymnastics to safeguard the sport and allows members to access support and advice and participate in courses, competitions and events run by British Gymnastics and its affiliated
organisations.
– Administering Rise Gymnastics
If you are/your child is an under-16 Community member of British Gymnastics, a Rise Gymnastics account will be created on Rise Hub using gymnast and parent name, gymnast date of birth & gender, parent email address, postcode, club and British Gymnastics membership number.
Our coaches and instructors will be able to access this information to set up groups. and record your progress and achievements, which you can view on the Rise Gymnastics Home portal.
British Gymnastics does not have direct access to individual progress record, but Rise Hub has been designed to aggregate all participant data to create anonymous statistical reports so British Gymnastics can manage the supply of Rise Gymnastics awards and understand how to make improvements.
– Entering you into a competition and providing results
If you wish to take part in a 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 club competitions are normally published on our website/notice boards.
– Collecting additional information to support a participant attend 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 dependent on the specific activities and whether they involve meals and travel. Additional information we require may include passport information and any other relevant information necessary to provide support whilst away from home.
– Monitoring progress, performance and undertaking fitness assessments
We track and monitor gymnast’s progress and if they are a competitive gymnast, their performance in training, trials and competition and undertake regular assessments. We may require additional information about lifestyle and education or lifestyle.
– 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 receive confirmation from British Gymnastics if your check is approved and that you have completed the required safeguarding training.
– 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.
– Photography and filming at large club events to promote the club
At our large club events such as our annual Gymfest and Xmas shows, we take photos to promote club activities and may film the event to create video content. We publish images on our website, social media account and in our communications. Any images of children will be published in line with British Gymnastics safeguarding policy.
Let us know if you do not wish to be filmed or photographed or do not want your image to be published. While we can usually take steps to prevent you from being photographed or filmed at small club events, please bear in mind that at our large public events, it may be difficult to avoid capturing you in footage. However, we always review all photographs prior to publication, and we will ensure any images of you are deleted.
If we are filming or taking photos for any other purpose, we will ask for your consent.
– Running and monitoring our club website and social media
We will monitor how our website is used by tracking the articles that you open and how you move around the site. This will help us to understand what information is most useful and helps to improve the site. We use Google Analytics.
Using CCTV for security and crime detection/prevention
– We have CCTV cameras outside our Seacroft site which records images of the entrances and car parking (for security purposes) and these images are stored for two months before they are overwritten.
– CCTV cameras are installed internally at the gyms at Seacroft and the Hub (John Smeaton). These inside cameras feed directly onto the TV screens at both venues but the footage is not recorded and is not stored
– We have carried out a legitimate interest assessment (LIA) to ensure that the above processing is necessary and is carried out in a way that ensures a balance between the club’s interests and your individual interests, rights and freedoms with appropriate safeguards, especially to protect the interest of data subjects who are children. We can provide details of these assessments on request.
You have a right to object to the use of your information for any purposes we undertake based on legitimate interests. Further information is provided in the section below on individual rights.
Consent
We rely on consent in the following circumstances:
To use your email or telephone numbers for marketing purposes
We will send you our newsletter and other information about our activities, services and products that we think might be of interest to you based on your age, interests and experience. We will send you this information to
by email.
– To take photographs and video at a small club event or training for
publication.
With your consent, we may also take photos during training or at [small] club events to promote the club on our website, club social media account and in communications. All film and photos of children will be published in line with our safeguarding policy.
– For Rise Gymnastics, to send you email notifications when your child has met the required standard for a Rise Gymnastics award if you have provided consent to receive these emails in the Rise Hub Home portal.
You have the right to withdraw consent at any time, which you may do by contacting us using the contact details below [or in the case of marketing emails, using the unsubscribe link in the email/responding to the relevant communication with the word ‘STOP’ or by following the instructions in the relevant communication. It may take up to 21 days for this to take place.
