Privacy is extremely important to us and we are fully committed to providing you/the gymnast with clear and transparent information about how we use your/the gymnast's personal information. We value the trust you/the gymnast give us when sharing personal information. We will ensure robust measures are in place to keep your/the gymnast's information secure and will only use it for the purposes outlined in this policy.
We are Harrogate Gymnastics Academy of Unit 7, The Zone, Hornbeam Park, Harrogate HG2 8QT.
We have a wholly Harrogate Gymnastics Academy-owned subsidiary company, namely STIC Leisurewear, through which we sell clothing and other gymnastics accessories and equipment
When you/the gymnast join Harrogate Gymnastics Academy you/the gymnast agree to abide by our membership policies.
Our Membership Policies
Information we collect about the Account Holder and The Gymnast
When you/the gymnast register with Harrogate Gymnastics Academy or renew your membership (or you register or renew on behalf of a child under the age of 16), we need to collect information about the Account Holder ("you") and if you are registering on behalf of yourself as the gymnast, the Gymnast ("the gymnast"). If you are registering on behalf of a child under the age of 16, we also need to collect information about them ("the gymnast"). Some of this information is essential for us to provide your membership but it is your/the gymnast's choice whether you/the gymnast provide all the information we have requested. Not providing information may affect our ability to provide all the benefits of membership to you/the gymnast.
Obtained from the Account Holder in person, by email or phone
- Gymnast's Date of Birth
When you/the gymnast first join, plus occasionally to make sure we have up to date information, we will ask you/the gymnast to complete an online registration form. On that form there are two main categories of data, data about the Account Holder and data about the Gymnast.
Gymnast - Parental Permissions
- Confirmation of having read policies
- Walking home alone
- Signed by
Gymnast - Parental Permissions for Videos and Photos Use
Gymnast - Medical Information
- Doctor's Name
- Surgery contact details
- Additional medical information
Gymnast - Emergency Contact
- Relationship to gymnast
- Contact numbers
IP address and other electronic identifiers.
The registration form is web-based so when you complete it, the system keeps a record of your Internet Protocol (IP) address (a unique set of numbers that identifies one or more devices on a computer network), browser identifier and the time of access.
We may also collect the following other information about you and/or the gymnast:
- Records of communications from, to or relating to you/the gymnast.
- Accident or incident reports.
- Details of gymnastics qualifications/awards the gymnast holds, training you/the gymnast have completed and workforce licence records (if required based on your role).
- Records and assessment of any competitions attended and results and performance at those competitions.
- Details of criminal record checks (if required based on your role).
- Although we will never explicitly ask you for your personal bank details, this data may be collected for the purposes of processing your payment and allocating it correctly to your account. We use third parties Worldpay, PayPal, and GoCardless to process some payments and you can click any of the links to be taken directly to their site and find out more information about their privacy policies and their compliance with the GDPR.
How we use your/the gymnast's information for contractual purposes
When you/the gymnast register as a member of our club, we need to use your/the gymnast's personal information to provide the services to which you/the gymnast have subscribed/enrolled. We will set up your Harrogate Gymnastics Academy membership account. We will use your/the gymnast's information to provide you/the gymnast with our core services, including insurance. We will provide you/the gymnast with a membership pack and will normally send any essential membership service messages by email. Any communications will be relevant, timely and not excessive. We are not required to share any information about you/the gymnast with our insurers unless you/the gymnast make a claim or are a named party in an accident or incident that gives rise to a claim.
To send you information about progress through our awards badge scheme.
We regularly send information about the gymnast's progress through our badge scheme so both you/the gymnast can monitor progress and celebrate achievements.
We process personal information about you/the gymnast where we have a legitimate interest to do so. In some cases, this may require us to collect additional information from you/the gymnast or from other sources. The purposes include:
To respond to your/the gymnast's questions and support needs you/the gymnast raise in person or by telephone, email or letter or via our website.
