10th November 2021
Stanmore Gymnastics privacy notice – members and volunteers
Stanmore Gymnastics is the data controller and is committed to complying with our legal responsibilities
under data protection law. We take your privacy seriously and will ensure your personal information is kept
When we collect, use, share, retain or do anything else with your personal information (known collectively
as ‘processing’) we are regulated under the General Data Protection Regulation (GDPR) and 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; and
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 and your associated rights.
Our members are gymnasts or the parents (if the gymnast is a child). We provide the opportunity for
children to participate in our classes.
We register with British Gymnastics who governs the sport, provides insurance for clubs and individual
members and offers competitions and events. It is a condition of British Gymnastics club registration that all
our club members also register as individual members of British Gymnastics.
Information we collect about you
The categories of personal information we process includes:
Contact details* (gymnast or parent and emergency contacts)
Gymnast date of birth*
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.
British Gymnastics collects the above information on our behalf when you join or renew your British
Any individual risk assessments (gymnasts and others if applicable)
Details of any reasonable adjustments or steps taken to support your individual needs
British Gymnastics membership details* (which are confirmed by British Gymnastics when you join or
Gymnast attendance and 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
For Volunteers only:
Bank details (If we are making payments to you e.g., for volunteer expenses)
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 their well-being
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
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.
We need to maintain records of progress against an award scheme.
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.
For volunteers only -To monitor that you have completed any required safeguarding training and
criminal record checks
If you undertake a voluntary 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
Photography and filming club events to promote the club
We occasionally take photos to promote club activities. We publish images on our website, social media
account and in our communications. We may also engage professional photography services. Any images
of children will be published in line with British Gymnastics safeguarding policy.
Let us know if you do not wish your child to be filmed or photographed or do not want their image to be
published. We always review all photographs prior to publication, and we will ensure any images of your
child 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 do not use any tracking or analytics on our website. Your IP address will be logged by our webserver,
but we would not be able to identify you from this information alone.
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.
We rely on consent in the following circumstances:
To take photographs and video at training for publication.
With your consent, we may also take photos during training 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
When you have given us your consent for your personal information 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. If you provided (any) consent(s) for a specific purpose as part of the information you
provided on our behalf through the British Gymnastics membership platform, this (these) consents can be
withdrawn at any time by logging into your British Gymnastics account. 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,
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.
When you ask us to provide you a service, such as club registration or gymnastics classes, we usually
need to use information about you to provide this service, for example:
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 benefits and services to which you have subscribed.
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 gymnastics activity and to
keep you/them safe while participating. Some individuals may be at risk of harm from participating in
gymnastics activity because 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 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. We will keep a
record of any steps we take to support inclusion.
If you are wishing to volunteer or work for us, we may need to 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.
We rely on legitimate interests for the following purposes:
Responding to communications, concerns or complaints and seeking feedback from you about
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
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
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.
We respect your personal data and do not, and will never use it for marketing purposes.
Why we share information about you
We have a legitimate interest in sharing your personal information with British Gymnastics to ensure the
sport is safe and well-governed and where relevant to access support and advice.
We may also be required to share your personal information in 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
Obtaining a service from a third party
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 strictly necessary to deliver the service.
Except for the above, will only share your information with any other third parties with your prior agreement.
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 information is processed (set out above)
To access any personal data held about you
You have the right to access the personal information we hold about you. You can log in to ‘My Account’ at
any time to view/amend/delete the information we hold about you that has been collected by the British
Gymnastics system. You can also request a copy of any other 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 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
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 within [two years] except for any financial/accounting records which need to be
retained for six years in line with UK tax law. Additional information that has been provided solely for the
purpose of participating in a specific activity will be deleted after the event
Photographs and other video footage captured for promotional purposes will be retained for up to 5 years.
After this time, they will be deleted unless we consider them to be of public
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.
If you wish to move to another club, you can transfer your information to another club registration by
logging into ‘My Account’ on the British Gymnastics system. Alternatively, if you wish to leave the club, the
information you provided on behalf of our club will be archived on the British Gymnastics system for 60
days and will be deleted after this has lapsed. During this period, you can transfer your information to
another club. This may be limited to your club membership
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
You can object to our direct marketing activities by unsubscribing from the relevant communication as
described above in the marketing section of this notice.
To exercise any of your rights or if you have any questions about our privacy notice, please contact us in
the first instance at:
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)
(the UK data protection regulator) 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 [www.ico.org.uk]. We would,
however, appreciate the chance to deal with your concerns before you approach the ICO so please contact
us in the first instance.
Changes to the privacy notice
We keep our privacy notices under regular review. This privacy notice was first published on 25th May 2018
and updated on 10th November 2021
We may change this privacy notice from time to time, when we do we will inform you via our website.