Members Privacy Policy - British Gymnastics

Members Privacy Policy

British Gymnastics Privacy Notice – Membership

This Privacy Notice takes effect on 25 May 2018.

Your privacy is extremely important to British Gymnastics and we are fully committed to providing you with clear and transparent information about how we use your personal information. We value the trust you give us when sharing your personal information. 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.

You can contact our Data Protection Officer (DPO) at data.protection@british-gymnastics.org or at British Gymnastics, Lilleshall NSC, Newport, Shropshire, TF10 9NB if you have any questions.

This notice applies to our members, which includes gymnasts, coaches, judges, welfare officers and other club officials. It also applies to any other individual who provide their information when registering a member e.g. someone with parental responsibility for the member.

About 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 a wholly British Gymnastics-owned subsidiary company Gymnastics Enterprises Limited (GEL) that provides British Gymnastics merchandise, awards and resources and ticketing for some British Gymnastics events. We also support The British Gymnastics Foundation (BGF), a registered charity that provides grants and supports community gymnastics and activity.

Each Home Country has a gymnastics association that affiliates to British Gymnastics. If you are registered with a club based in Northern Ireland, British Gymnastics is solely responsible for the purposes for which your personal data is used in line with this privacy notice. We have data sharing agreements in place with Scottish Gymnastics and Welsh Gymnastics which reflect the following arrangements:

  • Scottish Gymnastics
    British Gymnastics and Scottish Gymnastics work together for the purposes of supporting members to maintain or work towards coaching qualifications, judging awards or to hold or become a licensed member of our education workforce. If you are a Scottish Gymnastics member, you will hold British Gymnastics membership by association, and we will work with Scottish Gymnastics for the purposes of supporting Scottish Gymnastics members to revalidate or work towards new qualifications/awards. Together we maintain a shared register of existing qualifications and awards and licensed workforce members. We will also maintain your individual progress record when you are working towards a new qualification as well as provide you with access to the information and services you need to achieve and maintain your qualifications and workforce license.
    [Click here to access Scottish Gymnastics Privacy Notice]

  • Welsh Gymnastics
    If you are registered with a Welsh club, you become a member of both Welsh Gymnastics and British Gymnastics. We jointly agree the ways in which the information about you that will be used. Your equality profile information will not share with Welsh Gymnastics but the information will be used to provide anonymous statistical reports. In addition, Welsh Gymnastics and British Gymnastics jointly control the use of personal information provided in respect of any safeguarding concerns relating to Welsh Gymnastics members. If you are a coach, judge or member of the education workforce, we will also share with Welsh Gymnastics details of any qualifications or awards, training records and workforce license status and/or if you have been approved to work or volunteer in the sport following completion of a criminal record check.
    [Click here to access Welsh Gymnastics Privacy Notice]

The following organisations are also British Gymnastics affiliates:

  • 10 English Regional Gymnastics Associations;
  • Isle of Man Gymnastics Association; and
  • British Schools Gymnastics Association.

When you join British Gymnastics directly, you can, if you wish, attach your membership to the British Gymnastics registered club/s where you participate in gymnastics.
[Click here for our membership T & Cs]

Services we provided to others

We provide, on request, a range of services on behalf of clubs, affiliated and subsidiary organisations that involve us processing personal data on behalf of these organisations. These services include:

  • A membership system for affiliated organisations and registered clubs to hold information they need to collect about their members.
  • An online competition or event entry system for affiliated organisations.
  • Website and support services for affiliated organisations.
  • HR, IT and other support services for our subsidiary and some affiliated organisations.

In these circumstances, the third-party organisation is responsible for how the information you provide is used and we will provide their privacy notices at the point that your personal information is collected. British Gymnastics is responsible for ensuring the data is held securely. British Gymnastics will not make use of this data for any other purpose and will ensure it is processed in accordance with data protection laws.