We will maintain a log of any important calls, emails and correspondence requesting support on your/the gymnast's membership record. We may compile anonymous statistical reports showing information like the number and type of query and how they have been resolved. Occasionally we will use information provided to develop case studies for learning and development purposes. We will be very careful to ensure that any information that could identify a person will be removed or changed to preserve anonymity.
To monitor effectiveness of our communications and IT systems.
We monitor whether our electronic communications are received and opened. We also use your/the gymnast's IP address to analyse the number of users who are accessing the website at any one time and the types of device being used. This information helps us to make improvements to our systems and communications. We would not normally use IP addresses to identify individuals except if this is deemed to be necessary to investigate problems or potential misuse of the system.
To provide and promote gymnastics competition.
If you/the gymnast have agreed for the gymnast to be entered into competitions, we will use the gymnast's personal information to confirm the gymnast has been entered into the correct category and to enable the gymnast to participate in the event. In some cases, the events may be videoed and photographs taken. Images taken at events organised by us will be subject to the permissions you gave or withheld as part of the registration process. However we cannot guarantee this to be true when attending competitions/events organised by others. In those cases please refer to the organiser's privacy policies for further information
To invite you/the gymnast to a Harrogate Gymnastics Academy ceremony or fund-raising event.
We like to recognise the efforts made by members as gymnasts or in supporting others to take part and have a positive experience in the sport. To this end we hold occasional ceremonies and fund raising events and would use your contact information to both invite you/the gymnast and record payment and attendance.
To invite you/the gymnast to tutor, examine, coach, judge, train or officiate at relevant events in line with your/the gymnast's qualifications/awards/performance.
To verify that you/the gymnast have completed any mandatory training and suitability checks relevant to the role you/the gymnast undertake.
If you/the gymnast undertake a role in our club where you/the gymnast are required to complete safeguarding training, we may need to request evidence to confirm you/the gymnast have completed the required training.
If you/the gymnast are required to complete a criminal record check, we will receive confirmation that the check is clear and will be provided with the disclosure number and date of issue. If the disclosure is not clear, we will ask you/the gymnast to provide a copy of your/the gymnast's disclosure certificate to enable a risk assessment of the content and to reach a decision about your/the gymnast's suitability to work or volunteer with children. You/the gymnast are responsible for providing information in accordance with the law. Harrogate Gymnastics Academy is responsible to ensure the information is used in accordance with the law.
To respond to complaints, concerns or allegations about anyone involved in the delivery of gymnastics activity.
When we receive a complaint, concern or allegation, we create a case file containing the details of the matter raised. Case files are held securely and are not accessible on your/the gymnast's membership record, particularly as the file normally contains not only the identity of the complainant but also other individuals involved in the complaint and other relevant non-personal information.
We will only use the personal information we collect to investigate and respond to the case and to monitor the service we provide. We usually need to share the complainant’s identity with whoever the complaint is about and in many cases, this will be clear from other details provided in the complaint. If a complainant does not want information identifying him or her to be disclosed, we will try to proceed but it is often not possible to handle a complaint on an anonymous basis.
Where a complaint is extremely serious, we may need to suspend membership of the person under investigation pending the outcome of enquiries. This information will be restricted and only shared on a ‘need to know’ basis. We may share limited but adequate information with relevant affiliated organisations and/or registered clubs to which the member is associated to ensure our other members are protected.
In some cases, Harrogate Gymnastics Academy may take disciplinary action against a member. These proceedings are normally held in private but we may publish the outcome of proceedings where there is a legitimate interest that overrides the interests of the individual in keeping the outcome private.
We may compile anonymous statistical reports showing information like the number and type of complaints and outcomes. Occasionally we will use information provided in complaints to develop case studies for learning and development purposes. We will be very careful to ensure that any information that could identify a person involved in the case will be removed or changed to preserve anonymity.
You/the gymnast have the right to object to any of the processing we undertake based on legitimate interests. If you/the gymnast wish to object please complete our objections form. Please bear in mind that if you/the gymnast object this may affect our ability to carry out the tasks above for your/the gymnast's benefit.
We may need to process information about you/the gymnast to comply with a legal or statutory obligation. This includes but is not limited to:
- As part of our response to any accident or incident.
