Erewash Valley Gymnastics Club Privacy Notice – Members
At Erewash Valley Gymnastics Club we take your privacy seriously and will ensure your personal information is kept secure. We provide gymnastics activities and are registered with East Midlands Gymnastics Association and British Gymnastics who govern the sport and offer competitions and events in which we may participate.
Reasons we collect and use your personal information
The legal reasons we rely on to process information about you are as follows :
Performance of a contract – where you sign up to the gymnastics activity you have requested. We will use the information to communicate to you about this activity, provide changes to any terms and conditions and to process payments (where relevant).
Legitimate Activities – to meet the legitimate operational requirements of the club using the OFEC database to manage all activites and to ensure your child is well supported and safe whilst participating in gymnastic activities. This includes :-
Asking you to provide sensitive personal data such as medical or disability information if we have a legal obligation such as under the Equality Act 2010 or as part of our common law ‘duty of care’.
Requesting your consent to carry our relevant risk assessments – some individuals may present with a medical condition that may be a risk or cause harm from participating in gymnastics. It is vital that you share any relevant medical information.
Consent – we provide information about your requested gymnastic activity, general club news, related classes and activities, products and opportunities that we think will be of interest to you via email, SMS or via social media. You can ask us to stop sending you this information at any point by following instructions in the relevant communication.
We will also request your consent for 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.
Our Legitimate interests are as follows :-
- Sending information by email about our competitions and events.
- To respond to any comments, questions or complaints you may have.
- Maintaining class attendance records and contact details for emergency purposes.
- To conduct committee and other business operational activities.
- To share information with British Gymnastics for regulatory and operations purposes and to enable gymnasts to participate in British Gymnastics competitions and events.
- To hold emergency contact information for relevant individuals.
- To promote activities, news and competition results on our website and through social media.
- To respond to misconduct and safeguarding concerns.
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.
- To have your data rectified if it is inaccurate.
- To have your data deleted (except if there is a valid lawful reason to retain it).
- To have your information restricted or blocked from processing.
- To object to direct marketing and any processing based on legitimate interests.
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 to take part in gymnastics.
Why we share your information
Except for sharing outlined above, we will not share your information with any other organisations unless we have your consent to do so, to comply with a legal obligation or in exceptional/emergency ircumstances where we believe that the sharing of information about you is vital to protect the gymnast or another person including safeguarding a child or another individual who is at risk. Any information that is shared will be strictly limited to what is required to ensure those at risk are protected from harm and will be carried out in accordance with the law and relevant government guidance.
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, DOB and gender. Most competitions are large events and there are likely to be photographers and people filming.
Keeping your personal information secure
We have appropriate security measures in place to prevent personal information from being accidentally lost, or used or accessed in an unauthorised way. We limit access to your personal information 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.
If you leave the club, the information you have provided will be deleted, except where there is a legitimate and lawful reason to continue to hold your data. In the absence of a legitimate and lawful reason to retain information we hold about you, this will be deleted after 12 months, unless you re-join the club within that period.
Changes to the privacy notice
We keep our privacy notices under regular review. This privacy notice was last updated on 10th May 2018.