Our membership privacy notice explains:

  • What information we collect about you
  • How we use your information for contractual purposes
  • How we use information about you for legitimate purposes
  • Marketing
  • Other lawful reasons for using information about you
  • Why we share information about you
  • How long we keep information about you
  • Transfers of data out of the European Economic Area (EEA)
  • Your rights in respect of your personal information
  • Changes to our privacy notice
  • How to contact us

What information we collect about you

When you register as a British Gymnastics member or renew your membership (or you register or renew on behalf of a child under the age of 16 or on behalf of an adult who does not have the capacity to manage their own personal data), we need to collect information about you. Some of this information is essential for us in order to provide your membership but it is your choice whether you provide all the information we have requested. If you don’t provide this information, it may affect our ability to provide all the membership benefits to you.

  • Your name (and the name of the member if they are under 16 or adult who does not have the capacity to manage their own data) and preferred title.
  • Date of birth and gender.
  • Contact details (telephone, email and postal address).
  • Details of any assistance accessed to complete registration independently.
  • Confirmation that a member over 18 does not have the mental capacity to complete the membership process.
  • Role(s) you undertake in the sport e.g. parent, gymnast, coach, judge, club manager and welfare officer.
  • Whether you are a competitive gymnast and the home country you would represent.
  • Name of any club(s) to which you wish to be attached (if this is required).
  • The nature of your participation in the sport. This includes the number of hours and days you spend participating in the sport and the type of gymnastics in which you/your child participate/s.
  • Your equality profile (or the member’s profile if you are registering on someone else’s behalf). This includes sex, gender identity, disability, ethnicity/race, religion/belief and sexual orientation (only for members who complete their own membership).
  • IP address and other electronic identifiers.
    Your account is web-based so when you log in, 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.

    [Click here for information on the cookies we use on our website]

We may also collect the following other information about you. Most of this information will come directly from you or will be provided by your registered club. Where information is not provided by you or your club, we will state the likely source.

  • Payment and transactional information (if you are paying for your own membership or any other British Gymnastics services). We do not store any credit/debit card details.
  • Records of communications from, to or relating to you.
  • Medical Screening results completed by medical practitioners at your request.
  • Accident or incident reports.
  • Details of gymnastics qualifications/awards you hold and training you have completed.
  • Details relating to criminal record checks (disclosure number and date of the check), ID documents and any criminal convictions, cautions or official information and warnings and other relevant additional information e.g. references from former employers or information from probation services.

As a member of British Gymnastics, you can access other activities and services. If you enter a British Gymnastics competition we may need to collect the following information about you:

  • Confirm that you hold a valid UK passport or Nationality if you are not a UK passport holder.
  • Disability classification (if you are competing in a disability event).
  • Photographs and video footage and results.

Some of the activities we provide require us to process additional information about you including:

  • Prior knowledge, skills and experience and expectations.
  • Emergency contact details.
  • Medical, health and disabilities information.
  • Specific support needs.
  • Dietary requirements and allergies.
  • Passport details if you have registered to take part in event outside the UK.
  • Clothing sizes.
  • Social media messaging service contact details.
  • Your feedback/evaluation of an activity.

If you are supporting us to provide any of our gymnastics activities, we may also collect:

  • Additional information about your knowledge, skills and experience.
  • Role preferences and availability.

In some cases, we will be unable to provide our 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.

How we use your information for contractual purposes

When you register as a British Gymnastics member or ask us to provide another service such as a coaching or judging qualification or any other learning activity such as a coaching clinic, talent camp or student enrichment programme or you enter a competition (lower level events aimed at bronze members) or non-competitive event, we need to process your information because it is necessary to provide the service. This includes:

  • Confirming that you have signed up for the service and to inform you of arrangements relating to that service;
  • Confirming that you comply with any registration/entry requirements and terms and conditions, including notifying you of any specific changes;
  • Where relevant, telling you when it is time to renew or re-register;
  • Informing you of results where relevant;
  • Processing payments or sending you receipts as required.

Medical information and disabilities

For certain events or activities, we ask you to provide information about any relevant disabilities and medical conditions. 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 or your child 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.

Additional information about specific services is provided below.

Registering as a member

When you register as a member of British Gymnastics, we will set up your membership account and use your email as a login and to send you electronic confirmation of your membership number. We will use your information to provide you with our core member services, including insurance and access to voting (subject to membership type) and other membership services that you request. We will send your membership pack by post but 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 with our insurers unless you make a claim or are a named party in an accident or incident that gives rise to a claim.