- Accounting, auditing, compliance and administration practices.
- To maintain records of amendments to consents.
We may also need to use information about you/the gymnast relating to the above activities to exercise or defend legal claims.
We undertake some other activities and offer a range of additional services to members. We may need to collect additional information about you/the gymnast as part of these activities and services. They include:
- Room Hire
- Trips and internal events
- Competitions and external events
- National squads and clinics
- Disability classification and relevant medical screening
- Coaching and judging qualifications
- Learning and development activities e.g. e-learning courses and leadership programmes
- Promotions, prize draws or competition
- Research including surveys, focus groups and interviews
Additional notices about the information about you/the gymnast that we collect and how we will use it will be provided to you/the gymnast at the point that you/the gymnast are invited to participate in, register for or access any of the above activities or services.
Other reasons we share information about you/the gymnast
We have a legitimate interest in sharing your/the gymnast's personal information with other organisations to ensure we meet lawful or necessary requirements.
We may also need to share limited personal information where it is necessary to provide the services you/the gymnast have requested or where we are required or authorised to do so by law.
- Courses and Gymnastics Competitions
We will need to share data such as name, age, date of birth, and any other relevant information with the organisers so they can administer the entry.
If you/the gymnast are a judge, we will share your/the gymnast's name, judging award details and contact information with the relevant competition organisers so that they can invite you/the gymnast to judge at appropriate competitions.
- Statutory/regulatory authorities and other organisations
On occasion, it may be necessary to share information with bodies such as the Health & Safety Executive (HSE), Information Commissioner’s Office (ICO), Disclosure and Barring Service (DBS) or Access NI and the NSPCC, Police or Children’s/Adult’s services. 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.
- Professional and legal advisors
- External service providers who are contracted to provide specific services on our behalf
We may use the services of a third-party provider to help us in certain areas, such as electronic communications, printing and fulfilment, club support services, photography and filming. In some case, we may be required to share your/the gymnast's personal information, such as your/the gymnast's contact details with the external provider. We limit the personal data that we share to the minimum required to provide the service and the provider will only be able to use personal data for the specific purposes for which it was shared.
Your/the gymnast's rights in respect of your/the gymnast's personal information
Accessing your/the gymnast's personal information
You/the gymnast have the right to see the personal information we hold about you/the gymnast. This is called a Data Subject Access Request.
You/the gymnast can request a copy of any personal information that we hold by writing to us at the address below. Alternatively, if you/the gymnast agree, we will try to deal with your/the gymnast's request informally, for example by providing you/the gymnast with the specific information you/the gymnast need over the telephone.
If you/the gymnast wish, you/the gymnast can make your/the gymnast's request using the Harrogate Gymnastics DSAR form.
If we do hold information about you/the gymnast, we will:
- Describe the information we hold and tell you/the gymnast why we are holding it;
- Tell you/the gymnast who it could be shared with; and
- Provide you/the gymnast with a copy of the requested information in an easy to understand format.
Rectification and erasure,
If we do hold information about you/the gymnast, you/the gymnast can ask us to correct or amend any inaccurate or incomplete information by contacting us in writing at the address below. We will either make the requested amendments or provide an explanation as to why we are not making changes.
We will retain your/the gymnast's personal data only as necessary to provide the services to which you/the gymnast have subscribed. At your/the gymnast's request or if you/the gymnast do not renew your/the gymnast's membership within two years, unless you/the gymnast ask us not to, we will delete any information that we no longer have a legitimate reason to retain. We need to retain sufficient information about you/the gymnast in the event of an insurance claim in the future so that we can identify you/the gymnast and confirm that you/the gymnast held membership for the relevant period. We may need to retain other information to comply with legal or statutory requirements. As the reason for retaining certain types of information varies, the retention periods can vary significantly. Please contact us directly if you/the gymnast require further information on specific retention periods.
We keep our privacy notices under regular review. This privacy notice was last updated on 22nd May 2018.
How to contact us
Harrogate Gymnastics Academy
Unit 7, The Zone