HiTide Gymnastics Club is a limited company affiliated with British Gymnastics. We take your privacy seriously and take measures to keep your information safe and secure. We are regulated under ‘GDPR’ regulations and are a responsible processor of your information. 

We currently collect and process the following information:

• Contact Details (gymnasts and parent for emergency)

• Gymnasts date of birth 

• Gymnasts gender

• Any relevant information regarding medical conditions, disability or otherwise

• Any other information regarding religion, learning or otherwise

British Gymnastics obtains the following information from you subject to membership:

• Any individual risk assessments 

• Details of adjustments taken in order to support your individual needs

• British Gymnastics membership details

• Gymnast attendance and achievement records

• Any communications from, to or relating to you

• Details relating to standards of conduct

• 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 and if you hold a DBS criminal check

We hold the above information about you for a variety of purposes. You hold the right to refuse or withdraw your information at any given time. Data Protection law requires us to tell you our legal reason for holding this information and for what purpose. 

Contractual Purposes

We process your personal information to provide gymnastics activities, to communicate with you about this activity, any changes to our terms and conditions and payment processing. We will use your data to notify you of membership expiry or re-registration deadlines.

Legal Obligations

We have a duty of care to ensure the safety of your child partaking in gymnastics, and to keep them safe whilst they participate in any given activity we provide. If individuals are at risk of harm due to a pre-existing condition, we must be made aware so we can take the utmost care for your child. We have a legal obligation to ask for this information. With your permission we will then assess the provided information and undergo risk assessments whilst you are present as well as any trained medical professionals.  

For workers or volunteers of the club, we will obtain a reference from a previous organisation you have worked at. Before hiring you, we will need to see relevant qualifications and you must hold an enhanced DBS check before coming into contact with our gymnasts. 

If you make us aware of any special needs or disabilities, we will use relevant information to comply with our legal obligations under the Equality Act 2010. We will assess the information you have provided to assist us in taking the correct steps to support inclusion. We may need to ask you for more information to help us to best meet your or your child’s needs. A record will be kept of any steps we take to support inclusion.

On obtaining a DBS check from a volunteer of the club, we share the checking process with British Gymnastics who is responsible for the assessment of the content and will only share information with us where it is appropriate. 

Even if you are no longer taking part in the sport with us, we retain information about you because we are required to do so by law for accounting purposes. We may be legally obliged to share information from you by third parties as outlined below:

Legitimate Interests

• We will use information you provide to respond to any comments, questions or complaints made by you 

• We will hold emergency contact information from you

• We will maintain information on your child’s attendance and achievement 

• We will hold your information on our waiting list if there are no available spaces at the club

• We will monitor your DBS and safeguarding checks and expiry 

• We may film but prior to this we will ask for your permission via a data consent form

Please let us know if you do not wish your child to be photographed or filmed

We require your full consent to photograph your child and hold your personal information. If you object to this please notify Tara Mills, the head coach.

Individual rights

A summary of your individual rights include:

• The right to be informed on the processing of your information

• The right to access your personal information that we hold 

• The right to have your data rectified at any given time

• To have your data deleted (unless we have to keep it by law)

• To have your information restricted or blocked from processing

• The right to have your information transferred to another club through British Gymnastics
  
  To exercise your rights or if you have any questions about our privacy notice please contact our head coach:
  Tara Mills on 07723609073 or tara@hitidegymnastics.co.uk

We hope to be able to rectify any issues you may have about the way that we are processing your personal data, you have the right to lodge a complaint with the Information Commissioner's 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

Our privacy notice is kept under review regularly. This notice was last published on 19th November 2023. When our privacy notice is amended, you will be informed via email.