There are some circumstances where appropriate individuals complete the registration process on behalf of the member e.g. someone with parental responsibility on behalf of their child or a responsible adult for a member who does not have sufficient mental capacity to compete the process on their own. Some of our members or parents may have sufficient understanding of the process but need some assistance to complete the process e.g. reading the questions and privacy information, translation etc. We ask for additional information to confirm the reason why another person has registered the member or details of any assistance provided as we have a legal obligation to demonstrate that we can lawfully process the member’s information.

If an account has been set up by a parent and is subsequently reassigned i.e. transferred from the parent to the actual member, any details of the previous account holder will be deleted at the same time.

Member safeguarding requirements

If you register for membership as a coach or act as a welfare officer or any other relevant position, you will need to complete specified mandatory training and criminal record checks as a condition of membership. We need to process your information to confirm that you have completed the training and to facilitate the check and assess any information that is disclosed on the check.

If you undertake a role in British Gymnastics where you are required to complete safeguarding training, we may need to request evidence to confirm you have completed the required training. UK Coaching, who is the main British Gymnastics-approved safeguarding children training provider, will, with your agreement, inform us when you have completed or refreshed this training.

We have a legal obligation to ensure that our members who are over 16 and work or volunteer with children and/or adults at risk have competed a criminal record check and ensure they are suitable to do so. The Safeguarding Vulnerable Groups Act 2006 or Safeguarding Vulnerable Groups (Northern Ireland) Order 2007 provides the legal framework for preventing people who are deemed unsuitable to work with children and/or adults at risk from gaining access to them through their work or voluntary activities. The Act, amended by the Protection of Freedoms Act 2012, provides the legal definition of regulated activity with children and adults (i.e. work that a person who has been barred must not do). Our Use of Criminal Records Checks Policy outlines the specific roles where a check is required as a condition of membership.

In England and Wales criminal record checks and barring decisions are the responsibility of the Disclosure and Barring Service (DBS). These services are provided by Access NI in Northern Ireland. [Click here for the DBS Privacy notice] <br[Click here for the Access NI Privacy notice.]

When you apply for a criminal record check, it is necessary to verify your identity. This verification is usually carried out by a designated club official. Access NI requires us to retain copies of your ID documents e.g. your passport, birth certificate, driving licence, utility bill etc. for 90 days after the date of issue of the certificate. After this period, these copies are securely destroyed. The DBS does not require copies of ID documents to be retained. British Gymnastics provides a paper-based application service but contracts the services of GB Group to provide an electronic DBS service on our behalf.

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 to provide a copy of your disclosure certificate and we will assess the risk that you may pose to others and whether your club needs to implement any specific controls to minimise any risk. This can require us to contact other agencies to obtain further information such as probation services, which we will only do so with your consent. We may also need to disclose information to your registered club where we believe that is a substantial public interest in keeping our other members safe. You will be consulted as part of any assessment and will be fully informed prior to any information being disclosed to your club. Any criminal records information and other information obtained in connection with an assessment of the disclosed content will be deleted within six months of the date of the check unless the assessment and decision has not been concluded in this time period.

Medical Screening

Some individuals may be at risk of significant harm from participating in gymnastics activity due to a pre-existing condition. In consultation with our insurers there are identified groups of people who may need to be screened by a medical professional prior to taking part in gymnastics activity. As we have a duty of care in this regard, we have a legal obligation to ensure relevant individuals are screened before participating. With your explicit consent, we will review the information you have provided to confirm that it whether it is safe for you to participate in gymnastics. We will contact you, as necessary, if we have any questions relating to the information provided and to advise you of the screening outcome. We will not use your information for any other purposes unless it is required in connection with a legal process or insurance claim. The screening form will be retained as long as you are a member of British Gymnastics. If your do not become a member or your membership lapses, we will delete the screening form after 12 months unless there is a legitimate and lawful reason to retain this information.

