British Gymnastics Privacy Notice – Individuals representing registered, affiliated and partner organisations - British Gymnastics

British Gymnastics Privacy Notice – Individuals representing registered, affiliated and partner organisations

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 data. 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 [email protected] or at British Gymnastics, Lilleshall NSC, Newport, Shropshire, TF10 9AT if you have any questions. 

This notice provides privacy information about how we will use your personal data 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. 

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 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. 

What information we collect about you

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 officer, or if you are one of our university partners, we ask you to nominate and provide the contact details of a student officer. 

If you hold membership of British Gymnastics, please see our member privacy notice for information about the other purposes for which we use your personal information. 

Other information we may collect about you if you are a non-member
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:
  • Prior knowledge, skills and experience and expectations.
  • Emergency contact details.
  • Medical, health and disabilities information. 
  • Specific support needs.
  • Dietary requirements and allergies.
  • Clothing sizes.
  • Social media messaging service contact details. 
  • Your feedback/evaluation of an activity.
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.

How we use your information for contractual purposes

We will use your information to administer and manage our relationship with the organisation you represent and provide the agreed services. This includes:
  • Confirming our agreements, including notifying you of any specific changes;
  • Communicating with you about the agreed services/benefits, including sending specific information that is relevant to your role in the organisation you represent e.g. information about training, seminars, networking etc. 
  • Where relevant, telling you when it is time to renew or re-register;
  • Processing payments or sending you receipts as required
Medical information and disabilities
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.

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: 

  • Publishing your contact details on our website for the ‘Find a Club’/Discover Gymnastics service
  • Unless you ask us not to, we will publish the contact details for your organisation (which may include your personal data) on ‘Find a Club’ and provide the information if we get enquiries about gymnastics activity in your area. You can ask us to delete or amend this information at any time. 
  • Disclosing your information to our affiliated organisations 
  • If you are a club based in Wales, you will automatically be registered with Welsh Gymnastics who will use your information to provide Welsh Gymnastics membership services. If you are the key contact with a registered club, we will provide your information to the relevant regional association, where applicable. 
  • Confirming to GEL (our British Gymnastics subsidiary company that provides GymShop), where applicable, that you are eligible to receive a discount on British Gymnastics merchandise
  • If you are the key contact for an organisation that wishes to make use of a GymShop discount, we will use your name and contact details to set up a business account and login for GymShop which will enable you to access any discount available to your organisation. Please see the GEL privacy notice for information on how your personal information is used if you make a purchase from GymShop. 
  • Sending you information by post that we think will be of interest to you, including from our affiliated and partner organisations   
  • Seeking feedback from you about our services
    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. 
  • Inviting you to participate in British Gymnastics research.
    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.

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.
  • Maintaining records of amendments to consents and creating 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
  • Professional and legal advisors
  • External service providers who are contracted to provide specific services on our behalf
    We use Microsoft 365 for IT services and cloud storage and we sometimes use Survey Monkey for electronic feedback.  We 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.

How long we keep information about you

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.

Transfers of data out of the European Economic Area (EEA)

We may transfer your personal information to US-based companies such as Microsoft and Survey Monkey. 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 there are adequate safeguards that protect your individual rights and freedoms in respect of your personal data.

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
  • To access any personal data held about you
  • To have your data rectified if it is inaccurate
  • To have your data deleted (except if there is a valid lawful reason to retain it)
  • To have your information restricted or blocked from processing
  • To portability (the right to transfer your data to another provider)
  • To object to:
      - Any processing we undertake based on legitimate interests
      - Any automated decision making including profiling
      - 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 rights and when they apply.

To exercise any of these rights or if you have any questions about this 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 Commissioner’s Office (ICO) if you believe your data has been processed in a way that does not comply with the GDPR, or have any wider concerns about our compliance with data protection law. You can do so by calling the ICO helpline on 0303 123 1113 or via their website.

Changes to our privacy notices

We keep our privacy notices under regular review. This notice was last updated on 3rd September 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
TF10 9AT

[email protected]