For Rise Gymnastics, if you no longer wish to receive the Rise Gymnastics notification emails, you can amend your consent settings in Home portal on the Rise Hub. Alternatively, you can use the Unsubscribe link at the end of the Rise Gymnastics notification email. Please note that you may still receive communications for a short period after changing your preferences, but this will stop as soon as our systems are updated.
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;
Legitimate activities of a ‘not for profit’ organisation;
– There is a substantial public interest in doing so; or
– 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; or
– There is a substantial public interest in doing so including:
– Support for individuals with a particular disability or medical condition
– Safeguarding of children and individuals at risk
– Standards of behaviour in Sport
– Anti-doping in Sport
Why we share information about you
We share information about you with the following recipients (or categories of recipients) for the following reasons:
– British Gymnastics – in addition to the sharing of personal data for membership purposes, or as necessary to enter you into a competition, course or event provided by British Gymnastics, we will disclose information for safeguarding and other regulatory purposes including reporting of incidents in the club.
– Her Majesty’s Revenue & Customs (HMRC), Health & Safety Executive (HSE), Police and Information Commissioner’s Office (ICO) – where it is necessary to complying with legal and/or regulatory responsibilities
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.
– Our insurance providers for claims purposes
– Our legal and professional advisors where necessary to obtain advice.
– Our service providers where it is necessary to provide the service e.g. our club membership system or Rise Gymnastics.
All service providers are contractually required to ensure your information 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 necessary to deliver the service
How long we keep your personal data
We will not keep your personal data for longer than we need it for the purpose for which it is used. Different retention periods apply for different types of personal data.
Video footage that has only been taken for coaching purposes will be retained only for as long as it is required for that purpose.
Photographs and other video footage captured for promotional purposes will be retained for up to 6 years old. After this time, they will be deleted unless we consider them to be of public interest and should consequently be archived for historical purposes. Where images have been published on social media, these platform providers may continue to process your
data after the retention period has lapsed.
CCTV footage will be deleted within two months unless it is required to prevent or detect a crime.
Additional information that has been provided solely for the purpose of participating in a specific activity will be deleted after the event.
If you are no longer participating in Rise Gymnastics, we will de-activate your account. Once your account is de-activated, you will no longer be able to access Home portal and your account will be pseudonymised. This means that except for your British Gymnastics membership number, any other information that identifies you will be removed from Rise Hub. If you have left the club and re-join within two years, your account will be automatically restored to its previous format. After two years the personal data from de-activated accounts will be deleted from Rise Hub.
If you do not renew your membership or cease to have a relationship with the club, we will usually delete any information you provided within two years. We will retain any financial/accounting records for seven years. Some records, such as incident reports are retained for longer periods in line with claims limitation periods.
Following the end of the of the relevant retention period, we will delete or anonymise your personal data.
Transfers of data out of the UK
We will not transfer or store your personal data outside the UK.
Individual rights
You have important rights under data protection law. In summary these include:
– To be informed about how your information is processed (set out above)
– To access any personal data held about you
You have the right to access information we hold about you. You can also request a copy of your personal data 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 information 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 change.
– To have your data deleted (except if there is a valid lawful reason to retain it)
You have a right to request the deletion of your personal dat. 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 portability
If you wish to move to another club, you can transfer your membership data to another club on the British Gymnastics membership system.
– To object to: Any processing based on legitimate interests
The right to object is specific to the data subject’s particular situation. 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.
– Your personal information being used for direct marketing activities
Click here to learn more about your rights.
To exercise any of your rights or if you have any questions about our
privacy notice please contact: Alexandra Webster – Director – welfare@leedsgymnastics.com.
You can also contact British Gymnastics about any information about you stored on Rise Hub or the British Gymnastics Membership System by emailing data.protection@british-gymnastics.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.
Changes to the privacy notice
We keep our privacy notices under regular review. This privacy notice was published on 25 June 2024.
We may change this privacy notice from time to time, when we do, we will inform you via email.