Gymnastics competitions

If you have registered as a competitive member, with your agreement, your club can enter you into a British Gymnastics competition. We will use your membership information to confirm you have been entered in the correct category and meet any other relevant entry criteria.

Some of our events have restrictions based on nationality, so we will need to also check with your club that you are a UK passport holder. If you are not a UK passport holder we also check your address and length of membership as gymnasts who do not hold a valid UK passport may be eligible to compete in some events if they have held British Gymnastics membership for at least one year prior to the date of the Competition and their sole or main residence is in the UK. Non-British gymnasts may be able to enter some competitions as a guest.

Competitions for members with disabilities

To take part in our competitive programme for people with disabilities., you need to have your disability classified by a medical practitioner who will need to provide details of any formal diagnosis and select the classification profile that best reflects the type and level of your impairment. With your explicit consent, British Gymnastics will use the information to register your disability classification details and confirm your eligibility for any British Gymnastics Disability Competitions you enter and to ensure we support your needs when you enter an event. We may need to contact you, if we have any questions relating to the information you have provided or the support you require. Your classification details will be retained while you are a member of British Gymnastics. If you do not become a member or your membership lapses, we will delete your classification information after 12 months unless there is a legitimate and lawful reason to retain this information.

Coaching and Judging Courses

When you register for a course we will use your contact information to provide you with information about your course, your assessment and your results. We will use the additional information you provide to meet your individual learning and support needs during the course and assessment and will use your date of birth to verify that you meet any relevant age criteria for attending the course and qualification.

Any e-learning elements of your course will be provided on the Academy, the British Gymnastics e-learning platform. We will track your progress and maintain a record of the modules you have completed toward your qualification.

Our tutors and assessors are all British Gymnastics members that make up our Education workforce. They are contracted to provide this service on our behalf and are provided training and guidance to ensure they understand their responsibilities under data protections laws. The Workforce members assigned to deliver and assess your course will be provided with your contact details and other relevant information that is necessary to record your attendance and meet your needs during the course and assessment. Your information is shared securely via the Academy. Any theory papers will be retained by the assessor for up to two years for verification purposes and in the event of any appeal.

If you are undertaking a UKCC Level 1 or 2 coaching course in England and Wales, these courses are provided in partnership with 1st4Sport who is the external awarding body and will be responsible for making decisions about your individual support needs and responding to any complaint and correspondence relating to the course and any appeals.

International festivals and events

Sometimes our members attend international events on our behalf including festivals, courses and competitions. We also provide clubs with the opportunity to enter members to represent British Gymnastics in international festivals including the FIG World Gymnaetrada which is an international mass participation event for gymnasts. Other members and parents can also attend in various roles. Registration for Gymnaestrada is done through clubs who are responsible for providing detailed information about the event and associated terms and conditions. If we sign up to attend the Gymnaestrada, your club will collect and provide to us the additional information we require to register you for the event and to book accommodation, flights and make other arrangements for the trip. Unless you regularly travel internationally for British Gymnastics, we will delete your passport information immediately after the event.

In will need to submit information about you to the local organiser (generally another international gymnastics or sport federation), such as your date of birth, gender, contact details, club and occasionally your passport details or nationality. Sometimes events may take place outside the European Economic Area (EEA). Although some countries have been approved as having equivalent standards to the protections provided within the EEA, if this is not the case, we will ensure that the international organisation has provided adequate safeguards by way of binding corporate rules or standard data protection contractual clauses or compliance with an approved code of conduct. If on a one-off basis, an event was being hosted in a country where we cannot meet these requirements, we only transfer your information with your explicit consent and where was a clear and compelling legitimate interests to do so. Specific details of these transfer will be with the event information.

Promotions, prize draws or competition

If you enter one of our member prize competitions, we will contact you if you are a prize winner. We will only identify you as a prize winner in our publications if you have given your consent.

Other processing activities we undertake to perform or enter into a contract with you

We undertake other activities where we need additional information about you. These include:

  • National Squads
  • Apprenticeship Programme
  • Contracting your services as part of our Education Workforce
  • Using our website

Although many aspects of this privacy notice will be applicable, we have separate privacy notices that outlines all information about you that we need to collect, use and share relating to these activities.

