This notice provides privacy information about how your personal data is used by British Gymnastics when it is provided as part of a relationship we have with an organisation that you represent e.g. as an employee, official, volunteer, student etc.
Your privacy is extremely important to us and we are fully committed to providing you with clear and transparent information about how we use your personal data. We value the trust you give us when sharing your personal data. We will ensure robust measures are in place to keep your information secure and will only use it for the purposes outlined in this notice. We hope that you find this information helpful but if you have any questions or concerns, please do not hesitate to contact us.
British Gymnastics is a not-for-profit membership organisation and the central body that governs the sport of gymnastics across the UK.
We have relationships with a range of external organisations including Gymnastics clubs and associations who register/affiliate with us as well as Leisure providers, Schools, Universities and other Further Education establishments who enter into formal partnership with us.
Gymnastics clubs based in Scotland have dual registration with British Gymnastics and Scottish Gymnastics so if you are a representative of a Scottish club the purposes for which your information is used are determined jointly by both British Gymnastics and Scottish Gymnastics.
Similarly, Welsh Gymnastics is a joint controller with British Gymnastics for Gymnastics clubs in Wales. In addition, Leisure Centre and schools based in Wales who become British Gymnastics partners also benefit from services provided by Welsh Gymnastics.
If you hold individual membership of British Gymnastics, Scottish Gymnastics or Welsh Gymnastics the applicable membership privacy notices will provide information about the additional purposes for which we use your personal information.
We provide some services jointly with other organisations, which are identified in this privacy notice. We always ensure any data we provided is limited to what is necessary for the purpose. These organisations will also provide their own privacy notice which will provide information about how they use your personal data.
Data Protection Officer (DPO)
Sport Wales National Centre
1 Redheughs Rigg
When we have a relationship with an organisation, it is necessary for us to collect personal information about key representatives within the organisation so that we can provide the agreed services. We collect the name and contact details of the key contact as well as other individuals who carry out specific roles on behalf of the organisation. We may obtain your information directly from you, or it may be provided by another representative from your organisation. For example, if you are a club secretary who is registering a club, we ask you to identify your welfare/safeguarding officer, or if you are one of our university partners, we ask you to nominate and provide the contact details of a student officer.Usually information about you is provided by you or by the organisation that you represent. We may also obtain information from the following sources:
As part of the contract we have with your organisation, we may need to collect additional information about you because we are providing specific services for the organisation you represent such as staff training. Additional information about you could include:
In some cases, we will be unable to provide the services unless you provide the requested information, but we will tell you at the point of collection if any of the information we are requesting is optional.
We will use your information to administer and manage our relationship with the organisation you represent and provide the agreed services. This includes:
If you access a service where we ask you to provide information about any relevant disabilities and medical conditions, this is because we have a legal obligation under the Equality Act 2010 to make any reasonable adjustment for individuals with disabilities who need this to be able to access the requested service.
We also have a duty of care to ensure it is safe for you to take part in our activities and to keep you/them safe while participating or in an emergency. With your explicit consent, we will review any information you provide and if required we will contact you for further information, to enable us to understand how to meet your needs and to complete any required risk assessments. In most cases, we will only retain this information for six months after the event, unless there is another lawful reason why we need to continue to hold this information e.g. for insurance or other claims purposes.
We process personal information about you where we have a legitimate interest to do so. In some cases, this may require us to obtain additional information from you or from other sources. The purposes include:
Publishing your club contact details and news on our websites and through social media
Unless you ask us not to, we will make available or publish the contact details for your organisation (which may include your personal data) so anyone who is interested in gymnastics activity in your area can contact you. For example, on the British Gymnastics website, the ‘Find a Club’/Discover Gymnastics service provides information and contact details for all British Gymnastics registered clubs. You can ask us to delete or amend this information at any time. We also like to promote good news stories about our clubs and partner organisations that you have shared with us.
Disclosing your information to our affiliated organisations
If you are a key contact of a club based in England or Northern Ireland, we will provide your information to the applicable home country and regional associations.
To help us develop and monitor our participation strategy and activity programmes and to enable us to provide services that best meet the needs of our partner organisation, we need to collect and monitor information about participation levels e.g. annual data on the number of hours that coaches are delivering gymnastics in the leisure environment insight. We retain this information against your individual record and it is reviewed annually to ensure the data is up-to-date. As we receive sport council and other public funding to support the delivery of participation programmes, we must provide regular anonymous statistical reports to these funding partners to demonstrate that we have achieved the agreed targets.
Some of the benefits and services we offer are provided by or in partnership with other organsiations so we may need to provide your information to these organisations to confirm that you represent an entitled organisation. If you are the key contact for an organisation that wishes to set up a business account or access benefits and discounts available to registered, partner or affiliated organisations, we will share your information with GEL. Please see the GEL privacy notice for further information.
