This privacy statement tells you what to expect when we process your personal information.
This is our main privacy statement, however, some of our services may have additional privacy notices which will be provided to you when you engage or register for such a service.
It is important for you to read this statement in full to understand how we use your data and your rights in relation to your data.
Your privacy is important to us
We need to process personal data in order to deliver our services to you:
- To allow users to comment on this website
- To allow users to receive our email newsletter service
At East Anglia Gymnastics we are required to obtain your/your child’s personal date to support your inclusion within our various gymnastics activities and will generally do so through completion of a Club Participation & Registration Form, although on occasion, we may request information over the phone, through our website or via email. We take your privacy seriously and ensure the necessary measures are implemented to ensure your personal information is kept secure. This document sets out the basis in which we East Anglia Gymnastics process your personal data. Definitions Personal Data means any information relating to an identified or identifiable individual; an identifiable person is one who can be identified, directly or indirectly, in particular by reference to the collected data. Data Subject is an individual to whom personal data relates. Data Controllers / Data Protection Officers – Designated individuals who are responsible for ensuring that East Anglia Gymnastics take all appropriate measures to protect the personal data we obtain and how we process that information once collected.
How we use your personal information We need to process the following information about you or your child for the following reasons… Contractual Purposes To provide the gymnastics activity that you have requested and communicate with you regarding this activity, any changes in the club’s terms and conditions, and to process payments. Legitimate Interests To reach the legitimate aims of the club and to ensure your child is sufficiently supported and safe whilst participating in the gymnastics activities that we provide. This includes:
- Carrying out relevant risk assessments – some individuals may present a medical condition that has the potential to cause harm when participating in gymnastics activities. Therefore, it is vital that you disclose any relevant medical information to us, and we will ask for your agreement to undertake any necessary assessments.
- Identifying any reasonable adjustments and adaptions that will support inclusion – if you or your child has a disability or any special needs, we will review the information you have provided to support the identification of actions we can take to support inclusion. We may require additional information to assist us in this process.
- Responding to any enquiries, concerns, questions or complaints you may send us.
- Maintaining class attendance records and contact details for emergency purposes. • Filming and taking photos for coaching purposes and/or to promote the club on our website, club social media accounts and in communications and publications. All film and photos of children will only be published in line with UK gymnastics Safeguarding Policy. Legal Reasons To comply with applicable laws and protect legitimate club interests and legal rights. This includes but is not limited to the use of your information relating to legal claims and compliance and regulatory activity.
Wycliffe House, Water Lane
Phone: 0303 123 1113
We are committed to treating your information securely, with respect and in line with data protection law.
We keep this privacy notice under regular review and we will place all updates of this page on the website as soon as is practicable.
For further information you can contact us as follows:
We will only collect personal information when we need it. The type of information we need from you will relate purely to contact information allowing us to communicate with you. When we ask you for information, we will make it clear why we need it. We only collect personal information when you complete the forms on this website if you wish to send us a comment or ask for our email newsletter.
Sending us a comment:
- we will need your name and email address.
- we will use this information only if we need to reply to your comment.
We never share personal information with any other organisation for third-party marketing purposes.
We may share information when required by law, for example, where ordered by the Court or to protect an individual from immediate harm.
We only hold records during the period of our relationship and for a set period afterwards to allow us to meet our legal obligations, including resolving any follow-up issues between us.
Please contact us if you would like any more information.
We will apply appropriate technical and organisational measures to ensure your personal information is secure. For example, we have systems in place to ensure that access to personal information is restricted to authorised individuals on a strictly need-to-know basis.
To help us ensure confidentiality of your personal information we may ask you (and any of your representatives) security questions to confirm your identity when you call us and as may be necessary when we call you. We will not discuss your personal information with anyone other than you, unless you have given us prior written authorisation to do so or where we have received a clear verbal instruction from you (as a one-off circumstance).
We are committed to upholding your rights in respect of your personal data.
The right to be informed
Through the provision of this and other privacy notices on the website, we will be open and transparent about how and why we use your personal information.
The right of access
You have a right to ask us what personal information we hold about you and to request a copy of your information. This is known as a ‘subject access request’ (SAR).
SARs need to be made in writing and we ask that your written request is accompanied by proof of your address and identity.
If you are seeking to obtain specific information (e.g. about a particular matter or from a particular time period), it helps if you clarify the details of what you would like to receive in your written request.
If someone is requesting information on your behalf they will need written confirmation from you to evidence your consent for us to release this and proof of ID (both yours and theirs).
We have 30 calendar days within which to provide you with the information you’ve asked for (although we will try to provide this to you as promptly as possible).
The right to rectification
You can ask us to rectify your personal data if it is inaccurate or incomplete. Please help us to keep our records accurate by keeping us informed if your details change.
The right to erasure
The right to erasure is also known as ‘the right to be forgotten’. In some circumstances, you can ask us to delete or remove personal data where there is no compelling reason for its continued processing. This is not an absolute right, and we will need to consider the circumstances of any such request and balance this against our need to continue processing the data. Our response will also be guided by the provisions of our retention schedule.
The right to object
You can tell us you object to us processing your data to provide update emails.
You can specifically opt-out of update emails at any time by following the link at the bottom of each email.
To make this site simpler to use, we place small files on your computer, known as cookies, almost all websites do this. Cookies have many uses and most are not damaging to your privacy, all of the cookies used on this website fall into that category. We do not permit cookies that collect or transfer your detailed personal data to other websites for advertising or other purposes.
Cookies are used on this site purely to improve services for you through, for example:
- enabling a service to recognise your device so you don't have to give the same information several times during one task
- recognising that you may already have given a username and password so you don't need to do it for every web page requested
- measuring how many people are using the site, so it can be made easier to use and ensure there is enough capacity and fast enough
We use Google Analytics to determine how many people use this site. Google Analytics stores information about the pages you visit, how long you are on the site, how you got here and how you utilise the website. We do not collect or store any directly identifiable personal information (e.g. your name or address) which could be used to identify who you are. To find out more about how Google uses the information it stores in cookies please review their documentation.
The following cookies are used by Google Analytics:
- _ga is used to distinguish users (anonymously) and expires after 2 years
- _gid is used to distinguish users (anonymously) and expires after 24 hours
- _gat is used to manage usage of the analytics functions and expires after 1 minute
- _gac contains anonymous usage information and expires after 90 days
The following cookie may be used to provide other normal website functions:
- asp.net_sessionid contains session related information for the user and expires when the browser is closed
If you do not wish to accept any cookies on to your machine you can disable them by adjusting the settings on your browser. However, this is likely to adversely affect the functionality of the websites you visit. For further information visit: www.allaboutcookies.org