How we use information about you for legitimate purposes

We process personal information about you where we have a legitimate interest to do so. In some cases, this may require us to collect additional information from you or from other sources. The purposes include:

Disclosing your information organisations that affiliate or register with British Gymnastics

British Gymnastics membership rules require any individuals who take part in club gymnastics or wishes to take part in a relevant activities and events run by an affiliated organisation is a member of British Gymnastics.

If you attach your membership to one or more British Gymnastics registered clubs, we will confirm to the club/s your membership status. If you are a coach and have attached your membership to a club, we will also advise the club if any of the mandatory requirements for coaching children are due to expire e.g. criminal record checks and safeguarding training. We will not disclose any other information you have provided without your agreement.

If you register for a competition or event that is organised by an affiliated organisation, where British Gymnastics membership is a condition of participation, we need to confirm with the organiser if you hold British Gymnastics membership and any additional information required to ensure that you meet the eligibility criteria to take part in the event. Any information shared will be limited to what is strictly necessary to achieve this purpose. This may include date of birth, qualifications and confirmation that you meet any relevant compliance/safeguarding requirements.

If you are a judge, we will, share your name, judging award details and contact information with the relevant affiliated organisation so that they can invite you to judge at appropriate competitions.

Disclosing your information to GEL so you can use your member discount

Your British Gymnastics membership number gives you access to any available member discounts or offers available at the time from Gymshop. If you want to use your membership discount, we will need to verify to GEL that your membership is current and share your address to ensure that the discount is being used by the actual member.

Responding to your questions, requests and support needs you raise in person or by telephone, email or letter or via our website including our online chat service

If you contact us requesting specific information, we will respond to you using the contact information we hold. This included if you ask to wish to you us to notify you there is availability for an oversubscribed service e.g. a coaching course or clinic.

We will maintain a log of any important calls, emails and correspondence requesting support on your membership record. Please refer to the British Gymnastics Website Privacy notice for information on communications using our Live chat or helpdesk services.

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.

Monitoring the effectiveness of our communications and IT systems

We monitor whether our electronic communications are received and opened. We also use your IP address to analyse the number of users who are accessing the IT systems 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.

Understanding member needs and monitoring the nature and level of participation

We need to understand how our members engage in the sport to help develop and monitor our strategy and develop our services. We also monitor the pathway of participants in activities such as the Leadership Academy which is a club-based programme where clubs register their club members and record their achievements and our Apprentice Programme. We receive funding support from UK Sport and the English and Northern Ireland sport councils to support the delivery of participation and high performance programmes. We must provide regular information to these funding partners to demonstrate that we have achieved the agreed targets. Generally, information is provided in an anonymised format.

Statistical monitoring of the equality profile of our membership to assess whether our services are accessible and to measure the impact of interventions to promote inclusion

We are committed to promoting equality and diversity at every level of the sport and believe that none of our members should be discriminated against or receive less favourable treatment on the grounds of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex and sexual orientation (known as the ‘Protected Characteristics’ under the Equality Act 2010). We aim to ensure our services are fully inclusive and accessible to everyone. To make this possible we need to collect information on the equality profile of our membership which will help us review the accessibility of our services. Your equality profile is confidential and will only be accessible to our data analysts to create anonymous reports and to IT staff for system maintenance purposes. This data is very important to us as it enhances our understanding of member needs and helps us to monitor the impact of initiatives we implement to increase participation. We appreciate that not everyone is comfortable to share this information so every question allows you to respond by selecting the “prefer not to say” option. We will confirm that you understand and agree for your equality profile information to be used for anonymous statistical purposes. If you change your mind, you can view and amend your responses in ‘my account’ at any time. For your protection, you will be required to re-enter your password to provide a second layer of security for this information.

Accurate information on the equality profile of our membership helps us identify areas of under-representation. We look at the percentage of our members that fall into specific protected characteristics and the services accessed and/or the nature of participation. This information is compared against national or local census data to establish whether we are representative of the community we aim to serve. This information is vital as it helps us identify where we need to target equality initiatives and inclusion strategies. Click here to view our equality monitoring FAQs.

