Privacy Notice – Website & Communications
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 firstname.lastname@example.org or at British Gymnastics, Lilleshall NSC, Newport, Shropshire, TF10 9NB if you have any questions.
Information we collect about you when you use our website
You do not need to give us any information about yourself to view the British Gymnastics website. When you access the website, our webserver logs 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.
Our website provides access to some other services, including the option for you to become a British Gymnastics subscriber.
British Gymnastics subscribers can register to receive news and other information from us by email and can also register for British Gymnastics courses that are otherwise only available to members. You may need to provide some additional information about yourself to access these services or if you contact us in another way.
To become a British Gymnastics subscriber, to subscribe to our communications, we collect the following information about you:
- Confirmation that you are over 13 years of age
- Email address
- Marketing preferences
If you become a subscriber to register for a course or you wish to take part in volunteering, we will need to collect other information about you, which will vary dependent on what service you are accessing, but may include:
- Date of birth
- Contact information (email, telephone and postal address)
- Payment and transactional information (we do not store any credit/debit card details)
- Your interests and preferences
- Prior knowledge, skills and experience and expectations
- Emergency contact details
- Medical, health and disabilities information
- Specific support needs
- Dietary requirements and allergies
If you communicate with us through our website for another reason, we usually collect:
- Your contact details (as required to provide a response)
- Details of your request, query or concern
- Your membership number where applicable
How we use your information for contractual purposes
When you ask us to provide a coaching or judging qualification or any other learning activity, or wish to participate in an activity or event open to non-members, 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;
- Informing you of results where relevant;
- Processing payments or sending you receipts as required.
Additional information about specific services is provided below.
- Coaching and judging courses
If you register for a British Gymnastics course as a British Gymnastics subscriber, we will use your details to provide and administer the course and any relevant assessments, to confirm results and/or issue certificates. If there are any age restrictions for the course, we will need to verify that you meet the criteria. If you have registered for a UKCC L1 or L2 course in England and Wales your information is also required by 1st4Sport who is the awarding body for these qualifications.
We have a legal obligation under the Equality Act 2010 to make any reasonable adjustments for individuals with disabilities who need these 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 will retain a record of your qualification for 70 years. Unless you ask us not to, we will retain your date of birth as it allows us to identify you if you ever require a re-print of your qualification certificate, or wish to transfer from being a British Gymnastics subscriber to a member.
- Promotions, prize draws or competition
If you enter one of our 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.
How we use information about you for legitimate purposes
We process personal information about you for the following purposes where we have a legitimate interest to do so:
- Responding to questions, feedback and requests for information or support
You can contact us using our helpdesk and Live Chat service on our website. These services are provided on our behalf by Freshworks who are US-hosted and certified as adhering to the EU-US Privacy Shield. For more information please see Freshworks' Privacy Notice.
If you use our Live Chat service, you will be given the option to provide a name. If you provide your email address at the time of the communication, we can send you a transcript of the chat. If you contact us using our helpdesk, we will collect your name, email address and query type. We will use your email to confirm and respond to the query. We will not retain a copy of your Live Chat or helpdesk communication without your agreement unless there is a legitimate and lawful reason to do so.
You can also contact us by telephone, email or letter. We do not record calls or retain any records of calls unless you agree. However, if you are a British Gymnastics member or subscriber, we may log important calls and other communications on your account. We will use the information you provide to respond and will retain any correspondence for up to one year after the matter is resolved.
We may use communications information to compile anonymous statistical reports showing information like the number and type of query and how each has 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 is removed or changed to preserve anonymity. Once communications are resolved, we will generally delete them within one year.
- Responding to specific requests for information
On our website, you can ask us to contact you when a specific course is run in a specific area of the country. We will let you know when the course in which you have expressed an interest is available. We will delete your information once we have met your needs or after two years if we have been unable to provide the requested course.
- Monitoring the effectiveness of our website and communications
We also use your IP address to analyse the number of people who are accessing our website at any one time, the types of device being used and the website user behaviour patterns. This information helps us to make improvements to our website and services. Unless you provide other information about yourself, we will not be able to identify you. However, 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. We also monitor whether our electronic communications are received and opened. We use Google Analytics and Hotjar to provide these services on our behalf.
- Responding to complaints about the British Gymnastics website and services or organisations and individuals that we regulate
We use the personal information provided to respond to the complaint and to monitor the service we provide. If the complaint is about another person, we usually need to share the complainant’s identity with whoever the complaint is about. 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.
We will retain information relating to complaints for three years from the point that the matter is closed unless there is a legitimate and lawful reason to retain the information for longer e.g. for safeguarding, regulatory or compliance purposes or to exercise or defend legal claims.
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 is removed or changed to preserve anonymity.
- Responding to expressions of interest in becoming a gymnastics volunteer
If you express an interest in volunteering, we will use the information you provide on your interests to identify and inform you about appropriate volunteering opportunities. We will not share any information you have provided with any other organisations unless you agree and will delete this information after 1 year unless you become an active member of our volunteer workforce.
- Responding to requests to recognise the efforts of a volunteer
If you would like to nominate a volunteer who you feel should be recognised for their volunteering efforts, you can submit your name and email address on our website. We will contact you to obtain relevant information about the person you wish to nominate. We will use the information you provide to assess the contribution made by the volunteer and will contact them by post, if we agree that they should be recognised by British Gymnastics. Any information you have provided about the volunteer will be deleted within 6 months unless the volunteer agrees that we can promote their contribution as a volunteer.
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 between 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 interests 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 which we undertake based on legitimate interests depending 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 DPO or use our Objection to Data Processing 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.
Non-members are able to sign up as British Gymnastics subscribers for the purpose of receiving marketing communications. Where we are providing online services that require your consent, we have a legal obligation to verify that you are old enough to sign up to these services. In the UK, users need to be over 13 years of age.
If you subscribe to receive British Gymnastics newsletters or other marketing information such as the British Gymnastics magazine, we will use the email address you provide to send you relevant information based on your preference.
You will be able to log in to your account at any time to amend your preference. You can also amend your preference or amend your personal details by clicking on the link at the bottom of any email communication. If you no longer wish to receive these emails, you can unsubscribe by following the instructions in our marketing emails.
Other lawful reasons for using information about you
We may need to process information about you to comply with applicable laws and protect our legitimate interests and legal rights, including, but not limited to, use in connection with legal claims, compliance, regulatory, investigative purposes (including disclosure of such information in connection with legal process or litigation).
Why we share information about you
Except in the ways outlined above, we will not share any information you have provided without your consent, unless there is a legal or other legitimate reason to do so or it is necessary to provide the service you have requested.
Where it is necessary to share your personal information, we will 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 as long as is necessary to provide the services to which you have subscribed, or where we have another legitimate and lawful reason to do so. In addition to the retention periods highlighted in relevant areas of this notice, 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 from the end of the relevant tax year.
As the reason for retaining certain types of information varies, 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 may transfer your personal information to third-party data processors who are based in countries outside the European Economic Area (EEA). We use some US-based companies that provide services such as IT, communications and data analytics service such as MailChimp, Google Analytics and Freshworks. 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 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 subscriber account at any time to view the information we hold about you. 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.
- 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 have a right to request the deletion of your information in advance of our standard retention periods. We will delete this information unless there is a lawful reason for the information to be retained. If you are a British Gymnastics subscriber, you can also log in to your account at any point to amend or delete some of the information held in your account that has changed or is no longer accurate.
- 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
- To object to any processing based on legitimate interests, automated decision making including profiling and to your personal information being used for direct marketing activities
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 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 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