Privacy Notice

Privacy Notice – GEL

This Privacy Notice takes effect on 25 May 2018

 

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 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.

This policy outlines how we process personal information when you use the GYMSHOP website and when you buy something from our shop.

Gymnastics Enterprise Ltd (GEL) trading as ‘GYMshop’ is a wholly owned subsidiary of British Gymnastics. We work closely with British Gymnastics who provides Customer Service, Finance and IT support services on our behalf. We are committed to protecting the privacy of our customers and providing a secure online shopping experience.

This notice together with our Terms & Conditions sets out the basis on which we process information about you.

You can contact our Data Protection Officer (DPO) at [email protected] 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 GEL 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 uses cookies. Click here to view our Cookies Policy .

We will need to process information about you if you set up an account with of Gymshop or log in to Gymshop using a British Gymnastics membership number, and if you buy something from Gymshop or you agree to receive our marketing communications. The information we collect includes:

  • Contact details (email, address and telephone numbers)
  • Delivery address and order details.
  • Purchase History and transactions information
  • Communication records
  • British Gymnastics membership number (where applicable)

 How we use information about you for contractual purposes

If you buy from Gymshop, you can either register or log in as a Gymshop member, or as a British Gymnastics member or make your purchases as a guest. We will ask you to provide certain information such as your name, address, details of your credit/debit card (only if you are paying by credit/debit card), telephone number, email address and any delivery information so that we can process and fulfill your order and notify you of your order/delivery status. We will contact you if there are any problems with your order. We do not store any credit/debit card details.

If you are a Club or Organisation with an approved credit limit with British Gymnastics, and have logged in using your British Gymnastics membership number, and opt to pay by BACS, Gymshop’s system will automatically ask British Gymnastics to confirm that you have a credit account and sufficient credit to cover the order before allowing you to complete your order.  Gymshop will not access your account details or retain them.

If you log in to Gymshop using your British Gymnastics membership number, British Gymnastics will verify that your membership is current and share your address to autofill your registered address details.  Should there be any discounts or special offers for British Gymnastics’ members, British Gymnastics will also verify that your membership number is entitled to these discounts or offers.

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:

  • Registering Gymshop members.
    To register as a Gymshop member, we require your name, address, email and telephone number to provide you with the goods you order. We will set up an account, securely store the information you have provided, and maintain a record of purchases on your account. Therefore, Gymshop will automatically update these fields the next time you log in to order items or return any items.  You can delete your Gymshop account at any time. If your account is inactive for over 2 years, your account will be de-activated.  We may need to retain information about you if there is a legal reason to do so.
  • Confirming to you when a product that you wish to purchase is in stock
    If you chose to join the Waitlist to be notified when a product you want comes back into stock, we will email you when it becomes available. If the product does not come back in stock within 1 month we will contact you and may provide information relating to the replacement product where applicable.  We will delete your information once we have dealt with your request.
  • Sending you information about similar products to those you have previously purchased.
    When you have purchased a product from Gymshop, we may send you permissible information about similar products, although you will be able to opt out of these communications at the time of purchase or at any point in the future by following the instructions in any of the relevant emails you receive
  • Sharing information with British Gymnastics who is the parent company for GEL.
    As GEL is a wholly owned subsidiary of British Gymnastics and British Gymnastics is the employer for all GEL staff, information is shared between the two organisations to provide support services, IT systems including our website and advice.
  • Responding to questions, feedback and requests for information or assistance.
    You can 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 Gymshop or British Gymnastics member, 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.
  • 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 and 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 our website, products and services.
    We use the personal information provided to respond to the complaint and to monitor the service we provide. 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. 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 will be removed or changed to preserve anonymity.
  • Inviting you to participate in research.
    On occasion, we invite people who have purchased something from Gymshop to participate in research to help us understand your views and needs and to develop our services. On occasion, we ask British Gymnastics and in some cases, external research companies to carry out this research on our behalf. You may be contacted by email inviting you to participate.

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 which we do so on legitimate interest grounds. 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 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.

Marketing

If you consent to receive information from us about offers and promotions relating to our gymnastics merchandise, resources and events, we will use your email to send you this information. We use MailChimp, a US-hosted third-party provider to send out and monitor our communications who is certified as adhering to the EU-US Privacy Shield. For more information, please see MailChimp’s Privacy Policy. If you no longer wish to receive these communications, you can unsubscribe at any point, by following the instructions in the email.

Marketing from British Gymnastics and The British Gymnastics Foundation (BGF)

With your agreement, we will share your name and email address with British Gymnastics for the purposes of sending you the latest news and information about gymnastics.

Click here to access British Gymnastics Privacy Notice

With your agreement, we will also share your information with The British Gymnastics Foundation (BGF); a registered charity who we support that provides grants and supports community gymnastics and activity, who may send you emails about their charitable objectives and activities.

Click here to view BGF Privacy Notice

You will be able to unsubscribe at any point from electronic communications from BG or BGF by using the ‘unsubscribe’ link at the end of the relevant electronic communication.

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).

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

We may share your information with external service providers who we contract to provide specific products or services on our behalf, including couriers for the purpose of delivering your goods to your chosen delivery address. If you purchase a bespoke or very large item of equipment, this may be shipped directly from the supplier so we will need to provide them with your contact details and delivery information for them to deliver the product/s you have purchased.  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.

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.

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. 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 the 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 GEL 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 Data Protection Officer (DPO).
  • 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 GEL member, you can also log in to your account 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
    This means where the information you have provided is moved or transferred to an alternative provider.
  • 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 her 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 the privacy policy

We keep our privacy notices under regular review. This privacy 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

[email protected]