Sending you information by post that we think will be of interest to you, including from our affiliated and partner organisations

Our partners

We send postal marketing to our members including our membership pack and occasionally information about a product or service we think might be of interest. We will only send information that is related to the sport and that we think you would reasonably expect to receive from us as it reflects our brand and values. If you ask us not to send you marketing by post, we will stop.

Seeking feedback from you about our services

If you attend one of our events or participate in one of our courses or activities, we may ask you to provide your views on this experience which we will use to improve this service. We often use Survey Monkey so we can gather your feedback electronically such as at the end of one of our e-learning courses. You can provide this information to us anonymously but if you would like us to contact you about your feedback, you can provide your name and contact details.

Understanding what other gymnastics activities or products are of interest to our members

With your agreement, external organisations who run major events on our behalf will share information with British Gymnastics about who has purchased tickets for an event, gymnastics resources and merchandise or has received support from a BGF funding initiative. This helps us to understand who is attending our events and measure the success of our events and product promotions that are directed at members.

Inviting you to participate in British Gymnastics research

On occasion, we invite our members to join our insight community or 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 inviting you to participate.

If you consent to signing up to our insight community, which is provided on our behalf by Vision Critical UK, you will need to provide your email address and create a user name and password. You can use a pseudonym instead of your real name so you are not identifiable to other participants. Community Voice is web-based so when you log in, 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. Once you have registered you will be invited by email to participate in individual surveys and group discussion forums, usually moderated by the British Gymnastics Insight team. Your participation is completely voluntary. You will be asked about your views and experiences of new and existing British Gymnastics products and services. We will use the responses provided to create anonymised insight to inform the products and services we provide. If you no longer wish to participate in Community Voice, you can deactivate your account at any time. We will retain your data whilst your account remains active but if you de-activate your account, your data will be fully deleted within 90 days.

Recognising the contribution of British Gymnastics members

We like to recognise and honor the efforts made by members as gymnasts or in supporting others to take part and have a positive experience in the sport. We hold an annual award ceremony and invite our registered clubs and affiliated organisations to nominate individual members who have made a significant contribution to the sport and provide information to support the nomination. We will use the information provided to prepare a short list and select the winners who will be contacted by post unless we have the relevant member’s agreement to send marketing communications by email. We also maintain a VIP list of members, including former gymnastics who have made a significant contribution to gymnastics or sport in general who we will contact to invite to relevant major events.

Presenting and taking photograph and videos at our large public events

At our large public events such as competitions, festivals or our annual awards dinner, we will take photographs and capture video footage of the event. British Gymnastics accredited photographers and the media may be present and in some cases events may be live streamed by our TV production team, BGTV. We may also take photographs and video at large events run by other organisations e.g. international competitions. The images taken at these events may be used by British Gymnastics, GEL and the British Gymnastics Foundation for the purposes of promotion, education and development of the sport. They may also be shared with journalists, through social media outlets e.g. Facebook, Instagram, Youtube etc. and our third-party partner organisations for general promotional purposes.

For British Gymnastics events will provide information about photography and filming arrangements for specific events at the time of entry and will display clear signage and make announcements at the event. Any footage of children and individuals who are vulnerable will be published in accordance with our relevant safeguarding policy. In all other circumstances, we will ask your consent prior to taking photos or video.

To make our events entertaining and easy to follow for our audience and fans, we announce and publish information about participants, including nationality, scores and achievements.

The results of British Gymnastics competitions are published on our website and in our BG Score App and on our video sharing platform which is hosted on our behalf by Kaltura. Videos of routines performed by participating gymnasts taking part in our major events are made available on the BG Score App but access is restricted to British Gymnastics members.

We generally retain event photographs and videos for five years unless they have been used in a specific asset that has a longer lifespan e.g. a learning resource. After five years, the footage will be reviewed and deleted unless we consider them to be of public interest and should consequently be archived for historical purposes. Where images have been published on social media, these platform providers may continue to process your data after the retention period has lapsed.

