Privacy Policy

Alvah Gymteam Privacy Notice

Alvah Gymteam (the "Club") is the data controller and is committed to complying with data protection laws, including the General Data Protection Regulation (GDPR). We take your privacy seriously and ensure your personal information is securely managed.

Who This Privacy Notice Applies To:

This privacy notice applies to:

  • Existing or prospective members of the Club
  • Parents or guardians of members
  • Existing or prospective volunteers or officials of the Club

About Alvah Gymteam:

Alvah Gymteam is a "not-for-profit" membership organisation that provides gymnastics classes, training, competitions, and other related activities. We are registered with Scottish Gymnastics, and it is a requirement of Scottish Gymnastics that all our members are also registered with British Gymnastics.

Information We Collect:

We collect and process the following personal data, depending on your involvement with the Club:

  1. Basic Contact Information:
  • Full name, email address, phone number, and emergency contact details for the gymnast or their parent/guardian.
  1. Health and Special Needs Information:
  • Date of birth, medical conditions, disabilities, and special support needs.
  • Risk assessments and any reasonable adjustments we need to make for inclusion.
  1. Membership and Participation Information:
  • British Gymnastics membership details, gymnasts' attendance and achievements, competition results, and event participation.
  1. Financial Information:
  • Bank details, if required for payments or reimbursements (e.g., volunteer expenses).
  1. Volunteer Information:
  • Experience, qualifications, training, and criminal record checks for volunteers.
  1. Event-Specific Information:
  • Dietary requirements, passport details for overseas trips, and other event-specific information.

Purposes for Processing Your Information:

We process personal data for the following purposes, and our legal basis for doing so:

  1. Contractual Obligations:
  • To manage your membership and provide services (e.g., gymnastics classes, competitions, and training)
  • To process payments and send receipts
  • To notify you about membership renewals, changes, and club activities
  • To provide the benefits and services you have subscribed to
  1. Legal Obligations:
  • To ensure the safety and well-being of participants (e.g., health information and risk assessments)
  • To meet legal obligations (e.g., safeguarding and background checks for volunteers)
  • To comply with the Equality Act 2010 for support and inclusion
  1. Legitimate Interests:
  • Responding to your communications, concerns, or complaints
  • Maintaining attendance and achievement records, and managing waiting lists
  • Entering competitions and tracking performance
  • Filming and photographing gymnasts for coaching or promotional purposes
  • Managing the Club's website, communications, and social media
  • Managing Club events and trips, including collecting relevant dietary and travel information
  1. Consent:
  • For capturing and using images or videos during Club events for promotional purposes

Special Categories of Personal Data:

Special categories of personal data include sensitive information such as health, medical conditions, disabilities, and religion. We process this information only when necessary, based on explicit consent or where legally required, such as for safeguarding, health and safety, or legal claims.

Sharing Your Information:

We may share your personal data with the following:

  • British Gymnastics and Scottish Gymnastics for membership and competition purposes.
  • Legal authorities, insurance providers, and third-party service providers when required by law (e.g., HMRC, Police, Health and Safety Executive).
  • Service providers who assist with Club activities, ensuring that they handle your data securely and only for the purpose of delivering those services.

We will not share your personal data outside of the UK or European Economic Area (EEA).

Your Rights:

You have the following rights under data protection laws:

  1. Access: You can request a copy of your personal data held by the Club.
  2. Rectification: You can request corrections to any inaccurate or incomplete information.
  3. Deletion: You can request the deletion of your data, subject to legal obligations to retain certain information (e.g., financial records).
  4. Restriction: You can request that we restrict processing of your personal data under certain conditions.
  5. Portability: You can request to transfer your data to another organisation or Club.
  6. Objection: You can object to certain types of processing, including processing based on legitimate interests and marketing purposes.
  7. Withdraw Consent: If we process your data based on consent, you can withdraw it at any time. This does not affect processing carried out before you withdrew consent.

To exercise these rights, please contact us at alvahgymteam@gmail.com.

Security of Your Data:

We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, or misuse. Access is limited to those who need it for their work, and all data handlers are subject to confidentiality obligations.

Data Retention:

We will retain your personal data only for as long as necessary to fulfill the purposes for which it was collected, including any legal or accounting requirements:

  • Personal information related to Club activities will typically be deleted within 2 years after your membership ends, unless otherwise required.
  • Financial and accounting records will be kept for 6 years for tax and regulatory reasons.
  • Images and videos used for promotional purposes will be retained for up to 4 years, unless deemed to be of public interest and archived for historical purposes.

Marketing:

With your consent, we may send you information about Club activities, services, and products that may interest you based on your child’s age, interests, or experience. You can opt out of marketing communications at any time by replying with "STOP" or by updating your preferences in your British Gymnastics account.

Changes to This Notice:

We may update this privacy notice periodically. The latest update was made on 19th November 2024.

Contact Information:

If you have any concerns or questions about how we handle your personal data or wish to exercise your data protection rights, please contact us at alvahgymteam@gmail.com.

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO) if you believe we have not complied with data protection laws.