Gymnastics In Ipswich

GDPR Privacy Notice and Policy

Introduction – Data Controller
Gymnastics in Ipswich ("we", "us", "our") is committed to protecting the privacy and personal data of our members, visitors and website users. This notice explains how we collect, use, store and protect your personal information in accordance with the UK General Data Protection Regulation (UK GDPR) and Data Protection Act 2018.

Scope
This policy applies to:

• Customers, clients, and website user
• Employees, contractors, and job applicants
• Suppliers and business contacts It covers all personal data processed by us, whether in electronic or paper form

What Information We Collect
We may collect and process the following personal data:

• Full name, date of birth, and contact details (email, telephone and address)
• Emergency contact information
• Medical details relevant to participation of activities
• Membership and attendance records
• Payment and billing information
• Photo and videos (with consent) for promotion and training purposes

How We Use Your Information
We use your personal data to:

• Manage club membership and class bookings
• Ensure participant safety and respond to emergencies
• Communicate important dates and news
• Process payments and maintain financial records
• Promote club activities

Legal Basis for Processing
We process your data under the following lawful basis:

• Consent request for marketing or media use
• Contractual necessity (e.g. membership management)
• Legal Obligation (e.g. Safeguarding & Protection requirement)
• Legitimate interests (e.g. improving services)

Data Security
We implement appropriate technical and organisational measures to protect personal data, including:

• Access controls and authentication
• Encryption where appropriate
• Secure storage systems
• Staff training on data protection

Data Breaches
We have procedures in place to detect, report, and investigate personal data breaches. Where required, breaches will be reported to the Information Commissioner’s Office (ICO) and affected individuals without undue delay.

Sharing Your Data
We do not sell or rent your data; however, we may share it with:

• Coaches and staff for operational purposes
• Medical professionals in case of emergency
• Governing Bodies, British Gymnastics and their subsidiaries, Eastern Counties Gymnastics Association, Suffolk Gymnastics Association, other British Gymnastics affiliated clubs for the purpose of competition or squad training purpose
• IT and payment service providers under strict data protection agreements

Data Retention
We retain personal data only for as long as necessary for the purposes as outlined above. Membership records are typically kept for a maximum of 4 years after your last activity with the club.

Accident forms will be retained for a period of 3 years from the accident or if under 18 until the person is 21 years old.

Photography Consent can be given, (or not) via a tick box on our membership registration; if at any time you wish to change the parameters of your consent, please log in to your customer account and change details.

Your Rights
You have the right to:

• Access your personal data
• Request cancellation or deletion
• Withdraw or change consent at any time
• Lodge a complaint with the Information Commissioners Office (ICO)

By consenting to this privacy notice you are giving us permission to process your personal data specifically for the purposes identified. Where we are asking for sensitive personal data, we will always tell you why and how this information will be used.

Contact Us
Should you wish to contact our Data Protection Officer, email This email address is being protected from spambots. You need JavaScript enabled to view it. or please use the telephone number and address details as listed below:
Gymnastics in Ipswich
7 Braziers Wood Road
Ipswich
IP3 0SP
Tel: 01473 433676

Policy ReviewThis policy is reviewed regularly and updated as necessary to reflect changes in law or our practices.