Inviting you to British Gymnastics meetings or to present, coach, judge, train or officiate at relevant British Gymnastics activities or events

As a membership organisation, we rely on the significant contribution made by members who sit on our national committees or working groups or who volunteer or take part as a gymnast (e.g. as a demonstrator or in a display) at our events and courses. We will contact you to invite you to relevant meetings and where you have indicated an interest, to ask you to provide your assistance at our events in line with your role, qualifications/awards and/or performance.

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 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, British Gymnastics 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.

We have carried out legitimate interest assessments (LIA) to ensure that the above processing activities are necessary and are carried out in a way that ensures a balance our interests and those of any other relevant third parties in processing information about you and your own individual interests, rights and freedoms in respect of this information. As part of these assessments, we have identified appropriate safeguards, especially to protect the interest of data subjects who are children. We can provide details of these assessments on request.

You have the right to object to any of the processing we undertake based on legitimate interests based on your own individual circumstances. 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. If you wish to object to any of the processing activities we undertake based on legitimate interests, you can contact our Data Protection Officer (DPO) or use our objections form. Please bear in mind that in some cases, if you object this may affect our ability to carry out the tasks above for your benefit.

Marketing

With your consent, we will use your email address to send you the latest news and information about gymnastics that we believe may be of interest to you. We use Mailchimp, a third-party provider to manage our marketing communications.

It is our legitimate interest to ensure that we only send you information that we believe with be of interest to you. By looking at your role and participation profile as well as any other relevant personal information you have provided, we can identify news, offers and services that are most likely to be most relevant and will meet your needs as a member.

These communications will include relevant newsletters and magazines, information about opportunities, products, services and events and relevant information from our affiliated and partner organisations.

When we send you marketing communications, we monitor whether you have opened the communication and clicked on any included links. This will enable us to track and analyse your level of engagement/interest in the communication we are sending you and will provide us with further insight on what type of communications are most of interest to you.

If you agree to marketing, and later change your mind, you can opt out at any point, by amending your settings in ‘my account’. Alternatively, you can use the ‘unsubscribe’ link at the end of the electronic communication but this will unsubscribe you from all marketing communications. Please note that you may still receive communications for a short period after changing your preferences but this will stop as soon as our systems are updated.

Marketing from Gymnastics Enterprises Ltd (GEL)

With your consent, you can also receive information with GEL by email about their gymnastics merchandise, resources and events. If you agree to receiving marketing from GEL and later change your mind, you can unsubscribe using the link in the GEL communication or withdraw your consent by amending your marketing preferences in ‘my account’.
Click here to access GEL Privacy Notice

Marketing from the British Gymnastics Foundation (BGF)

With your consent, we will also share your information with BGF who may send you emails about their charitable objectives and activities. BGF have their own database so once your information is shared with BGF, you will need to them if you wish them to delete your information. Alternatively, you can unsubscribe from these emails using the link at the end of the BGF email.
Click here to access BGF Privacy Notice

Other lawful reasons for using information about you

We may need to process information about you to comply with a legal or statutory obligation. This includes but is not limited to:

  • Accounting, auditing, compliance and administration practices.
  • To maintain records of amendments to consents and to create suppression lists to ensure people who object to processing are excluded from the relevant processing activity.

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 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 have your explicit consent or you have made the information public;
  • 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 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; or
  • There is a substantial public interest in doing so.

Why we share information about you

We may need to share limited personal information with the following organisations:

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 use the services of third-party providers to help us in areas such as:

  • Electronic marketing communications e.g. Mailchimp
  • Fulfilment services e.g. Synergy who prepares and distributes your membership pack
  • Research e.g. Survey Monkey which we use for post course feedback and Vision Critical who hosts our insight community
  • IT services and cloud storage e.g. Microsoft 365 and Google Drive which we use at our Events
  • Providing learning and development activities
  • Photography and filming activities
  • Travel and events management e.g. ATPI UK who co-ordinates these arrangements for the FIG World Gymnaestrada

In some case, we may be required to share your personal information, such as your 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. If we stop using the service we ensure your data is deleted or securely returned to us.

