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.
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.
Other controllers of your data
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.
British Gymnastics member privacy notice
Scottish Gymnastics member privacy notice
Welsh Gymnastics member privacy notice
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.
Contacts
British Gymnastics
Data Protection Officer (DPO)
data.protection@british-gymnastics.org
British Gymnastics
Lilleshall NSC
Newport
Shropshire
TF10 9NB
Welsh Gymnastics
Welsh Gymnastics
Welsh Gymnastics
Sport Wales National Centre
Sophia Gardens
Cardiff
CF11 9SW
Scottish Gymnastics
Scottish Gymnastics
Scottish Gymnastics
Caledonia House
1 Redheughs Rigg
Edinburgh
EH12 9DQ
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/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:- UK or home country sport councils or organisations they fund to deliver their services.
- Your organisation’s social media accounts or website
- Publicly accessible sources e.g. Companies House, media sources etc.
- British Gymnastics subsidiary companies (GEL trading as British Gymnastics Official Shop and Amateur British Gymnastics Investments Limited (ABGI) that provides loans to develop gymnastics facilities in England.
- British Gymnastics Foundation (BGF), the charity set up and supported by British Gymnastics.
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.
- Information about your participation e.g. coaching hours
- 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 obtain additional information from you or from other sources. The purposes include:
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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.
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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.
- British Gymnastics Marketing Hub
We have partnered with Synergy Print Management Services to provide a print portal for registered clubs. The British Gymnastics Marketing Hub provides access to a range of British Gymnastics designed posters and other promotional materials. If you register to access the Marketing Hub, British Gymnastics will confirm with Synergy that you are a registered club representative. You can print Marketing Hub resources or order customised versions for use within your club. Your information will be used by Synergy to fulfil any poster orders in accordance with their terms and conditions. Please see Synergy’s Privacy Policy for more information. We will also monitor the use of the Marketing Hub to help us to develop content and ensure appropriate usage.
- British Gymnastics Club Hub
As part of the club registration benefits, Club representatives can access the British Gymnastics Club Hub, an online platform for registered clubs. The Club Hub is a website where members can access information and resources to assist with day-to-day club operations. To access Club hub, you will need to create an account. We monitor the use of the Club Hub to help us to develop content and ensure appropriate usage.
- Monitoring participation
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.
- Confirming that you are entitled to access services and benefits available based on your relationship with us
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.
- 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 our 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.
Marketing
British Gymnastics Club HubWe will only send you marketing emails if we have your prior consent. You can sign-up to receive emails when we publish any new content to the Club Hub website. You can opt out of these emails at any time by using the link at the end of the Club Hub email. Opting out will only unsubscribe you from the Club Hub emails but not from other British Gymnastics emails you have consented to receive as a British Gymnastics member or subscriber.
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.
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 recipients:
- Statutory/regulatory authorities and other organisations
- Professional and legal advisors
- Funding partners and training and support providers
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.
- Funding and loan providers
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.
- External service providers who are contracted to provide specific services on our behalf
We use Microsoft for IT services and cloud storage and we use SAGE to take payments. We sometimes use Survey Monkey for electronic feedback and may use third-party providers for learning and development activities. Synergy Print Management Services hosts the Club Hub website and sends communications on our behalf. 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)
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.
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 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 rights and 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.
Changes to our privacy notices
We keep our privacy notices under regular review. This notice was last updated on 22nd March 2021.
March 2021 changes
We have included additional information about The Marketing Hub (previously the ‘club print portal’). We have added information about our new Club Hub, including details of the marketing emails we will send for this purpose. We have also updated the information about the organisations that we share your information to include Synergy Print Management Services who provides Club Hub services on our behalf.