We may ask you to provide your views on the service we have provided. You can do this anonymously but if you would like us to contact you about your feedback, you can provide your name and contact details.
On occasion, we invite representatives from our partner organisations to participate in research to help us understand your views and needs and to develop our products and services. Your participation is completely voluntary. We will provide full information about the nature of the research and you can choose whether you wish to participate. We will generally contact you by email or by telephone inviting you to participate.
If you wish to receive our latest news and information about gymnastics to your email address and you do not hold a membership account with British Gymnastics, you can register as a British Gymnastics subscriber. The website privacy notice provides information about how we use your personal data if you subscribe to British Gymnastics.
We may need to process information about you to comply with a legal or statutory obligation. This includes but is not limited to:
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 and some equality profile data). 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 applies:
We may need to share limited personal information with the following recipients:
Through our relationship with UK Sport, Sport England or other home country sports council, we are able to provide our clubs or other partner organisations with access to training and services that may be of benefit, which can involve sharing limited information to enable you to access the service. A supplementary privacy notice will be provided.
If your organisation applies for funding from the BGF or ABGI, we will share information about your club, which can include personal data, where it is necessary to confirm eligibility and suitability.
We use Microsoft for IT services and cloud storage and we use Barclaycard to take payments. We sometimes use Survey Monkey for electronic feedback and may use third-party providers for learning and development activities. We only share the minimum information required to provide the service and the provider will only be able to use personal data for the specific purpose(s) for which it was shared. If we stop using the service, we ensure your data is deleted or securely returned to us.
We will retain your personal data only as necessary to provide the services to your organisation or where we have another legitimate and lawful reason to do so.
If our relationship with your organisation ends, we may need to retain some information to comply with our legal obligations such as financial/accounting records, which need to be retained for six years in line with UK tax law. Otherwise, we will delete any information that we no longer have a reason to retain after two years, unless you ask us not to.
As the reason for retaining certain types of information varies, the retention periods can vary significantly. Please contact our Data Protection Officer (DPO) if you require any further information on specific retention periods.
The information you provide us is stored on secure servers which are hosted inside the EEA. There are occasions when we use companies to provide services which involve the transfer of your data outside the EEA. We will not transfer your data outside the EEA unless there is a European Commission adequacy decision for the specific country to which the data is transferred or where we can be certain there are adequate safeguards that protect your individual rights and freedoms in respect of your personal data.
You have important rights under data protection law. In summary these include:
- Any processing we undertake based on legitimate interests
- Any automated decision-making including profiling i.e. decisions taken by a computer without human intervention
- Your personal information being used for direct marketing activities
Some of the above rights may not apply or only be applicable in specific circumstances. Click here to learn more about your rightsand when they apply.
To exercise any of these rights or if you have any questions about this privacy notice, please contact the British Gymnastics Data Protection Officer (DPO) or the relevant home country organisation on the contact details provided above.
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 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.
We keep our privacy notices under regular review. This notice was last updated on 31st July 2020.
July 2020 changes
We have reformatted some sections of the privacy notice and included additional information about other controllers and sources of your personal data. The club print portal and monitoring participation have been added as new purposes and British Gymnastics Foundation (BGF) and the Amateur British Gymnastics Investments Limited (ABGI) have been included as organisations with whom we may share your personal data.
Protecting our gymnastics community is of paramount importance so we’re offering detailed health and safety guidance to help re-introduce activity and support a safe return to gymnastics.
Here you’ll find discipline specific adapted activity plans to ensure that all activities can be resumed safely as well as a toolkit to support a return to club events when the time is right.
Support for everyone in our gymnastics community affected by Covid-19 including webinars on furlough and mental health, guidance on reintroducing staff to the workplace and direct financial support.
After consultation with our clubs and members, and in partnership with our Home Countries, we have created the Step Forward Plan to help the gymnastics community respond to the Covid-19 pandemic.
Through the Step Forward Plan we will provide a clear direction for the gymnastics community on what steps to take and when to take them, in line with government advice on safely returning to operations. As well as specific measures aimed at supporting clubs and members financially, the Plan includes guidance on Health & Safety, coaching during social distancing and communications to parents and gymnasts.
The plan offers support in four key areas based on our brand new approach to gymnastics. These key areas are protection, places, people, and programmes. View the full Plan here.
We’ll be releasing new guidance and resources on a weekly basis, so make sure to keep checking back regularly.
Supporting the people who deliver gymnastics, run clubs and participate in our sport, including a focus on protecting the health and wellbeing of coaches, gymnasts and their families.
Providing specific guidance to facilities on how to introduce the new recommended safety measures. And supporting clubs in identifying and applying for available funding.
Guidance on discipline specific adapted activity programmes and how to deliver gymnastics safely.
Everything we’re building to support a safe return to gymnastics – the protection and safety of all of our members and the wider gymnastics community is of paramount importance.