How long we keep information about you

We will retain your personal data only as necessary to provide the services to which you have subscribed or where we have another legitimate and lawful reason to do so. At your request or if you do not renew your membership within two years we will delete any information that we no longer have a reason to retain, unless you ask us not to.

We 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.

We need to retain sufficient information about you in the event of an insurance claim in the future so that we can identify you and confirm that you held membership for the relevant period. We may need to retain other information to comply with legal or statutory requirements, some of which are highlighted in this notice. In addition, we may also need to retain information relating to your conduct as part of our regulatory responsibilities, the times of which will vary dependent on the nature of the concern and whether this is any potential risk to others associated with these concerns.

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.

Transfers of data out of the EEA

We transfer your personal information to third-party data processors who are based in the countries outside the European Economic Area (EEA).

We use some US-based companies that provide services such as data analytics, marketing communication and our video sharing platform. We only use US-based organisations that are self-certified as adhering to the EU-US Privacy Shield.

We will not transfer your information to any processors based in other countries 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 that there are adequate safeguards provided for your information and individual rights standards that meet the GDPR requirements.

Please see the section above on International festivals and Events which explains when we will transfer your information to enable you to participate in an event outside the EEA.

Please contact our Data Protection Officer (DPO) if you require any further information relating to international transfers.

Your rights in respect of your personal information

You have important rights under data protection law. In summary these include:

  • To be informed about how your information is processed
    We hope that the information in our privacy notice has achieved this but please contact our DPO if there is any additional information you require.

  • To access any personal data held about you
    You have the right to see the personal information we hold about you. This is called a Data Subject Access Request (DSAR/SAR). You can log in to your account at any time to view the information we hold about you on your membership account.

    You can also request a copy of any other personal information that we hold by writing to our DPO. If you wish, you can make your request using the British Gymnastics DSAR form.

    If we do hold information about you, we will:
    - Describe the information we hold and tell you why we are holding it;
    - Tell you who it could be shared with; and
    - Provide you with a copy of the requested information in an easy to understand format.

    Alternatively, if your request is straight forward, we will try to deal with your request informally, for example by providing you with the specific information you need over the telephone where appropriate. If the information relates to a specific activity, you can contact the relevant British Gymnastics department that is responsible for the activity.

  • To have your data rectified if it is inaccurate
    If we do hold information about you, you 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.

  • To have your data deleted (except if there is a valid lawful reason to retain it)
    You can also log in at any point to amend or delete some of the information held in your membership account that has changed or is no longer accurate.

    You have a right to request the deletion of your information in advance of the above retention periods. We will delete this information unless there is a lawful reason for the information to be retained.

    Where 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. You may do so by contacting us using the contact details below or in the case of marketing, by amending your preferences in your member account. Your withdrawal of consent will not affect any use of the data that was made before you withdrew your consent.

  • To have your information restricted or blocked from processing
    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.

  • To portability
    This means where the information you have provided is moved or transferred to an alternative provider. If you move clubs, you can amend the club to which you are attached at any time in your membership account settings. If you wish to move clubs, you can transfer your information to another club by logging into ‘My Account’ on the British Gymnastics system. Alternatively, if you leave your club, the information you provided on behalf of the 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 still transfer the relevant information to another club.

  • To object to:
    • Any processing based on legitimate interests
    • Any automated decision making including profiling (which we only undertake for marketing activities).
    • Your personal information being used for direct marketing activities
      If you object to any direct marketing we undertake, including any profiling we undertake related to this activity (where we decide that a communication would be of interest based on your membership profile) we will no longer use your information for these purposes.

    Click here to learn more about your rights.

    To exercise any of these rights or if you have any questions about our membership privacy notice please contact our Data Protection Officer (DPO) on the contact details provided below.

    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) 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 our privacy notices

    We keep our privacy notices under regular review. This notice was last updated on 24th May 2018.

    How to contact us

    We hope that you have found this information helpful but if you have any questions or concerns, please contact our Data Protection Officer (DPO) who will be pleased to help you.

    Data Protection Officer
    British Gymnastics
    Lilleshall NSC
    Nr Newport
    Shropshire
    TF10 9NB data.protection@british-gymnastics.org

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